Who we are

Our website address is: https://rockhaq.com and The Rockhaq Commmunity and/or Rockhaq are trading names of NG Magazine Ltd, a UK registered limited company (05966057).

Our company address is:

The Rockhaq Community
Phoenix Square
4 Midland Street
Leicester
LE1 1TG

You may reach our Data Protection Team by either writing to us at the above address or emailing: dataprotection@rockhaq.com

What personal data we collect and why we collect it

Personal data is any personal information you enter while on our website. This includes your name, email address, personal account preferences; transactional data, such as purchase information; and technical data, such as information about cookies. We do collect all of this data whenever you visit or sign up to become a Community Member, and/or make any purchases from our Shop (more coming soon). We use this information to give you a much better individual experience on Rockhaq and also send you Community Newsletters, news of Rockhaq Missions, competitions and more.

Some of you are aged 16 or under. If so, you will now need to ask your parents to fill out a separate form on our website, linked here. This will give their permission for us to contact you and collect and store any such data. Without this specific permission, we will no longer be able to make you a community member and/or email you. Please make sure your parent/guardian is over 18 and reads all of our Privacy Policy before they give their consent for us to contact you/create your new Rockhaq Community Member account. We will store your parents’ permission indefinitely to make sure we comply with all GDPR legislation.

When you join our Community, we collect potentially sensitive data such as your date of birth (to verify your age). This will be stored indefinitely and not be used for marketing purposes or disclosed to any third party.

We ask all website users and Rockhaq Community members to give their active consent for us to gather their information in these ways. When you join the Community as a Member, you will be asked to review our Privacy Policy and tick to agree with our Terms and Conditions (of which our Privacy Policy is a key part). When you contact us, you will be asked to tick if you are happy for us to store your data for customer service purposes and asked to tick if you wish to receive our Community newsletter.

Personal data is not just created by a user’s interactions with our site. Personal data is also generated from technical processes such as contact forms, comments, cookies, analytics, and third-party embeds. Full details are below.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

After you upload a profile photo to your user profile page, your profile picture is visible to the public in the context of your reviews, comments and other interactions on the website.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. For the majority of website users this will be your user profile photo only, however if you earn extra privileges at any point that includes the uploading of files and documents to the website, then this also applies to those items. Visitors to the website can download and extract any location data from images on the website.

Contact forms

When you contact us via our contact form, this asks for your full name, email address, company name (optional) how you heard about us and a brief message. We store this information on our website for 26 months. Although we keep contact form submissions for this time for customer service purposes, we do not use any information submitted through them for marketing purposes.

We also ask if you wish to receive our company newsletter or not. This box must be ticked with either yes or no. If you tick yes, your full name and email address will be placed on our Mailchimp email newsletter list. If you do not tick yes or no, we will assume no consent has been given and you will not be placed on any email list and we will not contact you in this way. Please see our Mailchimp section for further details on how we use this information to send you email newsletters.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and our website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). One major example of this is YouTube, which we have no control over and we suggest you familiarise yourself with their own Privacy Policies . Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. When you click on a social icon such as Facebook to share your review on there, you are subject to their own data collection practices.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use Google Analytics to track user interactions on the website and this does not expire. This will collect your IP address (anonymously, so this can’t be used to personally identify you) and other non-identifiable data. We use this information to deliver a better quality of experience for website visitors and Rockhaq Community members, by developing our website further and to plan our future events and offer more products and services to you. This may also form the basis of marketing campaigns, however we will never personally identify you during any such campaigns.

We do not use Google Marketing or Google Ads or Remarketing at all, so we do not collect information for advertising purposes.

You can opt out of analytics tracking by contacting our data protection team. Google Analytics have their own privacy policy here.

Who we share your data with

We do not share your data with any third-party partners.

We do use your data so our chosen shop software supplier, WooCommerce, and our chosen payment processor, Stripe, can work together to create your Rockhaq Community Membership. We also use Mailchimp to gather data to process our email newsletters. We have included full information on what information they all gather for us and why at the end of this page.

How long we retain your data

If you leave a comment, or post a review, the comment or review and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you (Right To Be Forgotten). This does not include any data we are obliged to keep for administrative, legal, or security purposes.

If you want to contact us about any Privacy related matters then please write to us at the address at the top of this page or email our Data Protection officer directly. Details are also immediately below.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Additional information

How we protect your data

We use several robust security measures to make sure all your data is safeguarded. Our current server is based in the UK and is run by a high-ranking provider, who have their own security measures in place including CCTV coverage, strict access control and it’s own strong firewall.

On top of that, we use two additional security plugins to monitor and proactively defend against any hacking attempts on our website. These will collect full IP addresses and where a potential attack is recognised, proactively lock out that IP address or user immediately. There may be instances where a verified and legitimate Community Member is locked out of their account, for example, when trying to recover a password. If this is the case, then please contact Team Rockhaq if you already have any direct email address or the Data Protection officer above.

We will not disclose who we are using to host our servers or what plugins we use to gather security intelligence, for we do not want to inspire any attacks by disclosing this information. Likewise, we reserve the right not to disclose this information fully until we receive an official legal warning to disclose this.

What data breach procedures we have in place

In the case of any data protection breaches, whether implied or real, we have processes in place including internal reporting systems, contact mechanisms and in a worst case scenario, full security investigations and a systematic and thorough ‘flushing out’ of any harmful viruses or attacks. The vast majority of any sensitive or financial data we collect is encrypted, meaning that this will never be able to be seen by any third party, including ourselves.

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WooCommerce

We collect information about you during the checkout process on our shop.

What we collect and store

While you visit our site, we’ll track:

  • Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed
  • Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping
  • Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!

We’ll also use cookies to keep track of cart contents while you’re browsing our site.

When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:

  • Send you information about your account and order
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Set up your account for our store
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our store offerings
  • Send you marketing messages, if you choose to receive them

If you create an account, we will store your name, address, email and phone number, which will be used to populate the checkout for future orders.

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for two years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.

We will also store comments or reviews, if you choose to leave them.

Who on our team has access

Members of our team have access to the information you provide us. For example, both Administrators and Shop Managers at The Rockhaq Community can access:

  • Order information like what was purchased, when it was purchased and where it should be sent, and
  • Customer information like your name, email address, and billing and shipping information.

Our team members have access to this information to help fulfill orders, process refunds and support you.

What we share with others

We share information with Stripe who help us provide our orders and store services to you; more information is on this below.

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Stripe Payments

We accept payments for Community Memberships through Stripe, which asks for card details to take payments. These card details are stored for recurring payments, for eg, an annual subscription will renew once a year. On the anniversary of this renewal, our Stripe system will try to take another automatic payment from the card used when registering. If it is not successful you will be informed and your membership temporarily suspended while you renew your membership manually. There will also be options to ‘pay with points’, however your initial card details will still need to be stored, although they will not be charged.

When processing payments, some of your data will be passed to Stripe, including information required to process or support the payment, such as the purchase total and billing information. Your details are securely stored in their own systems and your data is encrypted, so it cannot be hijacked by any third parties. Stripe have their own GDPR legislation in place to make sure they fully comply with all data protection laws.

Please see the Stripe Privacy Policy for more details.

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Mailchimp

We use Mailchimp to gather basic information such as your full name and email address in order to send you our email newsletters. This is so you can benefit from promotions, news of events, offers and a good overall experience of being a Rockhaq Community Member. We may use your email address to contact you individually to offer you Rockhaq Missions and more, so it is worth keeping this information up to date. We will store this information indefinitely and you can opt out of receiving community newsletters at any time, by clicking on the ‘unsubscribe’ link in each newsletter. Your data is then automatically erased from Mailchimp.

Mailchimp have their own Privacy Policy here.