Privacy policy

Last updated: September 2026

This policy explains what personal data Okapi and Co (South) Limited collects, why we collect it, how long we keep it, and your rights under UK GDPR and the Data Protection Act 2018.

Who we are

Okapi and Co (South) Limited, company number 16916584, registered in England and Wales. ICO registration ZC197277. Director: Jim Chetwode. Based in Shaftesbury, Dorset. Contact: jim@okapiandco.co.uk or 07824 157730. We are the data controller for personal data collected through this website.

What we collect and why

Contact and enquiry forms. When you complete a form we collect your name, email address, phone number (optional), company (optional), and your message. We use this to respond to your enquiry. Submissions are stored in our own database (hosted by Neon in the EU), sent to our inbox by Resend, and added to our HubSpot CRM so we can follow up. We keep enquiries for up to three years.

Newsletter. If you sign up we store your email address and, optionally, your name. We send a confirmation email and only add you to the list once you click the link in it (double opt-in). The list is stored in our database and mirrored to Resend, which sends the emails. Every email has an unsubscribe link. We keep unsubscribed addresses so we do not email you again.

Ask Okapi chat. Conversations with the chat assistant are stored for 90 days so we can improve the answers it gives, then deleted automatically. We store the messages, the page you were on and a hashed (not reversible) version of your IP address. The assistant is powered by Anthropic's Claude; your messages are sent to Anthropic to generate replies and are not used to train their models. Do not enter sensitive personal data into the chat.

Workshop bookings. Payments are taken by Stripe. We do not see or store your card details. Stripe sends us your name and email so we can confirm your place.

Analytics. With your consent, we use Google Analytics 4 to collect data about how visitors use this site: pages visited, time on page, traffic source. No analytics cookies are set until you accept via the cookie banner, and if you decline, Google Analytics runs in a cookieless mode that gives us modelled totals only. We also use Vercel Web Analytics, which does not set cookies or store anything on your device and does not identify individual visitors.

Meta Pixel. With your consent, we may load the Meta (Facebook) Pixel to measure the results of our advertising. It is only loaded after you accept cookies.

Cookies

We set one first-party item in your browser's storage to remember your consent choice (okapi_cookie_consent). It contains only the word "accepted" or "declined". If you accept analytics, Google Analytics sets its own cookies (_ga, _ga_*) which persist for up to two years and are used to distinguish visitors and sessions. You can change your mind at any time by clearing your browser storage and choosing again on your next visit.

Who we share data with

Resend (email delivery), HubSpot (CRM), Neon (database hosting), Vercel (website hosting and uploads), Anthropic (chat assistant), Stripe (payments), Google (analytics, with consent) and Meta (advertising measurement, with consent). Each processes data only to provide its service to us. We never sell your data.

Your rights

You can ask us for a copy of the data we hold about you, ask us to correct it, ask us to delete it, or object to how we use it. Email jim@okapiandco.co.uk and we will respond within 30 days. If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or 0303 123 1113. We would appreciate the chance to address concerns directly first.

Changes

We may update this policy when our practices change. The date at the top shows when it was last revised.