Privacy Policy

1. Introduction

ROC Estates NI ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard your personal data when you use our website and services.

We are registered in Northern Ireland and operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).

Our ICO Registration Reference is ZA096404.

2. Data Controller

ROC Estates NI is the data controller responsible for your personal data. If you have questions about this policy or our data practices, contact us at:

• Email: info@rocestatesni.co.uk
• Phone: 028 308 28898
• Office: 8 Milltown Avenue, Newry, Co Down, BT34 3GN
• Company number: NI744199
• Address: Northern Ireland

3. Information We Collect

We may collect and process the following personal data:

3.1 Information You Provide

• Name, email address and telephone number when you register an account
• Property details, photographs and descriptions when you list a property for sale
• Offer details, financial information and solicitor details when making or receiving offers
• Identity documents and proof of funds for Anti-Money Laundering (AML) verification
• Messages and communications sent through our platform
• Enquiry and contact form submissions

3.2 Information Collected Automatically

• IP address, browser type and operating system
• Pages visited, time spent on pages and navigation paths
• Device information and screen resolution
• Referring website addresses

4. Lawful Basis for Processing

We process your personal data on the following legal bases under Article 6 UK GDPR:

• Contract: To provide our estate agency services, process property listings, manage offers and facilitate transactions
• Legal obligation: To comply with AML regulations (Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017), estate agency legislation and tax requirements
• Legitimate interests: To improve our services, prevent fraud, send service-related communications and maintain platform security
• Consent: For marketing communications and optional analytics cookies (you may withdraw consent at any time)

5. How We Use Your Information

• To create and manage your account
• To list properties and facilitate the buying and selling process
• To process and manage offers between buyers and sellers
• To conduct AML/KYC identity verification checks as required by law
• To send notifications about your listings, offers and account activity
• To respond to your enquiries and provide customer support
• To improve our website and services through analytics
• To detect and prevent fraudulent activity
• To comply with legal and regulatory obligations

6. Data Sharing

We may share your personal data with:

• Buyers and sellers: Relevant contact and offer details to facilitate property transactions
• Property portals: Listing details for advertising on third-party portals (e.g. PropertyPal, PropertyNews)
• Service providers: Hosting, payment processing and email delivery services that operate under strict data processing agreements
• Solicitors: When instructed by you or required for conveyancing
• Regulatory bodies: Including HMRC, the Property Redress Scheme and the ICO as required by law
• Law enforcement: Where required by law or to protect our legal rights

We do not sell your personal data to third parties.

7. Data Retention

• Account data: Retained while your account is active and for 6 years after closure
• Property listings: Retained for 6 years after removal from the platform
• AML records: Retained for 5 years after the business relationship ends, as required by regulation
• Transaction records: Retained for 6 years for tax and legal compliance
• Analytics data: Retained for 26 months then anonymised

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate personal data
• Right to erasure: Request deletion of your personal data (subject to legal retention requirements)
• Right to restriction: Request restriction of processing in certain circumstances
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making: Not be subject to solely automated decisions with legal effects

To exercise any of these rights, please contact us at info@rocestatesni.co.uk. We will respond within one month.

9. Cookies

Our website uses essential cookies required for the site to function (e.g. session cookies, authentication). We also use analytics cookies to understand how visitors use our site, which are only set with your consent.

You can control cookies through your browser settings. Disabling essential cookies may affect site functionality.

10. International Transfers

Your data is primarily stored within the United Kingdom and EEA. Where data is transferred outside the UK, we ensure appropriate safeguards are in place including Standard Contractual Clauses or adequacy decisions as recognised by the UK Government.

11. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. This includes encryption in transit and at rest, access controls and regular security reviews.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF