Section 01

Who we are

Clarke and Oak is a London based stationery brand selling premium planners and digital planning resources. Our website is located at clarkeandoak.co.uk.

For the purposes of data protection law, Clarke and Oak is the data controller responsible for your personal information. This means we determine how and why your personal data is processed.

If you have any questions about this privacy policy or about how we handle your data, you can contact us at [email protected]. We aim to respond to all privacy related enquiries within 2 business days.

Section 02

What information we collect

We collect personal information from you in a number of ways, depending on how you interact with Clarke and Oak. Here is an overview of the types of information we may collect.

We do not collect any special category data such as health information, racial or ethnic origin, political opinions or religious beliefs. We also do not knowingly collect data from children under the age of 16.

Section 03

How we use your information

We use your personal information only for the purposes described below. We will never use your data in a way that is inconsistent with this policy without letting you know first.

• To process and fulfil your orders, including dispatching physical items and delivering digital products to your email address.
• To send you order confirmation, dispatch notifications and customer service communications related to your purchase.
• To manage your account if you create one on our website.
• To send you marketing emails, newsletters and promotional content if you have opted in to receive these. You can unsubscribe at any time.
• To improve our website, products and services based on how people use and interact with them.
• To comply with our legal obligations, including financial record keeping and fraud prevention.
• To respond to enquiries, complaints or requests you send to us directly.

We process your personal data on the following legal bases depending on the context. For order fulfilment we rely on the performance of a contract. For marketing communications we rely on your consent. For fraud prevention and legal compliance we rely on our legitimate interests and legal obligations.

Section 04

Who we share your information with

We do not sell your personal data. We may share your information with carefully selected third party service providers who help us operate our business. These providers are only permitted to use your data for the specific purpose we have engaged them for and are contractually required to keep it secure.

The categories of third parties we may share your data with include the following.

• Payment processors — to handle payment transactions securely. We do not store your full card details on our systems.
• Delivery providers — specifically Royal Mail, to fulfil and deliver your physical orders.
• Email marketing platforms — to send order confirmations, digital product delivery emails and marketing communications where you have consented.
• Website and platform providers — including GoHighLevel which powers our website, checkout and customer management systems.
• Analytics providers — to help us understand how our website is used so we can improve it.

We may also disclose your personal information where we are legally required to do so, for example in response to a court order or to prevent fraud or criminal activity.

Section 05

Cookies and tracking

Our website uses cookies and similar tracking technologies to improve your experience and help us understand how people use our site. A cookie is a small text file stored on your device when you visit a website.

We use the following types of cookies on the Clarke and Oak website.

• Essential cookies — these are necessary for the website to function correctly, such as keeping items in your cart and processing your checkout. These cannot be turned off.
• Analytics cookies — these help us understand which pages are visited, how long people spend on the site and where visitors come from. This information is used only to improve our website.
• Marketing cookies — if you have consented, these allow us to show you relevant Clarke and Oak content on other platforms and measure the effectiveness of our advertising.

You can manage your cookie preferences at any time through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about cookies and how to manage them, visit www.allaboutcookies.org.

Section 06

Your rights

Under UK data protection law, including the UK General Data Protection Regulation, you have a number of rights in relation to your personal data. We take these rights seriously and will respond to any request within one month.

To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.

Section 07

How long we keep your data

We retain your personal data only for as long as is necessary for the purposes it was collected and to comply with our legal obligations. Below is a general guide to how long we keep different types of data.

• Order and transaction records — we retain these for 7 years in line with HMRC financial record keeping requirements.
• Customer account data — retained for as long as your account remains active. If you close your account we will delete your data within 90 days, subject to any legal retention obligations.
• Marketing preferences — retained until you unsubscribe or withdraw your consent, at which point we will remove you from our mailing list promptly.
• Communications and enquiries — retained for up to 2 years in case of follow up queries or disputes.
• Website analytics data — retained in anonymised or aggregated form for up to 26 months.

When we no longer need your personal data, we will securely delete or anonymise it so that it can no longer be linked back to you.

Section 08

How we keep your data secure

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your information against unauthorised access, loss, destruction or alteration.

Our website uses SSL encryption for all data transmission. Payments are processed through secure third party payment providers and we do not store full card details on our systems. Access to personal data within our business is limited to those who need it to perform their role.

While we take every reasonable precaution to protect your data, no system is completely secure. If you believe your data has been compromised, please contact us immediately at [email protected].

Section 09

Third party links

Our website may contain links to third party websites such as our social media profiles on Instagram, Pinterest and Facebook. This privacy policy applies only to the Clarke and Oak website. We are not responsible for the privacy practices of third party sites and we encourage you to read their privacy policies before providing any personal information.

Section 10

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices, technology or legal requirements. When we make significant changes we will update the date at the top of this page and, where appropriate, notify you by email.

We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of our website after any changes constitutes your acceptance of the updated policy.

This policy was last updated in May 2026.