1. GENERAL

We are Oak Furnitureland Group Limited (company number 12645185), trading as Oak Furnitureland ("we" "us" "our"). For the purposes of data protection legislation, we are the data controller. We are committed to protecting and respecting your privacy.

We will process your personal information in accordance with the UK GDPR and national laws which relate to the processing of personal information, including the UK Data Protection Act 2018. Please read the following carefully to understand our practices regarding your personal information and how we will treat it.

This Privacy Policy explains:

• why and how we may use the personal information that we have obtained from interactions you (or others) may have with us as a business, including when you visit and use our website currently located at https://www.oakfurnitureland.co.uk/ (the “Site”) or when you contact us;
• with whom we share your personal information; and
• the rights you have in connection with the information we use.

We do not knowingly collect personal information from children aged under 13 and do not target our website to children aged under 13. If you are aged under 13, please do not submit any personal information via our website. We encourage parents and legal guardians to monitor their children's internet usage and to instruct their children not to submit any personal information via our website. Please notify us promptly if you have reason to believe that a child aged under 13 has submitted personal information to us.

2. PERSONAL INFORMATION WE COLLECT ABOUT YOU

Personal information you give to us

When you order goods or services from us (either via the Site, in store or by telephone), create an account on our Site, apply for consumer finance for the purchase of our products or services, contact us or enquiry about our products or services (either via our Site, in store, on social media or by telephone), take part in a customer satisfaction survey, we may collect personal information about you, including:

• Contact information – your name, email address, phone number, postal address, marketing preferences, social media handles and other information that enables us to contact you;
• Employment information – your income, job title/role, company/employer’s name and other information relating to your employment;
• Payment information – your credit or debit card details, bank account information, payment or other information required when you make a purchase;
• Identity verification and credit check information – your government issued ID, date of birth, previous address history, signature and other information collected for identity verification and credit checking purposes;
• Enquiry information – information included within and relating to your contact/enquiry; and
• Survey response information – your response(s) to our surveys.

Personal information we collect about you

We may automatically collect information about your use of the Site, such as the number and duration of visits to the Site and details of which particular pages have been visited. We will anonymise this information so that it is not attributable to you (“Anonymised Information”).

We also automatically collect technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet protocol (IP) address used to connect your computer or device to the Internet for fraud protection, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform as well as cookie, tracking pixel and beacon identification information (“Technical Information”). Please see our Cookie Policy for further information.

We use any collected Technical Information and Anonymised Information to analyse how the Site is functioning and how it is used by users, for insight purposes and to help us maintain and improve the Site on an ongoing basis.

We may monitor and record communications with you (such as telephone calls and emails) for the purpose of order fulfilment, training and fraud prevention.

Information we collect about you from other sources

We may obtain the following personal information about you from the following sources, which we use in the ways described in the section below:

Third Party Category	Categories of Data Collected
Insurance provider or broker	Confirmation of your insurance product purchase. Your furniture insurance is arranged by Oak Furnitureland Group Ltd t/a Oak Furnitureland, administered by MB&G Insurance Services Limited and underwritten by Novus Underwriting Limited on behalf of Millenium Insurance Limited. Our insurance broker is Genesis Special Risks Limited (GSR). They will each process your personal information in accordance with their own respective privacy policy policies. You will deal with us and MB&G Insurance Services Limited when taking out the policy and making any claims under the policy.
Consumer finance providers	The outcome of your finance application, including your credit score. For general information about how the financing works, please refer to our Use of Information page. Finance is provided by: - Creation Consumer Finance Limited. Registered Office: Wellington Buildings 6th floor, 2-4 Wellington Street, Belfast, BT1 6HT. (Northern Ireland - company number NI032565). Authorised and regulated by the Financial Conduct Authority Registration Number 311518. To access their privacy policy, go to https://www.creation.co.uk/about-us/data-protection-notice. - V12 Retail Finance Limited. Registered Office: Yorke House, Arleston Way, Solihull, B90 4LH. Registered in England and Wales 4585692. Authorised and regulated by the Financial Conduct Authority. Registration number: 679653. To access their privacy policy, go to https://www.v12retailfinance.com/privacy-statement.
Review websites such as Facebook and Trustpilot	Name and the review you leave on the third-party platform.

3. HOW AND WHY WE USE YOUR PERSONAL INFORMATION

In more legal terms, we rely on certain lawful bases to process your personal information as a controller. The purposes for which we use your personal information and the lawful basis on which we rely to process it for each purpose is as follows:

Lawful basis	Activities covered
To perform a contract to which you are a party or to take steps at your request prior to entering into a contract	To fulfil your order, take payments from you/any company you may have a finance arrangement with, deal with your order queries and manage your account. To carry out credit checks, or request our trusted partners carry out credit checks on or related to you. To enable you to rely on any contractual warranty or guarantee you have in place with us.
To comply with our legal obligations	To keep a record relating to the exercise of any of your rights relating to our processing of your personal information. To take any actions to comply with our legal obligations relating to consumer protection, accounting, tax and product liability.
For the purposes of our legitimate interests where such interests are not override your rights and interests	Processing necessary for us to promote our business and measure the reach and effectiveness of our campaigns. To improve our Site and services. For marketing purposes (unless consent is required), including to inform you about: our promotions and offers and to send you abandoned shopping cart reminders by email or text where you have previously purchased something from us or been in negotiations for a sale with us our promotions and offers by post and telephone the third party finance products referred to above by email, post or telephone, and the third party insurance products referred to above by email, post or telephone. To analyse certain customer behaviours, for example demographics and economic situation to inform our marketing activities, including to target you with offers that we think you may be interested in. Processing is necessary to provide customer services in relation to an order you have made which may not be contractual requirement To provide effective services and after-sales service information, including information about insurance services or financial services available (unless consent is required). To process and deal with any complaints or enquiries made by you. Processing necessary for us to respond to changing market conditions and the needs of our users To personalise your experience and to develop the services we offer. To contact you to ask you to take part in customer satisfaction surveys, as part of which we may collect your feedback and contributions. We use this information to develop the services we offer. To ask you to review a product or service that you’ve purchased or provide general feedback on our products and services. Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively To ensure that content from our Site is presented in the most effective manner for you and for your device. To allow you to participate in interactive features of our Site, when you choose to do so. For ensuring network and information security. For maintaining records, publishing corporate information and public administration. For fraud prevention and detection purposes and credit risk reduction. To enforce or defend our legal rights or any claims. As is necessary in conducting a corporate acquisition or disposal, or other transaction. To share your information with third parties for the purposes set out in this policy (unless consent is required)
Consent	Where indicated on our website and website policies for: To conduct marketing activities where legitimate interests is not relied on To conduct marketing activities using cookies - when you first visit our website you will be asked if you would like to accept all cookies or customise your settings - if you select all cookies this will also enable us to perform marketing activity based on your interactions with the website, other marketing channels and other third parties such as social networks. Please review our Cookie Policy. We may post your feedback on our website and in other marketing materials. You have the right to opt-out of direct marketing at any time. To opt-out, you can: (i) click the unsubscribe button contained in any marketing email which we send to you; (ii) email us at customerservice@oakfurnitureland.co.uk or call 0800 440 2254 providing us with your name and contact details; or (iii) manage your preferences in the My Account section of our Site.

4. DISCLOSING OF PERSONAL INFORMATION TO THIRD PARTIES

We may disclose your information to the following third parties:

Recipient / relationship to us	Industry sector (& sub-sector)
Advertising, PR, digital and creative agencies	Media (Advertising & PR)
Cloud software system providers, including database, email and document management providers	IT (Cloud Services)
Facilities and technology service providers including scanning and data destruction providers	IT (Data Management)
Third parties which process consumer finance applications for us where you have requested consumer finance	Finance (Consumer Finance)
Third parties which provide insurance where you have requested insurance	Insurance (Underwriting & Broking)
Third parties such as payment processors and in order to facilitate the provision of goods or services to you	Finance (Payment Processing)
Third parties such as warehouse management and delivery services in order to select and facilitate the provision of goods or services to you	Logistics (Warehouse Management and Deliveries)
Professional advisers including consultants, legal advisors, bankers, auditors and insurers	Professional Services (Legal & Accounting)
Third parties which provide us with analytical services or marketing services or our advertising partners (with your consent, where required)	Media (Market Research)
Social media platforms	Media (Social Media)
Website and data analytics platform providers	IT (Data Analytics)
Website and app developers	IT (Software Development)
IT providers that host our Site, provide us with support services and/or store data on our behalf	IT (Hosting)

We may also disclose personal information to the police, regulatory bodies, legal advisors or similar third parties where we are under a legal duty to disclose or share personal information in order to comply with any legal obligation, or in order to enforce or apply our Site terms and conditions and other agreements; or to protect our rights, property, or safety of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We will not share your data with third parties for them to send you marketing material without your consent.

When sending your information to third parties, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and (where they are processing personal data as our ‘processor’) not to use it other than in accordance with our specific instructions.

When we share your personal information with any third parties that are controllers of that information, they may disclose or transfer it to other organisations in accordance with their data protection policies. This does not affect any of your data subject rights as detailed below. In particular, where you ask us to rectify, erase or restrict the processing of your information, we take reasonable steps to pass this request on to any such third parties with whom we have shared your personal information.

We may disclose your personal information to other third parties as follows:

• any third party who is restructuring, selling or acquiring some or all of our business or assets or otherwise in the event of a merger, re-organisation or similar event; and
• if we are under a duty to disclose or share your information in order to comply with any legal or regulatory obligation or request, including by the police, tribunals, regulators, the government or related agencies.

5. INTERNATIONAL TRANSFERS

Where permitted by applicable law, we may transfer your personal information to the United States and other jurisdictions outside the UK for the purposes set out in this privacy policy and our Cookie Policy. We will implement appropriate safeguards to secure the transfer of your personal information to jurisdictions outside the UK. These safeguards include:

• relying on declarations made by regulators or governments (e.g. adequacy decisions/regulations);
• Where the third country where data is being sent is not subject to such declaration, the standard contractual clauses approved by relevant regulators or governments, as applicable;
• ensuring that the recipients are subscribed to international frameworks; or
• such alternative measures as are valid and appropriate at the time.

6. DATA RETENTION

If we collect your personal information, the length of time for which we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We do not retain personal information in an identifiable format for longer than is necessary.

We may need your personal information to establish, bring or defend legal claims. For this purpose, we will always retain your personal information for 7 years after the date it is no longer needed by us for any of the purposes listed under paragraph 3 (How and why we use your personal information) above.

The only exceptions to this are where:

• the law requires us to hold your personal information for a longer period, or delete it sooner;
• you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see (Your Rights) below); or
• you exercise your right to require us to retain your personal information for a period longer than our stated retention period (see paragraph 10 (Your Rights) below).

7. DATA SECURITY

We have implemented appropriate physical, technical and organisational measures designed to secure your information against accidental loss and unauthorised access, use, alteration or disclosure. In addition, we limit access to personal information to those employees, agents, contractors and other third parties that have a legitimate business need for such access.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do everything possible to protect your personal information, we cannot guarantee the security of any personal information during its transmission to us online. You accept the inherent security implications of using the internet and will not hold us responsible for any breach of security unless we are at fault.

8. COOKIES

'Cookies' are small pieces of information sent to your computer or device and stored on its hard drive to allow the Site to recognise you when you visit it. The Site uses cookies to obtain an overall view of visitor habits and visitor and user volumes to the Site.

If you are using the Site, it is possible to switch off cookies by setting your browser preferences. For more information on how we use cookies and how to switch them off on your device, please visit our Cookie Policy.

9. AUTOMATED DECISION MAKING

We do not envisage that any decisions that have a legal or significant effect on you will be taken about you using purely automated means, however we will update this Privacy Policy and inform you if this position changes.

We may undertake automated processing of personal information, including profiling to analyse certain customer behaviours, for example demographics and economic situation. This is used for internal analysis purposes and to inform our marketing activities, including to target you with offers that we think you may be interested in.

10. YOUR RIGHTS

You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in certain circumstances allowed permitted under applicable regulatory guidance, we will respond to you within 1 calendar month from either:

• the date that we have confirmed your identity; or
• where we do not need to do this because we already have this information, from the date we received your request.

You have the following rights, some of which may only apply in certain circumstances:

Your Rights	Further Information
To have your information corrected if it is inaccurate and to have incomplete personal information completed	If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us using any of the details described at the end of this Privacy Policy.
To object to processing of your personal information	Where we rely on our legitimate interests as the lawful basis for processing your personal information for particular purposes, you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this Privacy Policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.
To withdraw your consent to processing your personal information	Where we rely on your consent as the lawful basis for processing your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this Privacy Policy. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can also do so using our unsubscribe tool. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
To restrict processing of your personal information	You may ask us to restrict the processing of your personal information in the following situations: where you believe it is unlawful for us to do so; or you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations, we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
To have your personal information erased	In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this Privacy Policy. Unless there is a reason that the law allows us to use your personal information for longer (e.g. there is a legal requirement for us to retain your personal information, or we have an overriding legitimate reason to continue to retain your personal information), we will make reasonable efforts to comply with your request.
To request access to your personal information and how we process it	You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address at the end of this Privacy Policy. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
To electronically move, copy or destroy your personal information in a standard, machine-readable form	Where we rely on your consent as the lawful basis for processing your personal information or need to process it in connection with a contract in place directly with you, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file. You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
Rights relating to automated decision making, including profiling	You may also contest a decision made about you based purely on automated processing by contacting us using the information at the bottom of this Privacy Policy.
To complain to a data protection regulator	You have the right to complain to a data protection regulation (which in the UK is the Information Commissioner’s Office (ICO)) if you are concerned about the way we have processed your personal information. Please visit the ICO's website for further details.

To submit a request in relation to any of the personal data that we hold on your behalf, please visit the following link.

11. CHANGES TO OUR PRIVACY POLICY

We may update this privacy policy from time to time, and any changes we make to our privacy policy will be posted on this page. Please check periodically for any updates.

12. CONTACT US

We have appointed a Privacy Manager to oversee compliance with this privacy policy. If you have any questions, comments or requests regarding this policy or how we use your personal information please contact our Privacy Manager at privacy@oakfurnitureland.co.uk.

Last updated: 25 May 2023.

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