1. The short version
We're a small family farm, not a data business. We collect the minimum we need to take your order, run an event, send you the newsletter you signed up for, or get back to your enquiry. We don't sell your data to anyone, we never have, we never will.
If you want to know exactly what we collect and what we do with it, the rest of this page explains. If you want us to delete something or change something, just email [email protected].
2. Who we are
For data protection purposes, the data controller is Oakleys Farm Ltd. We're registered with the Information Commissioner's Office.
Company: Oakleys Farm Ltd
Company number: 12595919
Address: Little Blakeley Lane Farm, Dilhorne, Stoke-on-Trent ST10 2PT
Privacy contact: [email protected]
We don't have a formal Data Protection Officer because we're below the size threshold for needing one. The privacy email goes to a named person on the team who handles all requests.
3. What we collect
Different parts of the site collect different things. Here's the lot, in one table:
| When |
What we collect |
Why |
| You place an orderFarm Shop, Meat, Forage, Logs |
Name, email, phone, delivery address, order contents, payment confirmation |
To take payment, deliver to you, send confirmations and dispatch notes |
| You book an event |
Name, email, phone, ticket numbers, dietary requirements you choose to share |
To run the event and get back in touch if it changes |
| You make an enquiryTipi, reindeer, livery, kitchen |
Name, email, phone, the message you sent |
To respond and have a conversation about your booking |
| You sign up for the newsletter |
Name, email, postcode (optional), topic preferences |
To send you the letter you asked for |
| You visit the site |
Usage analytics via Google Analytics (only with your consent): pages viewed, browser type, referrer |
To see what's working and what isn't. Off until you accept analytics in the cookie banner - see our cookie policy |
We don't collect:
- Card details (these go straight to Stripe, our payment processor)
- Special category data, unless you give it to us (e.g. allergies for an event)
- Data about children, unless their parent has booked them onto an event
- Browsing behaviour across other websites
Our legal basis for processing varies by activity: contract for orders, legitimate interests for replying to enquiries, consent for the newsletter, and legal obligation for things like keeping tax records.
4. How we use it
The list above covers the main use of each bit. More specifically:
- To take and fulfil your order, including sending you confirmations, dispatch notes and any updates if there's a problem.
- To respond to enquiries you've sent us, and have a conversation about a booking.
- To send you the newsletter you've signed up for, on the frequency you've chosen.
- To meet legal obligations, mainly around tax, food traceability and animal welfare records.
- In rare cases, to defend ourselves in a dispute, complaint or legal claim.
We don't use your data for automated decisions or profiling. We don't sell or rent your details to anyone.
5. Third parties we share data with
For the site to work, we have to share certain data with the services we use to run it. We pick suppliers who treat data properly.
| Service |
What for |
Where |
| Stripe | Card payments at checkout.oakleysfarm.co.uk | UK / EU / US |
| Mailchimp | Sending the newsletter | US (data protected under appropriate safeguards) |
| Royal Mail / DPD | Posting small dry-goods orders | UK |
| Google Analytics | Aggregate site-usage statistics, only after you accept analytics in the cookie banner | US (data protected under appropriate safeguards) |
| Google / Apple Maps | The "find us" map on the contact page | US (data protected under appropriate safeguards) |
| HMRC, food agencies | Legal obligations (tax, food traceability) | UK |
Our own delivery van is run by the family, not a third party. Most farm shop and meat deliveries don't leave the company.
For non-UK transfers, we rely on the UK's adequacy decisions or standard contractual clauses, depending on the supplier.
6. Cookies
We use a small number of cookies and similar storage. Essential ones make the basket work and remember you across pages. We don't use advertising cookies. For details, see our cookie policy.
7. Your rights
Under UK GDPR and the Data Protection Act 2018, you have the right to:
- Access the data we hold about you
- Correct anything that's wrong
- Delete your data, where we don't need it for legal reasons (e.g. tax records have to stay for 6 years)
- Restrict how we use it
- Object to processing based on legitimate interests, including direct marketing (which we never do without consent anyway)
- Take your data with you in a portable format
- Withdraw consent at any time, where consent is the basis (e.g. newsletter)
To use any of these rights, email [email protected] or write to us at the address above. We'll respond within a month, usually a lot quicker.
For the newsletter specifically, there's an unsubscribe link in every email. One click and you're out.
8. How long we keep your data
- Order records: 6 years from the order, as required by HMRC for tax purposes.
- Newsletter subscribers: as long as you stay subscribed, plus a short grace period after you unsubscribe so we don't accidentally re-add you.
- Enquiry messages: 2 years from the last contact, then archived or deleted.
- Marketing preferences: we keep these as a record that you opted in or out.
- Analytics: aggregated Google Analytics data, kept for up to 14 months.
If you ask us to delete you, we'll do so for everything we can. Some records (mainly tax) we have to keep by law for the period above.
9. Contact and complaints
If you have a question or a concern, the quickest way is to email [email protected]. We try to respond in a few working days.
If you don't think we've handled something properly, you have the right to complain to the Information Commissioner's Office (ICO):
ICO
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
ico.org.uk
We'd rather hear about it ourselves first, mind, so we can put it right.
