Privacy Policy for Oak & Ember

Last updated: 22 November 2025

Oak & Ember (“we”, “us”, “our”) is committed to protecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, join our mailing list, book a consultation, or otherwise interact with us.

By using our services, you agree to the terms of this Privacy Policy.

1. Information We Collect

We may collect the following information:

1.1 Personal Information You Provide

When you:

• Book a Garden Transformation Consultation

• Complete an opt-in form

• Contact us directly

You may provide:

• Name

• Email address

• Postal address or postcode

• Phone number

• Approximate garden size / details you choose to share

• Any message or notes you include

1.2 Automatically Collected Data

When you visit our website, standard data may be collected such as:

• IP address

• Browser type

• Device type

• Pages visited

• Time spent on site

This is used purely for website performance and analytics.

2. How We Use Your Information

We use your information to:

• Provide and deliver our consultation services

• Respond to enquiries

• Send booking confirmations and follow-up messages

• Improve our website and services

• Send relevant updates or emails (only if you opt-in)

We never sell your data, and we never share it with third-party marketers.

3. Lawful Basis for Processing

We process your information under the following legal bases:

• Consent — when you opt in or submit a form.

• Contract — when you book a consultation.

• Legitimate interest — to ensure website security and service performance.

4. How Your Data Is Stored

Your information is securely stored using industry-standard encryption and security via Systeme.io and our email provider.
We follow best practices to ensure your data is never accessed, shared, or misused.

5. Sharing of Information

We only share your data when necessary to operate our business, such as with:

• Systeme.io (our website & booking platform)

• Email service providers

• Payment processors (if applicable)

These providers meet GDPR and data-protection requirements.

We never sell, trade, or rent your personal information to anyone.

6. Cookies & Tracking

Our website may use:

• Basic cookies

• Analytical cookies

• Essential site functionality cookies

You can disable cookies at any time in your browser settings.

7. Your Data Protection Rights (UK GDPR)

You have the right to:

• Access your personal data

• Request corrections

• Request deletion

• Withdraw consent at any time

• Object to processing

• Request data transfer

To exercise any of these rights, email us at:

📧 hello@oakember.co.uk

8. Data Retention

We keep your data only for as long as necessary:

• Consultation enquiries: up to 24 months

• Client records: up to 7 years (legal requirement)

• Email subscribers: until you unsubscribe

9. Links to External Websites

Our website may contain links to other sites.
We are not responsible for the privacy practices of external websites.

10. Updates to This Policy

We may update this Privacy Policy from time to time.
When we do, the updated version will be posted on this page.

11. Contact Us

If you have any questions about this Privacy Policy or your data, please contact:

📧 hello@oakember.co.uk
📍 Hampshire, United Kingdom