This notice explains how OAKPRISM LTD handles personal information collected through this website and during initial business enquiries. A separate or additional notice may apply if you become a client, employee or supplier.
1. Who we are
OAKPRISM LTD (company number 16493494) is the controller of personal information described in this notice.
Office address: INTERNATIONAL HOUSE, 100 MENZIES ROAD, HASTINGS, UNITED KINGDOM TN38 9BB.
Email: payroll@oakprism.co.uk.
2. Information we collect
When you use the contact form or email us, we may collect:
- your name, company name, email address and any telephone number you provide;
- your preferred contact method;
- the service you are interested in;
- approximate employee and subcontractor numbers and pay frequency;
- the content of your message and subsequent correspondence; and
- limited technical and security information, such as IP address, request time and server log data.
Please do not submit National Insurance numbers, bank details, payslips, special category data or other sensitive payroll information through the public contact form.
3. How and why we use it
| Purpose | Typical lawful basis |
|---|---|
| Responding to an enquiry and discussing requested services | Our legitimate interests in handling business enquiries and, where applicable, taking steps at your request before entering a contract |
| Preparing a proposal or service scope | Taking steps before entering a contract and our legitimate interests in operating our business |
| Protecting the form, website and mailbox from misuse | Our legitimate interests in maintaining the security and reliability of our systems |
| Meeting legal or regulatory requirements | Compliance with a legal obligation |
We do not use contact-form information for automated decision-making or send marketing messages from this form.
4. Who we share information with
We may share personal information only where reasonably necessary with:
- website hosting, email and IT service providers acting on our instructions;
- professional advisers, insurers or auditors where appropriate;
- regulators, courts, law-enforcement bodies or other parties where required by law; and
- a purchaser or successor if our business is restructured, subject to appropriate safeguards.
Where a supplier processes personal information outside the UK, we take steps to ensure a permitted transfer mechanism and appropriate safeguards are used where required.
5. How long we keep information
We normally retain initial enquiry correspondence for up to 12 months after the last meaningful contact, unless it is needed for longer to establish, exercise or defend legal claims, meet a legal obligation, or because the enquiry develops into a client relationship. Client records are subject to the retention terms and privacy information applicable to that engagement.
6. Security
We use proportionate technical and organisational measures intended to protect personal information. The website contact form uses encrypted transport when the site is served over HTTPS, server-side validation, request verification, rate limiting and authenticated email delivery. No internet service can be guaranteed completely secure, so sensitive payroll data should only be shared using a method agreed for that purpose.
7. Your data-protection rights
Depending on the circumstances, you may have rights to request access, correction, erasure, restriction, objection or portability of your personal information. You may also complain to the UK Information Commissioner’s Office. Some rights are qualified and may not apply in every case.
For guidance or to make a complaint, visit the Information Commissioner’s Office website.
8. Changes to this notice
We may update this notice when our services, suppliers or legal obligations change. The latest version will be posted on this page with its revision date.
9. Contact us
For a privacy question or rights request, email payroll@oakprism.co.uk or write to OAKPRISM LTD at the office address above. We may need to verify your identity before responding to a rights request.