Privacy Policy

Effective date: 22 August 2026

1. Who We Are

Oakens Associates provides legal case support across family law, personal injury, housing disrepair, wills and probate. Oakens Associates is the controller of personal data submitted to Oakens unless another controller is identified at the point of collection.

Email: info@oakens.com
Phone: 03333390176

2. Information We Collect

• Full name and contact details
• Information submitted through practice area secure case forms
• Details relating to the matter being assessed
• Special-category information where relevant, such as health information
• Information about alleged offences or court proceedings where relevant to the enquiry
• Any supporting information provided as part of an enquiry
• Technical usage data necessary for website operation, security and audit purposes

3. How We Use Personal Data

• To assess and route enquiries through the relevant structured pathway
• To communicate in relation to a submitted enquiry
• To understand and progress the legal matter through the appropriate service pathway
• To maintain records, audit trails and operational security controls
• To comply with legal, regulatory and governance obligations

4. Lawful Basis for Processing

Personal data is processed under lawful bases recognised by UK GDPR, which may include consent, legitimate interests, compliance with legal obligations, and processing necessary for the establishment, exercise or defence of legal claims.

5. Information Sharing

Where appropriate and with a lawful basis, information may be shared with an independent solicitor or law firm asked to consider the matter, professional advisers, secure technical service providers, or competent authorities. The receiving solicitor or firm will ordinarily act as an independent controller for its own professional review and legal services. Personal data is not sold to third parties.

6. Data Security

Oakens Associates applies technical and organisational measures intended to support confidentiality, integrity, traceability and controlled access to submitted information. This includes structured handling, logging and defined operational safeguards.

7. Data Retention

Personal data is retained only for as long as reasonably necessary for case support, review, legal compliance, audit requirements, or other legitimate operational purposes. Where deletion rights apply and can be actioned, data will be handled in accordance with applicable legal requirements and internal procedures.

8. Your Rights

Depending on the circumstances, you may have rights under UK data protection law including the right to request access, rectification, erasure, restriction of processing, objection to processing, and, where applicable, data portability.

9. Cookies and Technical Data

The website may process limited technical data such as IP address, browser type, device information, access timestamps and security-related logs where necessary for site operation, abuse prevention, troubleshooting and audit purposes.

10. Contact

For privacy-related enquiries or to exercise a data-protection right, email info@oakens.com or call 0333 339 0176. We may need to verify your identity before acting on a request.

11. Complaints to the ICO

If you are dissatisfied with how Oakens has handled your personal data, please contact us first so we can investigate. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

12. Important Information About the Service

Where regulated legal work is required, personal information may be shared with an appropriately authorised legal professional or firm as explained in this policy.