Privacy Policy
Effective Date: 12 May 2026
Company: Teak, Amber & Oak Ltd.
ICO Registration Number: ZC104925
Our Commitment to Your Privacy
At Teak, Amber & Oak Ltd., we operate as an independent witness—providing the forensic infrastructure required to secure social value, labor integrity, and technical compliance. We believe that true partnership requires absolute trust and total discretion. This policy outlines how we collect, use, and protect your data within our closed-loop architecture. 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 operate distinct architectures for our Corporate Partners, our Community Nodes, and our Portal Users. The data we collect is strictly limited to what is necessary for our operations:
From Corporate Partners (Clients): Company names, registered office addresses, Company Registration Numbers, billing and financial details, and key contact information.
From Community Nodes: Organisation names, primary contact names, email addresses, and operational focus areas.
From Portal Users (Verification): To ensure audit integrity, we cross-reference real-time location (GPS) and IP address data. This is used solely to verify site attendance and is not used for ongoing tracking.
Special Category Data (Voluntary): Where we facilitate high-value social proxies, we do not store original criminal records or medical files. We only process anonymised status updates provided voluntarily via our portal, acting as a "blind" verifier to protect individual privacy.
Lawful Basis for Processing
Under UK GDPR, we process your data under the following lawful bases:
Contractual & Legal Necessity: To fulfill our Service Agreements, verify attendance for mandatory audits, and provide the "Audit Shield" for our partners.
Legitimate Interests: To facilitate social value mapping and provide the clinical evidence required for regional impact reporting.
Explicit Consent: For the collection of sensitive background insights (special category data), we rely on your clear, affirmative consent provided at the point of entry.
How We Use Your Data
Specifically, we use your data to:
Generate bespoke Service Agreements and invoices for Corporate Partners.
Perform independent forensic audits for labor integrity, Right-to-Work compliance, and technical site standards.
Generate immutable digital hashes for compliance events to provide "Audit Shield" protection for our partners.
Validate program attendance to trigger compliance credits for local authorities and reporting bodies (e.g., Council, National TOMs, or DWP).
Operate our internal "Vault" databases to ensure smooth, automated communication.
The Vault Architecture & Data Security
We do not rely on sprawling third-party CRMs. Your data is housed within our proprietary "Vault" architecture—a secure, siloed environment built on enterprise-grade infrastructure.
Separation of Concerns: Our financial/revenue data is completely air-mapped from our Community Node and Portal databases.
Access: Data is accessed only by authorized personnel at Teak, Amber & Oak Ltd. for the express purpose of executing our services.
De-coupling: Demographic insights are de-linked from identity and location data to ensure that "Impact Reporting" never compromises individual anonymity.
Data Sharing and The "Ghost Protocol"
We operate a "Ghost Protocol"—a commitment to absolute invisibility. This means all public wins, media mentions, and social value credits generated through our work belong solely to the Community Nodes and Corporate Partners involved.
The Invisible Audit: We act as the silent custodian of the evidence—capturing the "who, where, and when" required for all compliance lanes (Social, Labor, and Technical).
Controlled Sharing: We only share information between a Corporate Partner and a Community Node when an introduction is actively being facilitated, and only with explicit consent.
Audit Disclosure: We may share verified attendance counts and anonymised impact statistics with regulatory authorities to comply with statutory audit or 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 law and financial auditing standards. Automated dispatch logs and verification timestamps are retained to provide ongoing proof of compliance and partnership integrity.
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 audit 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 & Digital Handshakes
We use a limited number of cookies to ensure our website remains secure and to help us understand how visitors interact with our forensic services.
Functional Cookies: Essential for the security and basic operation of our website.
Analytics Cookies: Used to measure site performance within our proprietary "Vault" architecture.
Consent: You can manage these preferences via our on-site "Cookie Preferences" terminal at any time.
Contact Us
If you have any questions regarding how we handle your data, please reach out to us directly:
Teak, Amber & Oak Ltd.
Email: dpo@teakamberoak.com
Registered Office: 80-90 Paul Street, London, EC2A 4NE
Company No: 17069387 | ICO Registration: ZC104925
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