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Privacy Policy

Quiet Oak Limited
Last updated: 11 December 2025

Quiet Oak Limited (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use and safeguard personal data when you visit our website or engage with our executive search services.

We act as the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Quiet Oak Limited

  • Registered Address: 1 Chiltern Cottages, High Street, Great Chesterford, Essex, CB10 1PL

  • Email: zoerobson@quietoak.co.uk


We provide executive search services, including talent identification, assessment and recruitment support.

2. Personal Data We Collect


2.1 Information you provide directly

  • Name, email address, phone number and contact details

  • CVs, professional profiles and employment history

  • Salary expectations and career preferences

  • Information shared via forms, email, or conversations

  • Any additional personal information voluntarily provided


2.2 Information collected automatically
When you visit our website, we may collect:

  • IP address

  • Browser type, device information and operating system

  • Pages visited and time spent on the site

  • Cookie data (see Section 10)


2.3 Information from third parties

  • Public professional sources (e.g., LinkedIn, company websites)

  • Client referrals and recommendations

  • Background-check providers (only where appropriate and permitted)


3. How We Use Personal Data

We use personal data to:

  • Provide executive search and talent advisory services

  • Identify and evaluate candidates for roles

  • Communicate with candidates, clients and prospects

  • Maintain relationships and respond to enquiries

  • Improve our website and services

  • Comply with legal or regulatory requirements


Legal bases for processing:

  • Legitimate interests (e.g., recruiting, networking, business operations)

  • Performance of a contract

  • Consent (where required)

  • Legal obligation


4. How We Share Information

We may share personal data with:

  • Clients involved in executive search processes

  • Service providers (IT, storage, email platforms, background-screening partners)

  • Professional advisers (legal or compliance consultants)

  • Regulators or law-enforcement authorities when required


We never sell personal data.

5. International Data Transfers

If we transfer personal data outside the UK, we ensure appropriate safeguards such as:

  • UK International Data Transfer Agreements (IDTAs)

  • The UK Addendum to EU SCCs

  • Countries with UK adequacy regulations


6. Data Retention

We retain personal data only for as long as necessary for our services or legal obligations.

Typical retention periods:

  • Candidates: up to 3–6 years unless you request deletion

  • Clients and suppliers: duration of engagement plus required retention period for legal records


7. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Rectify inaccurate data

  • Request deletion (“right to be forgotten”)

  • Withdraw consent where used

  • Object to processing based on legitimate interests

  • Request restriction of processing

  • Request data portability

  • Lodge a complaint with the Information Commissioner’s Office (ICO)


To exercise these rights, contact:
zoerobson@quietoak.co.uk

ICO website: https://www.ico.org.uk

8. Data Security

We use appropriate technical and organisational measures to protect personal data, including encrypted storage, secure systems and restricted access.

9. Children’s Privacy

Our services are intended for adults and professionals. We do not knowingly collect data relating to children under 18.

10. Cookies

Our website uses cookies to enhance functionality, analyse traffic and improve user experience.

You can manage or disable cookies through your browser settings.
For more details, see our Cookie Policy.

11. EU-Specific Information (If You Are Located in the EEA or EU)

Although Quiet Oak Limited is a UK-based company, we may process personal data of individuals located in the European Union.

Where EU data protection laws apply, we process data in accordance with the lawful bases under the EU GDPR.

If required by the nature of our work or volume of EU data processed, we may appoint an EU Representative.
If you are an EU resident and wish to exercise your GDPR rights, please contact us at:

zoerobson@quietoak.co.uk

12. Updates to This Policy

We may update this Privacy Policy occasionally. The revised version will be posted on this page with an updated “Last updated” date.

13. Contact Us

For any questions about this Privacy Policy or our data practices, please contact:

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