This privacy notice tells you what to expect Coastal Oaks to do with your personal information.
Contact details
Coastal Oaks’ email address and telephone number will be provided at the point of service engagement.
Coastal Oaks’ company registration number is: 15487089
Coastal Oaks’ company registered address is: 2 Barnfield Crescent, Exeter EX1 1QT
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Date of birth
- Health information (including dietary requirements, allergies and health conditions)
- Photographs or video recordings
- Records of meetings and decisions
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Contract
Where we get personal information from
- People directly
- Health care providers
- Schools, colleges, universities or other education organisations
- Councils and other public sector organisations
When we ask for personal information
We seek or clarify consent for your personal information to be shared with us at the point of service engagement.
Names and email details for organisational clients (such as schools or council teams) are requested through our online contact form on our website so that we can respond to queries and provide our contact email address for service engagement.
How long we keep information
Coastal Oaks stores personal information for the duration of the agreed service contract or confirmed receipt of any agreed written record.
Typically when a report or record of involvement has been produced, sent and received, an invoice is generated and sent for payment within 30 days.
As soon as payment has been received, all personal information is erased.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details provided at service engagement. Our company registered address is: 2 Barnfield Crescent, Exeter EX1 1QT.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details provided at the point of service engagement.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
3rd March 2025