Welcome to the KingROC privacy notice

KingROC is a limited company operating its businesses under the 'KingROC' and aascmortgages.co.uk brands. This privacy notice relates to the use of your personal data by KingROC:

• KingROC Financial Services Ltd (“KingROC Financial”) including the website and trading style, aascmortgages.co.uk

When we refer to "KingROC", "we", "us" or "our" in this privacy notice, we are referring to KingROC Financial (including our website and trading style, aascmortgages.co.uk).

KingROC respects your privacy and is committed to protecting your personal data.

KingROC Financial collect your personal data through the KingROC websites (kingroc.co.uk and aascmortgages.co.uk) (see section “how we collect your personal data”).

We keep our privacy notice under regular review. This version was last updated on 7th May 2024.

1. Who we are and other important information

1.1 Purpose of this privacy notice

This privacy notice gives you information on how KingROC collects and processes your personal data, including any data you may provide through our website when you register your interest in our products and services, follow any links on our website or contact us via our webform.

The KingROC websites are not intended for children and we do not knowingly collect personal data relating to children.

It is important that you read this privacy notice, along with any other privacy notices or fair processing policy we may provide you on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This privacy notice will supplement any other privacy notices or privacy policies we may bring to your attention from time to time and is not intended to override them.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if any of your personal details change during the course of your relationship with us.

1.2 Our data privacy manager

KingROC has appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice, the processing of your personal data by our company and any other data protection issues you may have. If you have any questions about this privacy notice, including any requests to exercise your rights as a data subject (see section “Your legal rights” below), please contact the data privacy manager, marking your correspondence “FAO KingROC Data Privacy Manager”, using the following details:

• Postal address: 22 Eldon Business Park Eldon Road, Attenborough, Beeston, Nottinghamshire, NG9 6DZ
• Email address: info@aascmortgages.co.uk

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator 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 we would encourage you to contact us in the first instance.

1.3 Third-party links

This website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share personal data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. Personal data we collect about you

Personal data, or personal information, means any information which identifies or enables the identification of a living individual. It does not include data which has been anonymised (i.e. data from which it is no longer possible to identify a living individual).

2.1 Types of Personal Data

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• (a) Identity Data – your first name, maiden name, last name, username or similar identifier and/or your title.
• (b) Contact Data – your billing address, delivery address, email address and telephone numbers.
• (c) Financial Data - your bank account and payment card details.
• (d) Transaction Data – details about payments to and from you and details of products and services you have purchased from us.
• (e) Technical Data – your internet protocol (IP) address, 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 our website.
• (f) Profile Data - your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• (g) Usage Data - information about how you use our website, products and services.
• (h) Marketing and Communications Data - your preferences in relation to receiving direct marketing from us and our third parties and your communication preferences.

2.2 Aggregated Data

We also collect, use and share aggregated data, such as statistical or demographic data for a variety of purposes.

Aggregated data may be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, at any time we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used in accordance with this privacy notice.

2.3 Special Category Data

We do not collect any special category data about you (special category data includes information about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and/or health and genetic and biometric data). We will also not collect any information about criminal convictions and offences.

2.4 What happens if you fail to provide personal data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our contract or arrangement with you. We will notify you if this is the case at the time.

3. How your personal data is collected

We use the following different methods to collect data from and about;:

(a) Direct interactions

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• (i) fill out any form on our website;
• (ii) create an account on our website;
• (iii) contact us via our webform;
• (iv) subscribe to our services or publications;
• (v) request marketing to be sent to you;
• (vi) enquire about our products or services or enter into a contract with us for the provision of products or services; or
• (vii) give us feedback or otherwise make contact with us.

(b) Automated technologies or interactions

As you interact with our website, we will automatically collect Usage Data, Profile Data and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites which employ our cookies. Please see the “Cookie Policy” section below for further details.

(c) Third parties or publicly available sources.

We will receive personal data about you from various third parties and public sources as set out below:

• (i) Technical Data from the following parties:
  • analytics providers such as Google based outside the UK;
  • Give the Dog a Bone Ltd who are based in the UK and host and maintain our website (or such other website hosting and maintenance providers as we may use from time to time).
• (ii) Contact, Financial and Transaction Data from our third-party partners, such as GK Mortgages & Protection Limited who are based inside the UK, to allow us to calculate commissions due to us.
• (iii) Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the UK.

KINGROC FINANCIAL SERVICES LTD

This section applies only to the activities of KingROC Financial Services Ltd (“KingROC Financial”) as controller of your personal data. It explains how KingROC Financial uses your personal data, when it may disclose your data, what security measures it has in place to protect your data and how long it will retain your data once collected.

4. How we use your personal data

4.1 Our legal basis for processing 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:

• (a) where you have given us consent to process your personal data (which may include consent to share your personal data with certain third parties);
• (b) if we need to do so to perform a contract we are about to enter into, or have entered into, with you;
• (c) when it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and
• (d) where we need to do so to comply with a legal obligation.

See the Glossary section below to find out more about the types of lawful bases that we will rely on to process your personal data.

Where we are relying on consent as the lawful basis for processing your personal data, you have the right to withdraw consent at any time by contacting our data privacy manager using the contact details set out above.

4.2 Purposes for which we will use your personal data

We have set out below the ways we plan to use your personal data and which of the legal bases we rely on to do so in each case. Where relevant, we have also identified what our legitimate interests are.

Note that we may process your personal data based upon more than one lawful basis depending on the specific purpose for which we are using your data.

Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

4.3 Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can make certain decisions about your personal data use by contacting our data privacy manager.

(a) Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have consented to us contacting you for such marketing purposes (including when you request such information from us about our services) and you have not opted out of receiving that marketing.

(b) Third-party marketing

We only share your personal data with any third party for marketing purposes if we have obtained your express consent to do so.

(c) Right to object

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us or the relevant third party at any time.

4.4 Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts our website may become inaccessible or not function properly. For more information about the cookies we use, please the “Cookie Policy” section below.

4.5 Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for any new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosure of your personal data

We may share your personal data with the parties set out below for the purposes set out in section 1.2 above:

• (a) Internal Third Parties and External Third Parties as set out in the Glossary.
• (b) The following specific third parties who provide specialised products and services relating to Asylum Accommodation and Support Services Contracts (AASC):
  • (i) GK Mortgages & Protection Limited, 20 Turner Grove, Hucknall, Nottingham, United Kingdom, NG15 6XE;
  • (ii) Serco Group PLC, Serco House, 16 Bartley Wood Business Park, Bartley Way, Hook, Hampshire RG27 9UY;
  • (iii) Mears Group PLC, 1390 Montpellier Court, Gloucester Business Park, Brockworth, Gloucester GL3 4AH;
  • (iv) Clearsprings Ready Homes Ltd, 26 Brook Road, Rayleigh SS6 7XJ;
  • (v) any other relevant company who may from time to time be awarded an Asylum Accommodation and Support Services Contract by the Home Office;
  • (vi) estate agents who work specifically with AASC landlords; and
  • (vii) other third party service providers based in the United Kingdom who provide mortgage and insurance services to AASC landlords.
• (c) Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. If new owners acquire our business, such new owners may use your personal data in the same way as set out in this privacy notice.

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.

6. International transfers

We will not transfer your personal data outside the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way and from being accidentally or unlawfully 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 put in place procedures 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.

8. Data retention

8.1 Our retention of your personal data

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We will retain your personal data for marketing purposes where you have consented for us to do so. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

By law we have to keep certain information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances, we may be legally required to keep data for longer. We will never retain your personal data for longer than is necessary taking into account the above information.

You can contact our data privacy manager if you have any queries regarding how long your personal data will be retained by us.

In certain circumstances, you may have the right to ask us to delete your data (see “Your legal rights” section for further information).

We may anonymise your personal data (so that it can no longer identify or be associated with you) for research or statistical purposes. Where we do so, we are able to retain and use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

As a data subject, you have certain rights under data protection law in relation to your personal data. These rights, and how to exercise them, are explained in detail below.

9. Your rights as a data subject

As a data subject, you have the right to:

9.1 Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

9.2 Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

9.3 Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

9.4 Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

9.5 Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• (a) if you want us to establish the data's accuracy;
• (b) where our use of the data is unlawful but you do not want us to erase it;
• (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; and
• (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

9.6 Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

9.7 Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

10. Exercising your rights

If you wish to exercise any of your rights under data protection law, contact our data privacy manager using one of the methods listed above.

10.1 No fee usually required

Usually, you will not have to pay a fee to access your personal data or to exercise any of the data subject rights under data protection law. We may however 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.

11. What we may need from you

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 legal 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.

12. Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

COOKIE POLICY

13. Use of Cookies on our Website

13.1 A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer’s hard disk so that the website can remember who you are. A cookie will typically contain the name of the domain from which the cookie has come, the ‘lifetime’ of the cookie and a value, usually a randomly generated unique number. Two types of cookie are used on the website:

• (a) Session cookies which are temporary cookies that remain in the cookie file on your browser until you close the browser; or
• (b) Persistent cookies which remain in the cookie file on your browser for much longer (though how long will depend on the lifetime of the specific cookie). Cookies can help a website to arrange content to match your preferred interests more quickly. Most major websites use cookies. Cookies cannot be used by themselves to identify you.

13.2 We use session cookies to allow you to carry information across pages of our website and avoid having to re-enter information.

13.3 We use cookies;

• (a) to help us to recognize you as a unique visitor (just a randomly generated number) when you return to our website and to allow us to tailor content or advertisements to match your preferred interests or to avoid showing you the same adverts repeatedly;
• (b) within research surveys you ensure you are not invited to complete a questionnaire too often or after you have already done so; and
• (c) to track whether advertisements are clicked on by users.

13.4 On occasion third parties may also serve cookies via the website which are used for the following purposes:

• (a) to compile anonymous, aggregated statistics that allow us to understand how users use our website and to help us improve the structure of our website. We cannot identify you personally in this way; and
• (b) the serve advertisements on our website and track whether these advertisements are clicked on by users.

13.5 You can accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all of the interactive features of our website if cookies are disabled. For information about how to disable cookies in your browser please visit the About Cookies website.

GLOSSARY

14. Lawful basis

14.1 Consent

This means that you have expressly consented to us processing your personal data for one or more specific purposes. To be valid under data protection law, your consent must meet certain standards and you have the right to withdraw your consent at any time.

14.2 Legitimate Interest

This means that our processing of your personal data is necessary for the purpose of our legitimate interests or those of a third party and those interests are not overridden by your interests or fundamental rights or freedoms. An example of a legitimate interest is our interest in conducting and managing our business to give you the best service/product and the best and most secure experience. Where we rely upon legitimate interests, we make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to do so by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

14.3 Performance of Contract

This means that processing your personal data is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

14.4 Comply with a legal obligation

This means that processing your personal data is necessary for us to comply with a legal obligation that we are subject to (such as a statutory obligation).

15. Third parties

15.1 Internal Third Parties

Our holding or subsidiary companies where those companies act as joint controllers or our processors. This includes Give the Dog a Bone Ltd, who host and maintain the KingROC website. Such companies are based in the United Kingdom and will only use your personal data in the course of providing us with IT and system administration services, to undertake leadership reporting.

15.2 External Third Parties

• (a) Service providers based in the United Kingdom who provide us with IT and system administration services.
• (b) Our professional advisers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
• (c) HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.