Privacy Policy
Last updated: 13 October 2026
The Oak & Rope Company Ltd understands that privacy and security online is a concern of our customers. Therefore we have set out the guidelines we use for protecting your personal information. The Oak & Rope Company website is owned and operated by The Oak & Rope Company Ltd, registered in England and Wales as The Oak and Rope Company Limited, company number 08762239, registered office Ileden Farm Barns, Ileden Lane, Kingston, Nr. Canterbury, Kent CT4 6HP. We are the controller of the personal data described in this Policy. We are registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZB058923.
We are committed to safeguarding your privacy online. We will only collect and use personal data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law. We use your personal information to support and enhance our relationship with you. We only share your personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable laws. You may contact The Oak & Rope Company (info@theoakandropecompany.co.uk) at any time with any privacy questions or concerns and to see the personal information you have given us and request correction. This Policy applies as between you, the User of this Website, and The Oak & Rope Company, the owner and provider of this Website. This Policy applies to our use of any and all Data collected by us in relation to your use of the Website.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Data” means collectively all information that you submit to The Oak & Rope Company via the Website. This definition shall, where applicable, incorporate the definitions provided in the UK GDPR and the Data Protection Act 2018;
“Cookie” means a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in Clause 14;
“The Oak & Rope Company”, “We”, “Us” and “Our” mean The Oak & Rope Company Ltd;
“Cookie Law” means the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended, as they apply in the UK;
“personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the UK GDPR and the Data Protection Act 2018;
“Website” means the website that you are currently using (www.theoakandropecompany.co.uk) and any sub-domains of this site unless expressly excluded by their own terms and conditions.
2. Scope of this Policy
This Policy applies only to the actions of The Oak & Rope Company and Users with respect to this Website. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
3. Your Rights
3.1 As a data subject, you have the following rights under the UK GDPR and the Data Protection Act 2018, which this Policy and our use of personal data have been designed to uphold:
3.1.1 The right to be informed about Our collection and use of personal data;
3.1.2 The right of access to the personal data We hold about you (see section 13);
3.1.3 The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 17);
3.1.4 The right to be forgotten, i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 5, but if you would like Us to delete it sooner, please contact Us using the details in section 17);
3.1.5 The right to restrict (i.e. prevent) the processing of your personal data;
3.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
3.1.7 The right to object to Us using your personal data for particular purposes; and
3.1.8 Rights with respect to automated decision making and profiling.
Where We rely on your consent, you can withdraw it at any time. This does not affect anything We did with your data before you withdrew it.
3.2 If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 17 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO). You can do this at ico.org.uk/make-a-complaint, by telephone on 0303 123 1113, or by post to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
3.3 For further information about your rights, please contact the Information Commissioner’s Office (ico.org.uk) or Citizens Advice.
4. Data Collected
Without limitation, any of the following Data may be collected by this Website from time to time:
4.1 name;
4.2 your birthday and an anniversary date, if you choose to add them to your account;
4.3 contact information such as email addresses and telephone numbers;
4.4 billing and delivery addresses;
4.5 order details, including the wording you ask us to engrave or carve and any gift message;
4.6 your Quercus Club rewards balance and any friends you refer;
4.7 demographic information such as post code, preferences and interests;
4.8 payment information. Card and PayPal payments are entered directly with Stripe or PayPal. We do not see or store your full card number;
4.9 IP address (automatically collected);
4.10 web browser type and version (automatically collected);
4.11 operating system (automatically collected);
4.12 a list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected).
5. Our Use of Data
5.1 Any personal data you submit will be retained by The Oak & Rope Company.
5.2 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We keep order and invoice records for as long as tax law requires, which is at least six years. We keep customer accounts while they are in use, and delete them, or remove the personal details from them, after three years without an order or log-in. We keep you on our marketing list until you unsubscribe, after which we keep only your email address on a "do not email" list so that we don't contact you again. We keep enquiries that did not lead to an order for two years from our last contact. We will comply with Our obligations and safeguard your rights under the UK GDPR and the Data Protection Act 2018 at all times. For more details on security see section 11, below.
5.3 Unless we are obliged or permitted by law to do so, and subject to Clause 6, your Data will not be disclosed to third parties.
5.4 Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:
5.4.1 processing, making and delivering your order, and keeping you updated about it;
5.4.2 internal record keeping;
5.4.3 improvement of our products/services;
5.4.4 transmission by email of promotional materials that may be of interest to you;
5.4.5 contact for market research purposes which may be done using email, telephone or post. Such information may be used to customise or update the Website.
5.5 The law requires Us to have a lawful basis for each use of your data. We use your data to perform our contract with you when you place an order; with your consent for marketing emails and for optional cookies; for Our legitimate interests in running and improving our business, where those interests are not outweighed by your rights; and where We have a legal obligation, for example keeping tax records.
6. Third Party Websites and Services
6.1 The Oak & Rope Company may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment processing, delivery of purchased items, search engine facilities, advertising and marketing. The providers of such services have access to certain personal Data provided by Users of this Website.
6.2 Any Data used by such parties is used only to the extent required by them to perform the services that The Oak & Rope Company requests. Any use for other purposes is strictly prohibited. Furthermore, any Data that is processed by third parties shall be processed within the terms of this Policy and in accordance with the UK GDPR and the Data Protection Act 2018.
6.3 The main services We use are:
6.3.1 Stripe, to take card payments;
6.3.2 PayPal, to take PayPal payments;
6.3.3 Odoo, our order and customer management system, which Databank runs for us on servers in Germany provided by Hetzner Online GmbH;
6.3.4 Mailchimp, to send our email newsletters to people who have signed up for them;
6.3.5 Google, for website analytics (Google Analytics, loaded through Google Tag Manager), for spam protection on our forms (Google reCAPTCHA), for the map showing where we are (Google Maps) and for the fonts used on the Website (Google Fonts);
6.3.6 Meta (Facebook), for the Meta Pixel, which helps us measure our Facebook and Instagram advertising, and for “Log in with Facebook” if you choose to use it. If you do, Facebook shares your basic public profile and email address with Us;
6.3.7 Databank, who build and look after the Website and our error monitoring. The Website runs on servers in Germany, provided by Hetzner Online GmbH;
6.3.8 DHL Express, to deliver our UK and international orders, and Royal Mail, for some UK deliveries;
6.4 Some of these providers, including Google, Meta, Stripe, PayPal and Mailchimp, may process your data outside the UK, for example in the United States. Where this happens, We rely on the safeguards UK data protection law allows, such as the UK-US data bridge or the ICO’s international data transfer agreement and addendum.
7. Links to Other Websites
This Website may, from time to time, provide links to other websites. The Oak & Rope Company has no control over such websites and is in no way responsible for the content thereof. This Policy does not extend to your use of such websites. Users are advised to read the privacy policy or statement of other websites prior to using them.
8. Changes of Business Ownership and Control
8.1 The Oak & Rope Company may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of The Oak & Rope Company. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was originally supplied to us.
8.2 In the event that any Data submitted by Users is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.
9. Controlling Use of Your Data
9.1 In addition to your rights under the UK GDPR, set out in section 3, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt out of receiving emails from Us, which you may do by unsubscribing using the links provided in Our emails, at the point of providing your details, and by managing your Account).
9.2 Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:
9.2.1 use of Data for direct marketing purposes; and
9.2.2 sharing Data with third parties.
10. Your Right to Withhold Information
10.1 You may access certain areas of the Website without providing any Data at all. However, to use all features and functions available on the Website you may be required to submit certain Data.
10.2 You may restrict your internet browser’s use of Cookies. For more information see Clause 14.
11. Security
11.1 Data security is of great importance to The Oak & Rope Company and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.
11.2 Specifically, the Website uses an encrypted (HTTPS) connection, and card and PayPal payments are handled by Stripe and PayPal so that your full card details never reach Us.
11.3 We only keep your personal data for as long as We need to in order to use it as described above in section 5, and/or for as long as We have your permission to keep it.
11.4 The Website is hosted on servers in Germany, inside the European Economic Area. Some of the services named in section 6 may store data elsewhere, as explained in clause 6.4.
12. How Do We Share Your Data?
12.1 In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal obligations, a court order, or a governmental authority.
12.2 We may sometimes contract with third parties to supply products and services to you on Our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law. The main services We use are listed in section 6.
12.2.1 We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.
13. How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the UK GDPR, no fee is normally payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at info@theoakandropecompany.co.uk, or using the contact details below in section 17.
14. Cookies
14.1 This Website may place and access certain first party Cookies on your computer. First party cookies are those placed directly by The Oak & Rope Company via this Website and are used only by The Oak & Rope Company. The Oak & Rope Company uses Cookies to improve your experience of using the Website and to improve our range of products and services. The Oak & Rope Company has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.
14.2 By using this Website you may receive certain third party Cookies on your computer. Third party cookies are those placed by websites and/or parties other than The Oak & Rope Company.
14.3 All Cookies used by this Website are used in accordance with current UK Cookie Law.
14.4 Before optional Cookies are placed on your computer you will be presented with a prompt requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling The Oak & Rope Company to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended. You can choose which optional Cookies to allow.
14.5 Certain features of the Website depend upon Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below. Your consent will not be sought to place these Cookies. You may still block these cookies by changing your internet browser’s settings as detailed below.
14.6 The following strictly necessary Cookies may be placed on your computer:
cookie_control_consent and cookie_control_enabled_cookies - remember your cookie choices
csrftoken - protects the forms on the Website from misuse
auth.* (for example auth.checkout and auth.shipping_country) - remember your basket, checkout and login while you shop
__stripe_mid - set by Stripe at checkout to help prevent fraud
14.7 The following optional Cookies are only placed if you accept them in the cookie prompt:
_ga, _ga_<id>, _gid and _gat - Google Analytics
_gcl_au - Google, used to measure advertising
_fbp and _fbc - Meta (Facebook) Pixel
14.8 This Website uses analytic services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how Users use the Website. This, in turn, enables us to improve the Website and the products and services offered through it. You do not have to allow us to use these Cookies, and the Website will still work if you decline them.
14.9 You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.
14.10 You can choose to delete Cookies at any time however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.
14.11 It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
15. Social Media and Pinterest
15.1 We have our own pages on social media, including Facebook, Instagram and Pinterest. When you use those sites, their own privacy policies apply, not this one.
15.2 We publish our own photographs and product pins to our own Pinterest business account through Pinterest’s official API, using OAuth, Pinterest’s secure sign-in method. Through the same connection We read back the analytics for our own pins only, such as how many people saw a pin or clicked through to our Website. These figures are totals. We do not collect the personal data of Pinterest users through it.
15.3 Pinterest’s own privacy policy applies to your use of Pinterest: policy.pinterest.com/privacy-policy.
16. Changes to this Policy
The Oak & Rope Company reserves the right to change this Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website, with a new “last updated” date at the top, and you are deemed to have accepted the terms of the Policy on your first use of the Website following the alterations.
17. Contacting Us
If you have any questions about The Oak & Rope Company website or this Privacy Policy, please contact Us by email at info@theoakandropecompany.co.uk, by telephone on +44 (0)1227 469413, or by post at The Oak & Rope Company Ltd, Overland Farm, Nr. Canterbury, Kent CT3 2LF. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 13, above).