Privacy Policy

OAK Integrated Systems (“OAK,” “we,” “us,” or “our”) provides software development, AI, cloud, infrastructure, cybersecurity, and related technology solutions to businesses. This Privacy Policy explains what personal information we collect, how we use and protect it, and the choices you have, whenever you visit our website, engage us as a client or partner, or apply for a role with us.

By using our website or services, you agree to the practices described in this Policy. If you do not agree, please do not use our website or share personal information with us.

1. Information We Collect

We collect information in the following categories, depending on how you interact with us:

a. Website visitors

• Contact details you submit through our forms (name, email, phone number, company, and message content).

b. Clients and business contacts

• Business contact details (name, job title, company, email, phone number).
• Information shared with us in the course of scoping, delivering, or supporting a project, such as technical requirements, system access details, or operational data relevant to the engagement.
• Billing and contract information where applicable.

c. Job applicants

• Details submitted through our Careers page, including your name, contact information, CV/resume, cover note, LinkedIn profile, and years of experience.
• Any other information you choose to include in your application.

2. How We Use Your Information

We use the information we collect to:

• Respond to enquiries and provide the services or information requested.
• Design, deliver, and support client projects, including our AI, cloud, infrastructure, and cybersecurity offerings.
• Maintain, secure, and improve our website and internal systems.
• Review and process job applications, and contact applicants about their application or future opportunities.
• Meet legal, regulatory, and contractual obligations.

We do not sell personal information, and we do not use client project data for any purpose beyond delivering and supporting the relevant engagement.

3. Our Legal Basis for Processing

We only process personal information where we have a valid basis to do so, which will typically be one of the following:

• Your consent, such as when you submit a contact form or job application.
• The performance of a contract with you or the organization you represent, such as delivering an agreed engagement.
• Our legitimate business interests, such as securing our systems or improving our services, provided these do not override your rights.
• Compliance with a legal obligation.

Where we rely on your consent, you may withdraw it at any time as described in Section 7.

4. How We Protect Your Information

Security is central to how OAK operates, both for our clients and for our own systems. We apply layered safeguards to protect personal and business information, including access controls, network and endpoint protection, encryption of sensitive data where appropriate, and regular monitoring of our systems. Access to personal information is limited to personnel who need it to do their jobs, and to job applicant data, only to authorized HR and hiring personnel.

While we take reasonable steps to protect information in our care, no system can be guaranteed completely secure, and we encourage clients and site visitors to share sensitive information with us only through the channels we provide.

5. Sharing of Information

We do not share personal information with third parties except:

• With trusted service providers who support our operations (for example, hosting, email, or scheduling tools), under confidentiality obligations.
• With subcontractors or partners engaged on a specific client project, where necessary to deliver the engagement, and subject to confidentiality terms.
• Where required by law, regulation, or a valid legal process.
• With your consent, or as otherwise disclosed to you at the point of collection.

6. Data Retention

We retain personal information only for as long as necessary for the purposes described in this Policy, to meet legal or contractual obligations, or to resolve disputes. Job applications are retained for a reasonable period to consider you for the role applied for and, where relevant, future opportunities, unless you ask us to delete your details sooner.

7. Your Rights

Depending on your location and applicable law, you may have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information, subject to our legal and contractual obligations.
• Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details in Section 9. We aim to respond to all such requests within 21 working days.

In the event of a personal data breach that poses a risk to your rights, we will notify affected individuals and, where required, the relevant regulator, without undue delay.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will post the updated version on this page with a revised “Last updated” date.

9. Contact Us

If you have questions about this Privacy Policy, how we handle your information, or wish to exercise any of your rights under Section 7, please contact our privacy contact point at:

OAK Integrated Systems (Pvt) Ltd
Level 26, East Tower, World Trade Center, Echelon Square, Colombo 01, Sri Lanka
Email: [email protected]