Privacy Notice
Last updated: October 2026
Who we are
The Oaklands Residential Home is a residential care home at 2 Oaklands Drive, Bridgend CF31 4SH. The data controllers responsible for your information are Louise Bertorelli and Jaco Van der Merwe, trading as The Oaklands Residential Home. We are registered with the Information Commissioner's Office, registration number Z8220247. Our Data Protection Officer is Louise Bertorelli. You can contact her about this notice or your information by email at enquiries@oaklandsemail.co.uk, by phone on 01656 665459, or by post to the address above.
What this notice covers
This notice explains how we use information that you give us through this website, or when you email or phone us after visiting it. Information about the people who live with us and the people who work for us is covered by our separate policies, which are available on request.
What we collect and why
When you send an enquiry. Our enquiry form asks for your name, email address and phone number, the type of enquiry, how you would like us to contact you, whether you would like to arrange a visit, and your message. We use this only to reply to you and, if you would like, to arrange a visit. Please keep the detail in your message general. We will talk through your relative's needs with you in person or by phone. When you email or phone us. We use what you tell us in the same way: to answer your question and help you. When you visit the website. Like most websites, our hosting provider's server automatically records basic technical information, such as your IP address, browser type and the pages requested, to keep the website secure and working. Our enquiry form does not record your IP address. We do not use analytics or advertising tools. Cookies are explained in our Cookie Policy.
Health details
Please do not send health details through the website. If a message does include them, we delete it straight away, including the copy held on the website, and get in touch with you to talk things through instead.
Our lawful basis
- Replying to your enquiry: our legitimate interests in answering questions from people interested in our home (UK GDPR Article 6(1)(f)).
- Where you are asking about a place for yourself or a relative: taking steps you have asked us to take before a possible agreement (Article 6(1)(b)).
Who sees your information
- Enquiries are read by our administrator, and by our Data Protection Officer when our administrator is away.
- If a message includes health details, our administrator tells our Data Protection Officer, and it is deleted straight away.
- Elizabeth Silva Digital, who built and look after our website, may see an enquiry only when that is needed to fix or maintain the website, or to delete it when we ask. They do this under a written agreement with us, and do not copy or keep enquiries.
- CookieYes records the cookie choices made on our website, without identifying you.
We do not sell your information or share it for marketing. We share it with anyone else only where the law requires us to.
Where your information is kept
- Enquiry emails are kept in our email system, provided by Easily.
- A copy of each form enquiry is also stored in our website's database, hosted by Hostinger in the United Kingdom.
- Hostinger keeps daily backup copies of the website, which include those stored enquiries, in Germany. UK law recognises the EU as giving personal information the same level of protection as the UK. Daily backups are kept for 7 days and weekly backups for 6 weeks, then permanently deleted, so an enquiry we have deleted also drops out of the backups within six weeks.
- The website's email system keeps a record of each message it sends for 14 days, so that delivery problems can be checked.
How long we keep it
- Enquiries that do not lead to a stay with us: three years from the date of the enquiry.
- If your relative comes to live with us: the enquiry becomes part of their records, which we keep for three years after their time with us ends.
- The copy of form enquiries in the website database: up to six months, then deleted. We check and delete these every month.
- Messages containing health details: deleted straight away.
- The website's email delivery record: 14 days.
- Server logs kept by our hosting provider: Hostinger keeps these technical records only for as long as needed to keep the website secure and working, under its own retention rules.
Your rights
You have the right to ask for a copy of the information we hold about you, and to ask us to correct it, delete it, limit how we use it, or stop using it. In some cases you can also ask us to transfer it. To use any of these rights, please contact our Data Protection Officer, Louise Bertorelli, using the details above. There is usually no fee. We will reply within one month.
Complaints
If you are unhappy with how we have used your information, please tell us first and we will do our best to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this notice
We will update this notice if the way we use information changes. The date at the top shows when it was last updated.