Privacy Policy

At Rook Gewinvale, protecting and responsibly handling your personal data is a top priority. We process data transparently, for specific purposes, and in line with applicable data protection laws. This Privacy Policy explains what information we collect, why we collect it, how long we keep it, and the measures we take to secure it.

1. Data Controller

The operator of the Rook Gewinvale website and platform is the controller responsible for processing your personal data. Contact details and company information are available on the site. If you have privacy questions, contact our data protection team.

2. Information We Collect

We only collect and process information necessary to provide services, meet legal obligations, and keep the platform secure. This may include:

Identity information: first name, last name, and date of birth for age and identity verification.
Contact information: email address, telephone number (if provided), country of residence, and postal address where applicable.
Account and transaction information: payment details, deposits, withdrawals, and transaction history.
Technical and usage information: IP address, browser type, device details, access times, and system logs.
Verification documents: ID documents, proof of address, or other materials required for KYC and AML procedures.

We generally do not collect special categories of personal data, such as health details or religious beliefs, unless legally required or explicitly authorised by you.

3. How Information Is Collected

We may collect your information through several secure channels:

Directly from you, for example during registration, profile updates, document verification, or when contacting support.
Automatically through cookies, server logs, analytics tools, and device information while you use the platform.
From trusted third parties, such as payment providers, identity verification services, or social login providers if you choose them.

4. Purposes of Processing

We process your personal data only for legitimate, clearly defined purposes:

Creating, managing, and maintaining your user account and access to platform features.
Processing and securing deposits, withdrawals, and payment activities.
Providing customer support and responding to enquiries.
Complying with legal and regulatory obligations, including KYC, AML, and tax requirements.
Maintaining platform security and preventing fraud, abuse, or unauthorised access.
Improving platform performance, features, and user experience.
Sending marketing communications and updates where you have given explicit consent.

5. Legal Basis for Processing

Performance of a contract or steps taken before entering into a contract.
Compliance with legal obligations, such as anti-money laundering and regulatory duties.
Legitimate business interests like maintaining platform security, reliability, and stability.
Your explicit consent, for example when receiving marketing materials or using optional features.

6. Sharing of Information

We share your information only when necessary and exclusively with carefully chosen service providers and partners:

Payment service providers and banks for transaction processing.
Specialised providers assisting with identity verification and compliance checks.
Technology and cloud service providers operating under appropriate data processing agreements.
Analytics and security providers that, where possible, use anonymised or pseudonymised information.
Professional advisors such as legal or tax consultants when required.
Regulatory authorities, courts, or law enforcement when legally obliged.

We do not sell, rent, or transfer your personal information to third parties for commercial purposes.

7. International Data Transfers

Some service providers, such as cloud hosts or analytics partners, may operate outside your jurisdiction. When international transfers occur, we use safeguards like standard contractual clauses or similar legal mechanisms to ensure adequate data protection.

8. Data Security

We implement robust technical and organisational measures to safeguard your information:

Encrypted data transmission using modern security protocols like TLS 1.3+.
Strong encryption of sensitive data at rest using technologies such as AES-256.
Regular security assessments, penetration tests, and independent reviews.
Continuous monitoring for suspicious activity and potential threats.
Strict access controls and role-based permissions for authorised staff.
Segregated safeguarding of client funds through regulated financial partners.

Although no system can guarantee absolute security, we continually work to reduce risks and maintain a high security standard.

9. Data Retention

Personal data is retained only as long as necessary to fulfil the purposes set out in this Policy or to meet legal obligations:

For the duration of your active account and contractual relationship with us.
For additional periods required by tax, regulatory, or legal obligations.
Until consent is withdrawn where processing relies solely on your consent.

When data is no longer required, it is securely deleted or permanently anonymised.

10. Your Rights

Subject to applicable law, you can exercise the following rights regarding your personal data:

Request access to the information we hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of your information where legally permitted.
Request restriction of processing in certain circumstances.
Receive your information in a structured, commonly used, machine-readable format.
Withdraw previously given consent at any time.
Submit a complaint to a competent data protection authority.

11. Cookies and Similar Technologies

We use cookies and similar technologies to ensure platform functionality, analyse usage, and improve the user experience. Essential cookies are always active; analytics and marketing cookies require your consent. More details are in our Cookie Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy occasionally due to legal, regulatory, or operational changes. The latest version will always be on the website. Where significant changes occur, we may notify you by email or platform notification.

13. Privacy Contact Information

If you have questions about privacy, this Policy, or exercising your rights, contact us by email at [email protected] or via the website contact form. We will review your request and respond as promptly as possible.