Roka UK Privacy Policy

Last Updated: May 5, 2025

Introduction

Roka UK (“we,” “us,” or “our”), located at 10 Oaklands Road, Pontlliw, Swansea, SA4 9EG, is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website at www.rokacreative.uk (the “Website”), engage with our services, or communicate with us.

As a digital agency specialising in website design, logo design, and brand identity creation, we understand the importance of data privacy. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our Contact Details

  • Name: Roka UK
  • Main Contact: Alex Ryan
  • Address: 10 Oaklands Road, Pontlliw, Swansea, SA4 9EG
  • Email: info@rokacreative.uk
  • Phone: 07931515879

1. What Personal Data We Collect

We may collect and process various types of personal data, depending on how you interact with our Website and services:

  • Identity Data: Name, title, company name.
  • Contact Data: Email address, postal address, telephone number.
  • Financial Data: Details of payments made to us. Please note: We do not directly store your full payment card details. These are processed securely by our third-party payment processor, Stripe (see Section 4).
  • Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Website.
  • Usage Data: Information about how you use our Website, products, and services.
  • Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties and your communication preferences.
  • Enquiry Data: Information you provide when contacting us via forms, email, or phone regarding our services.

2. How We Collect Your Personal Data

We use different methods to collect data from and about you, including:

  • Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms on our Website, corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
    • Enquire about our products or services.
    • Request a quote.
    • Engage us for a project.
    • Subscribe to our newsletter or marketing communications.
    • Give us feedback.
  • Automated Technologies or Interactions: As you interact with our Website, we may automatically collect Technical Data about your equipment, Browse actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. Please see our separate [Link to your Cookie Policy] for more details.
  • Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties:
    • Technical Data from analytics providers (e.g., Google Analytics).
    • Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services (e.g., Stripe, as detailed below).

3. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • To provide and manage our services: To respond to your enquiries, provide quotes, deliver website design, logo design, and branding services, and manage our relationship with you.
  • To process payments: To process transactions for our services.
  • To improve our Website and services: To understand how our Website is used, analyse trends, and enhance our offerings.
  • For marketing purposes: To send you updates, newsletters, and promotional materials that may be of interest to you, where you have consented or where we have a legitimate interest to do so. You can opt-out at any time.
  • For internal record keeping: To maintain proper business records.
  • To comply with legal obligations: To meet our legal or regulatory responsibilities.
  • For security and fraud prevention: To protect our Website, services, and users from fraud or other harmful activities.

Lawful Basis for Processing: We rely on the following lawful bases for processing your personal data:

  • Performance of a Contract: Where we need to process your data to fulfill a contract with you (e.g., providing design services).
  • Legitimate Interests: Where processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g., improving our services, marketing relevant services).
  • Consent: Where you have given your explicit consent for a specific purpose (e.g., subscribing to a newsletter).
  • Legal Obligation: Where we need to comply with a legal or regulatory obligation.

4. How We Share Your Personal Data

We may share your personal data with the following categories of third parties:

  • Service Providers: We engage trusted third-party service providers to perform functions and provide services to us, such as:
    • Payment Processors (e.g., Stripe): When you make a payment for our services, your financial information is processed by Stripe. Stripe acts as a data processor for transactions and handles your payment card details securely. Roka UK does not store your full payment card details. Stripe’s use of your personal information is governed by their own Privacy Policy, which we encourage you to review. Your card statement will show “Roka UK” for transactions processed by us via Stripe.
    • Website hosting and maintenance providers.
    • Analytics providers (e.g., Google Analytics).
    • Email communication services.
    • Professional advisors (e.g., lawyers, accountants) who require data to provide their services.
  • Legal and Regulatory Bodies: We may disclose your personal data to comply with legal obligations, enforce our terms, or respond to lawful requests from public authorities.
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred as part of that transaction.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. International Transfers

Some of our third-party service providers may be based outside the UK or European Economic Area (EEA), meaning their processing of your personal data will involve a transfer of data outside the UK/EEA.

Whenever we transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK or European Commission.
  • Where we use certain service providers, we may use specific contracts approved for use in the UK or EEA which give personal data the same protection it has in the UK/EEA (e.g., Standard Contractual Clauses).

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK/EEA.

6. Data Security

We have implemented appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

8. Your Legal Rights (UK GDPR Rights)

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data (commonly known as a “data subject access request”).
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing of your personal data.
  • Request transfer of your personal data to you or to a third party.
  • Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of these rights, please contact us using the contact details provided above. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

9. Right to Complain to the ICO

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

10. Changes to This Privacy Policy

We keep our Privacy Policy under regular review. This version was last updated on June 5, 2025. We may update this policy from time to time by publishing a new version on our Website. You should check this page occasionally to ensure you are happy with any changes.