our commitment to your privacy

At Teak, Amber & Oak Ltd., we provide property management and facilities infrastructure services for physical commercial spaces. We believe that professional operations require absolute trust, transparency, and data discretion. This policy outlines how we collect, use, and protect your data within our management networks. We are registered with the Information Commissioner’s Office (ICO) and are committed to safeguarding your information under the UK GDPR.

the information we collect

We collect and process personal data to manage our facilities, support our clients, and secure access to our physical locations. The data we collect is strictly limited to what is necessary for our business operations:

• From Corporate Clients & Partners: Company names, registered office addresses, Company Registration Numbers, billing and financial details, and key contact information for account management.
• From Tenants & On-Site Personnel: Organisation names, primary contact names, professional email addresses, and designated operational access levels.
• From Site Visitors & Portal Users (Access Control): To ensure building security and verify authorisation, we may process location-based data (such as temporary device network connectivity details or sign-in logs) when accessing our portals or facilities. This is used solely to verify authorised site attendance and is not used for ongoing tracking.
• Special Category Data: We do not collect or store sensitive personal information (such as medical history or criminal records) as part of our core property operations. If any background verification or health-and-safety log is required for specific site access, it is processed via secure, restricted protocols to ensure individual privacy.

lawful basis for processing

Under UK GDPR, we process your data under the following lawful bases:

• Contractual & Legal Necessity: To fulfil our commercial lease and service agreements, manage client accounts, and ensure legal health and safety standards across our properties.
• Legitimate Interests: To maintain data and physical security, optimise building operations, and handle standard commercial communication.
• Explicit Consent: Where we process any additional user-submitted data via our digital systems, we rely on clear, affirmative consent provided at the point of entry.

how we use your data

Specifically, we use your data to:

• Generate commercial agreements, leases, and financial invoices for our clients.
• Manage building maintenance schedules, technical site standards, and physical security access controls.
• Ensure mandatory health, safety, and security compliance records for our managed properties.
• Validate building attendance logs where required for operational optimisation or commercial reporting.
• Operate our internal databases to ensure smooth, automated communication regarding our facilities.

data security

Your data is housed within secure, access-controlled enterprise-grade database infrastructure.

• Separation of Concerns: Financial and billing systems are kept strictly separated from standard operational visitor logs and tenant contact lists.
• Access Control: Data is accessed only by authorised personnel at Teak, Amber & Oak Ltd. for the express purpose of managing our services and locations.
• Anonymisation: Wherever possible, operational and building utilisation statistics are aggregated and anonymised to protect individual privacy.

data sharing

We maintain a strict stance on data confidentiality. We do not sell or lease your information to third-party marketers.

• Service Providers: We may share relevant details with trusted third-party contractors (e.g., IT support, security personnel, or maintenance vendors) solely to execute building operations under strict confidentiality agreements.
• Audit & Legal Disclosure: We may share verified data with regulatory, health-and-safety, or law enforcement authorities when legally mandated to comply with statutory legal obligations.

data retention

We retain your information only for as long as is necessary to fulfil the purposes outlined in this policy, or as required by UK commercial law and financial auditing standards. Security logs and entry timestamps are retained on a rolling schedule in line with facility safety standards.

your rights

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

• Request access to the personal data we hold about you.
• Request correction of any inaccurate or incomplete data.
• Request erasure of your data (subject to our legal and statutory retention requirements).
• Object to processing or request restriction of your data.
• Withdraw consent at any time.
• Lodge a complaint with the ICO (www.ico.org.uk).

cookies & web portals

We use a limited number of cookies on our website and resident portals to ensure system security and optimise user interface performance.

• Functional Cookies: Essential for the security and basic operation of our web platforms.
• Analytics Cookies: Used to measure site performance and system health.
• Cookie Control: You can manage these preferences via our on-site cookie settings terminal at any time.

contact us

If you have any questions regarding how we handle your data, please reach out to us directly: