Privacy Policy - Oakline

1. Introduction

Oakline.app ("Oakline", "we", "us", "our") respects your privacy and is committed to protecting your personal data in accordance with the UK GDPR and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, and protect your personal data when you use our platform.

Oakline provides software tools to organisations. These organisations (e.g. Forest Schools) are responsible for how they collect and use personal data through the platform.

2. Our Role in Data Processing

Oakline acts as a data processor.

Organisations using Oakline act as data controllers and are responsible for:

• Deciding what data is collected
• Ensuring lawful use of personal data
• Providing their own privacy information to parents and users

If you are a parent or user of a Forest School using Oakline, that organisation is the primary controller of your data.

3. Information We Collect

We may collect and process the following information:

Personal Information

• Name
• Email address
• Phone number
• Organisation details

Usage Data

• Login activity
• Device and browser information
• IP address
• Interaction with platform features

Payment Information

Payments are processed by third-party providers (e.g. Stripe).
Oakline does not store full payment card details.

4. Children's Data

Oakline may process personal data relating to children where it is provided by parents, guardians, or organisations using the platform.

This may include:

• Names and dates of birth
• Medical information (e.g. allergies, conditions)
• Emergency contacts
• Additional needs (e.g. SEND information)

Oakline does not knowingly collect data directly from children.

Organisations using Oakline are responsible for ensuring they have a lawful basis to collect and process children's data.

5. How We Use Your Data

We use personal data to:

• Provide and operate the platform
• Manage accounts and subscriptions
• Enable booking and operational functionality
• Process payments
• Improve system performance and reliability
• Communicate important service updates

6. Legal Basis for Processing

We process personal data based on:

• Contractual necessity (to provide the service)
• Legal obligations
• Legitimate interests (e.g. improving the platform)
• Consent, where required

7. Data Sharing

We may share data with trusted third parties only where necessary, including:

• Payment providers (e.g. Stripe)
• Hosting and infrastructure providers
• Service providers supporting platform functionality
• Legal authorities where required

We do not sell personal data.

8. Data Storage and Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure hosting environments
• Access controls
• Encryption where appropriate

While we take reasonable steps to protect data, no system can guarantee absolute security.

9. Data Retention

We retain personal data only for as long as necessary to:

• Provide the service
• Meet legal and regulatory obligations
• Resolve disputes and enforce agreements

Users may request deletion of their data, subject to legal or operational requirements.

10. Your Rights

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability

Requests can be made by contacting us using the details below.

If your data is managed by an organisation using Oakline, you may need to contact that organisation directly.

11. Cookies

Oakline uses cookies and similar technologies for:

• Authentication
• Security
• Performance and analytics

You can manage cookies through your browser settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page, and continued use of the platform indicates acceptance of the updated policy.

13. Contact

For privacy-related questions or requests:

Email: support@oakline.app