Privacy Notice

Oakstead Advisory Limited
Company number 17311556
Effective date 14 July 2026

Oakstead Advisory Limited respects your privacy and is committed to handling personal information fairly, lawfully and securely. This notice explains how we collect and use personal information when you visit our website, contact us, explore a business relationship, receive our services, supply services to us, or otherwise deal with us.

1. Who we are

Oakstead Advisory Limited, company number 17311556, is the controller of the personal information described in this notice. Our registered office and trading address is Clockhouse, Dogflud Way, Farnham GU9 7UD. Our website is https://oaksteadadvisory.co.uk/.

Questions about this notice or our use of personal information can be sent to info@oaksteadadvisory.co.uk.

2. Personal information we may collect

Depending on how you deal with us, we may collect and use:

Your name, business contact details, job title, employer and professional profile information.
Information you provide through our website, by email, by telephone, during meetings, or through other correspondence.
Information about your business needs, enquiries, proposals, contracts, meetings and our relationship with you.
Financial and transaction information needed to manage fees, invoices, payments and accounting records.
Information needed to provide advisory services, where you or a client asks us to process it.
Publicly available business information from sources such as company websites, Companies House, professional networks, news sources and business directories.
Technical information about visits to our website, such as device, browser, approximate location, pages viewed and cookie choices, where collected by our website or approved service providers.
Marketing preferences and records of whether you have asked us not to contact you.

Please do not send sensitive personal information through the website unless it is necessary and we have agreed an appropriate secure method. Where an engagement requires us to handle sensitive information, the engagement documents and our internal controls will address that processing.

3. How we obtain personal information

We may obtain personal information:

Directly from you.
From a client, colleague, employer, adviser or referral contact.
From publicly available business and professional sources.
From suppliers that support our website, email, cloud storage, customer relationship management, accounting, communications and business administration.
Automatically through our website and cookie controls, where the relevant technology is enabled.

4. Why we use personal information and our lawful bases

Purpose	Examples	Lawful basis
Responding to enquiries and developing relationships	Managing contact requests, meetings, proposals and discussions about possible services.	Legitimate interests, taking steps before a contract, or consent where required.
Providing and managing services	Delivering agreed work, communicating with clients, maintaining records, invoicing and collecting payment.	Contract, legitimate interests and legal obligations.
Business development	Researching relevant businesses and professional contacts, maintaining a prospect database, and sending appropriate business communications.	Legitimate interests and, where required, consent. Electronic marketing is also handled in accordance with applicable privacy and communications rules.
Operating and improving our website and systems	Security, fault diagnosis, measuring performance, understanding website use and remembering cookie choices.	Legitimate interests for essential operation and security. Consent for nonessential cookies or similar technologies where required.
Managing suppliers and advisers	Engaging consultants, technology providers, insurers, accountants, lawyers and other professional support.	Contract, legitimate interests and legal obligations.
Protecting our business and complying with law	Fraud prevention, legal claims, professional obligations, insurance, tax, accounting and responding to lawful requests.	Legal obligations and legitimate interests.

Where we rely on legitimate interests, we consider whether the use is necessary, proportionate and reasonably expected, and we balance our interests against the rights and interests of the people concerned.

5. Marketing and business development

We may contact business people about Oakstead services where we believe the communication is relevant to their professional role and lawful. We may use public business information and information provided through introductions or previous dealings. We do not sell personal information.

You can ask us to stop using your information for direct marketing at any time by contacting info@oaksteadadvisory.co.uk or using any unsubscribe option provided. We may keep a limited suppression record so that we can respect that request.

6. Who we may share information with

We may share personal information where necessary with:

Service providers that support our website, hosting, email, cloud storage, customer relationship management, accounting, communications, document management and information security.
Independent advisers, associates and subcontractors involved in an engagement, subject to appropriate confidentiality and data protection obligations.
Our accountants, lawyers, insurers, bankers and other professional advisers.
A purchaser, investor or successor if Oakstead is involved in a business sale, investment or reorganisation.
Courts, regulators, law enforcement bodies, public authorities or other parties where disclosure is required or permitted by law, or needed to protect legal rights.

We require service providers to protect personal information and to use it only for agreed purposes.

7. Artificial intelligence and automation

We may use secure artificial intelligence and automation tools to assist with administration, research, analysis, drafting, document management and service improvement. We aim to minimise the personal information used, apply appropriate access controls and review material outputs before they are relied upon or shared.

We do not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

8. International transfers

Some technology or service providers may process information outside the United Kingdom. Where this occurs, we will use providers and arrangements intended to give the information an appropriate level of protection, such as a recognised adequacy arrangement or approved contractual safeguards.

9. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose collected, including legal, accounting, insurance and professional requirements. Our current approach is:

Enquiries and prospective client records are normally reviewed after twenty four months without meaningful contact.
Client, engagement, supplier and financial records are normally retained for seven years after the relevant relationship ends, unless a longer or shorter period is justified.
Marketing preferences are kept while relevant. A limited suppression record may be retained to honour an objection or unsubscribe request.
Website and cookie information is kept in accordance with the settings and retention periods of the relevant website tools.

We may retain information for longer where required by law, a regulator, an insurer, a dispute, or a legal claim. We may delete or anonymise information earlier where it is no longer needed.

10. Security

We use proportionate technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. Access is restricted to people and providers who need the information for a legitimate business purpose and who are subject to appropriate duties.

11. Your rights

Depending on the circumstances, you may have rights to:

Ask for access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete information in certain circumstances.
Ask us to restrict how information is used.
Object to processing based on legitimate interests and object at any time to direct marketing.
Withdraw consent where we rely on consent.
Receive certain information in a portable format.
Complain about how your information has been handled.

To exercise a right, contact info@oaksteadadvisory.co.uk. We may need to confirm your identity and clarify the request. Rights are not absolute and may be subject to legal exemptions.

12. Complaints

Please contact us first at info@oaksteadadvisory.co.uk so that we can try to resolve any concern. You also have the right to complain to the Information Commissioner’s Office, the United Kingdom supervisory authority for data protection.

13. Cookies and external websites

Please read our Cookie Policy and use the website cookie controls to manage nonessential technologies. External websites are responsible for their own privacy practices.

14. Contact details

Oakstead Advisory Limited
Clockhouse, Dogflud Way, Farnham GU9 7UD
info@oaksteadadvisory.co.uk
https://oaksteadadvisory.co.uk/

We may update this notice when our services, systems or legal obligations change. The current version will be published on our website with its effective date.