Privacy Policy

1. Introduction

Rokkam Group Ltd ("we," "us," "our," or "Company") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and otherwise process your personal information in connection with our business operations, website, and services.

This policy applies to all information we collect through our website (rokkamgroup.com) and other business interactions. Please read this policy carefully. If you do not agree with our practices, please do not use our services.

2. Data Controller Information

Company Name: Rokkam Group Ltd
Company Registration: Registered in England & Wales
Company Number: 09015433
Data Protection Contact: privacy@rokkamgroup.com

For any questions about our privacy practices or to exercise your data rights, please contact us using the details provided in Section 10.

3. Types of Personal Data We Collect

We may collect the following categories of personal data:

• Contact Information: Name, email address, phone number, mailing address, company name, and job title
• Communication Data: Records of correspondence, emails, messages, and inquiries you send us
• Business Information: Information about your organization, business interests, and services you may require
• Technical Data: IP address, browser type, device type, operating system, browsing history, and website usage patterns
• Location Data: General location information derived from IP address (not precise geolocation)
• Preference Data: Your marketing preferences, communication preferences, and service interests

4. How We Collect Personal Data

We collect personal data through:

• Direct Interactions: When you contact us via email, phone, forms on our website, or meetings
• Website Visits: Through cookies and similar technologies when you browse our website
• Business Correspondence: Through emails, proposals, contracts, and other business communications
• Third-Party Sources: Information shared by business partners, referrals, or publicly available sources (business registries, professional networks)

5. Legal Basis for Processing (GDPR Article 6)

Under GDPR, we process your personal data on the following legal bases:

• Contractual Performance: Processing necessary to enter into or perform a contract with you
• Legal Obligation: Compliance with legal obligations under UK and EU law, including company registration and tax requirements
• Legitimate Interests: Our legitimate business interests in managing our business operations, marketing our services, preventing fraud, and improving our website
• Consent: Your explicit consent for marketing communications (which you can withdraw at any time)

6. Purpose of Data Processing

We process your personal data for the following purposes:

• Providing and delivering our services to you
• Responding to your inquiries and communications
• Fulfilling contractual obligations and agreements
• Managing our business operations and administration
• Sending marketing communications (with your consent or where permitted by law)
• Analyzing website usage and improving our services
• Preventing fraud, security incidents, and misuse
• Complying with legal and regulatory requirements
• Archiving data for historical, statistical, or research purposes

7. Cookies and Similar Technologies

Our website may use cookies and similar tracking technologies to enhance your experience and gather analytics data. Cookies are small text files stored on your device that help us recognize you and improve our website functionality.

Types of Cookies:

• Essential Cookies: Necessary for website functionality and security
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Marketing Cookies: Used for targeted advertising and marketing campaigns (requires consent)

You can control cookies through your browser settings. Disabling essential cookies may affect website functionality. For detailed information about the cookies we use, please contact us.

8. Data Sharing and Third Parties

We may share your personal data with third parties only in the following circumstances:

• Service Providers: Vendors who provide services on our behalf (e.g., hosting providers, email services, analytics platforms) under data processing agreements
• Business Partners: When necessary to fulfill contracts or provide services you've requested
• Legal Requirements: When required by law, court order, or government authority
• Business Transfers: In the event of a merger, acquisition, or sale of assets (you will be notified)
• Your Consent: When you explicitly authorize sharing with specific parties

We do not sell your personal data to third parties for marketing purposes. We maintain data processing agreements with all third parties who access your data.

9. Your Data Protection Rights

Under GDPR and UK Data Protection Act 2018, you have the following rights regarding your personal data:

• Right of Access: You can request a copy of your personal data we hold
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your data (under certain conditions)
• Right to Restrict Processing: You can limit how we use your data
• Right to Data Portability: You can request your data in a portable format
• Right to Object: You can object to processing for marketing or legitimate interests
• Right to Withdraw Consent: You can withdraw consent for marketing at any time
• Right Not to be Subject to Automated Decision-Making: You can request human review of automated decisions

To exercise any of these rights, please contact us using the details in Section 10. We will respond within 30 days.

10. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Retention periods vary depending on the type of data and purpose:

• Contact Information: Retained for business relationship duration plus 6 years (for accounting/legal requirements)
• Marketing Data: Retained until consent is withdrawn or subscription ends
• Website Analytics: Aggregated and anonymized after 26 months
• Legal Compliance: Retained as required by tax law and company law (typically 6 years)

Once retention periods expire, data is securely deleted or anonymized. In some cases, we may retain data longer where required by law.

11. Data Security

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure SSL/TLS encryption for data in transit
• Secure storage systems and access controls
• Regular security assessments and updates
• Confidentiality agreements with employees and service providers
• Limited access to personal data on a need-to-know basis

While we strive to protect your data, no security system is impenetrable. We cannot guarantee absolute security of data transmitted over the internet. You use our services at your own risk.

12. International Data Transfers

Our website and services are primarily hosted and operated within the UK and EU. However, your personal data may be transferred to countries outside the UK/EU for business purposes or through our service providers.

Where we transfer data outside the UK/EU, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions where applicable
• Your explicit consent where required

For more information about international transfers, please contact us.

13. Children's Privacy

Our services are not directed to children under 13 years of age, and we do not knowingly collect personal data from children under 13. If we become aware that we have collected data from a child under 13, we will delete it promptly. If you believe we have collected information from a child under 13, please contact us immediately.

14. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external websites. We encourage you to review the privacy policies of any third-party sites before providing your personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last updated" date at the top of this policy and, where appropriate, sending you an email notification.

Your continued use of our website or services following changes constitutes your acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we process your data, please contact us:

Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk if you believe your data protection rights have been violated.