GDPR Compliance Statement

Last updated: September 16, 2026

Our Commitment to Data Protection

Oak-quail is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. This statement outlines how we comply with GDPR requirements when processing personal data of individuals in the European Economic Area.

Legal Basis for Processing

We process personal data only when we have a valid legal basis, including:

  • Consent: When you provide explicit consent for us to process your information for specific purposes
  • Contract: When processing is necessary to fulfill our contractual obligations to you
  • Legal obligation: When we must process data to comply with legal requirements
  • Legitimate interests: When processing is necessary for our legitimate business interests, provided these do not override your fundamental rights and freedoms

Your Rights Under GDPR

If you are located in the EEA, you have the following rights regarding your personal data:

Right to Access

You have the right to request confirmation of whether we process your personal data and to receive a copy of that data.

Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data we hold about you.

Right to Erasure

You have the right to request deletion of your personal data in certain circumstances, including when the data is no longer necessary for the purposes for which it was collected.

Right to Restriction of Processing

You have the right to request that we restrict processing of your personal data in certain circumstances.

Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.

Right to Object

You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority, particularly in the EU member state of your habitual residence, place of work, or place of alleged infringement.

How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one month, though this period may be extended by two additional months when necessary, taking into account the complexity and number of requests.

When you submit a request, we may need to verify your identity to protect your personal data from unauthorized access. We will not charge a fee for processing requests unless they are manifestly unfounded, excessive, or repetitive.

Data Protection Officer

For questions specifically related to data protection and GDPR compliance, you may contact our Data Protection Officer at:

Email: [email protected]
Subject line: "GDPR Inquiry - Data Protection Officer"

International Data Transfers

We are based in South Africa. When we transfer personal data outside the EEA, we ensure appropriate safeguards are in place to protect your information in accordance with GDPR requirements. These safeguards may include:

  • Standard contractual clauses approved by the European Commission
  • Transfers to countries with adequacy decisions
  • Other legally recognized transfer mechanisms

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods depend on the nature of the data and the purposes of processing.

Security Measures

We implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:

  • Encryption of data in transit and at rest where appropriate
  • Regular security assessments and updates
  • Access controls and authentication procedures
  • Employee training on data protection practices

Data Breach Notification

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, where feasible. If the breach is likely to result in a high risk to your rights and freedoms, we will also notify you without undue delay.

Automated Decision-Making

We do not engage in automated decision-making, including profiling, that produces legal effects or similarly significantly affects you.

Updates to This Statement

We may update this GDPR Compliance Statement to reflect changes in our practices or legal requirements. Updated versions will be posted on this page with a revised date.

Contact Information

For questions or concerns regarding GDPR compliance or to exercise your rights, please contact us at:

Oak-quail
47 Buitengracht Street
Cape Town, 8001
South Africa
Email: [email protected]