Privacy Notice

Effective Date: 8 July 2026
Review Date: July 2027

​

1. Introduction

Rock & Root Properties ("we", "our", or "us") respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect your personal data when you visit our website, enquire about our services, become a landlord client, apply for or occupy one of our managed properties, register for our Tenant Hub, or otherwise interact with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

​

2. Data Controller

Rock & Root Properties is the Data Controller for the personal information described in this notice.

Email: Info@rockandrootproperties.com

Telephone: 07368355648

Registered Office: 10B Sawley Park, Nottingham Road, Derby, DE21 6AS

If you have any questions about this Privacy Notice or your personal information, please contact us using the details above.

​

3. Personal Information We Collect

Depending on how you interact with us, we may collect:

Identity Information

• Full name

• Date of birth

• Photographic identification

• Right to Rent documentation (where applicable)

Contact Information

• Address

• Telephone numbers

• Email address

Landlord Information

Where you are a landlord, we may collect:

• Property ownership details

• Bank account details

• Mortgage information where relevant

• Compliance certificates

• Property documentation

Tenant Information

Where you are a tenant or prospective tenant, we may collect:

• Employment information

• Income details

• Previous address history

• Previous landlord references

• Employer references

• Credit referencing information

• Next of kin or emergency contact details

• Rent payment records

• Deposit information

• Maintenance requests

• Inspection reports

• Communications with us

Tenant Hub Information

If you register for our Tenant Hub we may collect:

• Username

• Password (stored securely in encrypted form)

• Login activity

• Support requests

• Documents uploaded by you

• Maintenance reports

• Messages submitted through the portal

All Tenant Hub registrations are manually approved by Rock & Root Properties before access is granted. This helps protect our systems and users against fraudulent registrations, spam and automated bot activity.

Website Information

When you visit our website we automatically collect technical information such as:

• IP address

• Browser type

• Device information

• Operating system

• Pages visited

• Date and time of visits

• Website usage statistics

​

4. How We Collect Information

Information may be collected when you:

• Visit our website

• Contact us

• Submit an enquiry

• Register for the Tenant Hub

• Apply for a tenancy

• Become a landlord

• Report maintenance

• Complete online forms

• Upload documents

• Telephone or email us

We may also receive information from:

• Referencing agencies

• Employers

• Previous landlords

• Local authorities

• Deposit protection providers

• Contractors

• Solicitors

• Utility companies

• Insurance providers

• Government departments where legally required

​

5. Why We Process Your Information

We use your personal information to:

• Respond to enquiries

• Arrange property viewings

• Assess tenancy applications

• Verify identity

• Carry out Right to Rent checks

• Conduct tenant referencing

• Draft tenancy agreements

• Manage properties

• Collect rent

• Protect tenancy deposits

• Arrange repairs and maintenance

• Provide access to the Tenant Hub

• Communicate with tenants and landlords

• Deal with complaints

• Improve our services

• Protect our website from fraud and cyber attacks

• Meet our legal obligations

​

6. Lawful Basis for Processing

Depending on the circumstances, we rely on one or more of the following lawful bases:

• Performance of a contract

• Compliance with legal obligations

• Legitimate interests

• Consent (where required)

• Protection of vital interests

​

7. Who We Share Information With

Where necessary we may share information with:

• Landlords

• Prospective tenants

• Referencing agencies

• Deposit protection schemes

• Inventory providers

• Maintenance contractors

• Electricians

• Gas engineers

• Plumbers

• Flooring contractors

• Locksmiths

• Insurance companies

• Solicitors

• Mortgage lenders

• Utility providers

• Local authorities

• HM Revenue & Customs

• Police and other law enforcement agencies where legally required

• IT providers who host or maintain our systems

All third parties are required to process your information securely and only for legitimate purposes.

We never sell personal information.

​

8. Cookies

Our website uses cookies to improve your browsing experience.

We use:

• Essential cookies necessary for the website to function.

• Analytics cookies to help us understand how visitors use our website.

• Functional cookies to remember your preferences.

• Marketing cookies only where you have provided consent.

When you first visit our website you will be asked to choose which optional cookies you wish to accept.

You may change your cookie preferences at any time using our Cookie Settings or through your web browser.

Please refer to our separate Cookie Policy for further information.

​

9. Website Analytics

We may use services such as Google Analytics (or similar platforms) to understand how visitors use our website.

Analytics information is collected in an anonymised or pseudonymised form wherever possible and is used solely to improve our website and services.

Where legally required, analytics cookies are only activated with your consent.

​

10. Marketing

We may occasionally send property updates or information about our services.

We will only send electronic marketing where we have your consent or where permitted by law.

You may unsubscribe at any time using the link in our emails or by contacting us.

​

11. Data Security

We use appropriate technical and organisational measures to protect personal information, including:

• Secure website hosting

• SSL encryption

• Password-protected systems

• Restricted staff access

• Secure cloud storage

• Anti-virus protection

• Regular software updates

• Manual approval of Tenant Hub registrations

• Staff awareness of data protection responsibilities

​

12. Data Retention

We retain information only for as long as necessary.

Typical retention periods include:

• Tenancy records – up to six years after the tenancy ends

• Financial records – six years

• Maintenance records – six years

• Property management records – six years

• Website enquiries – up to two years

• Tenant Hub account information – while the account remains active and for a reasonable period afterwards, unless a longer retention period is required by law

Information may be retained longer where required for legal claims or regulatory purposes.

​

13. International Transfers

Our systems are primarily located within the United Kingdom.

Where a third-party service stores information outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

​

14. CCTV

Some managed properties or communal areas may operate CCTV for crime prevention and resident safety.

Where CCTV is used, appropriate signage will be displayed.

​

15. Your Rights

You have the right to:

• Request access to your personal information.

• Request correction of inaccurate information.

• Request erasure where applicable.

• Request restriction of processing.

• Object to processing based on legitimate interests.

• Request transfer of your data.

• Withdraw consent where consent is relied upon.

• Lodge a complaint with the Information Commissioner's Office (ICO).

​

16. Making a Complaint

If you have any concerns about how we use your personal information, please contact us first so we have the opportunity to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO):

Website: https://ico.org.uk

Telephone: 0303 123 1113

​

17. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices and encourage you to read their privacy notices.

​

18. Changes to this Privacy Notice

We may amend this Privacy Notice from time to time to reflect changes in legislation, technology or our services. The latest version will always be available on our website.

​

19. Contact Us

Rock & Root Properties

Email: Infor@rockandrootproperties.com

Telephone: 07368355648

Registered Office: 10B Sawley Park, Nottingham Road, Derby, DE21 6AS

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact us using the details above.