How we use your information.

Last updated 24 October 2026

This notice explains how ROCA Wimbledon Ltd (“ROCA”, “we”) uses personal information about leaseholders, residents, directors of residents’ and right to manage companies, freeholders, contractors and anyone who contacts us or uses this website.

Who we are

ROCA Wimbledon Ltd, registered in England and Wales, company number 09225683, 45 Quicks Road, Wimbledon, London SW19 1EY. We are registered with the Information Commissioner’s Office, registration number ZA780561. For most of the information described here we are the controller. Where we manage a building for a residents’ company, right to manage company or freeholder, that client may also be a controller of information about its leaseholders.

Questions about your information: email tara@rocawimbledon.com, call 020 8944 7408 or write to us at the address above.

What we hold

Names, contact details and correspondence.
Flat, lease and ownership details, including details of mortgage lenders and buyers when a flat is sold.
Service charge and ground rent records, payments and arrears.
Repair reports, inspection notes, photographs and records of works.
Company records for residents’ and right to manage companies, such as directors and members.
For contractors: business details, insurance, accreditations, quotes and invoices.
Anything you choose to tell us in a call, email or message.
If you sign up to our newsletter: your name, email address and whether you are a leaseholder, director or freeholder.

Why we use it, and our lawful basis

To manage the building under our management agreement with our client, and to provide services you order from us (contract and legitimate interests).
To meet our legal duties, for example service charge demands, summaries and consultation under the Landlord and Tenant Acts, building and fire safety duties, tax and accounting records (legal obligation).
To keep residents safe and deal with emergencies (legitimate interests, and vital interests in an emergency).
To send our newsletter, only if you have asked for it by ticking the consent box (consent). You can unsubscribe at any time.
To handle enquiries, complaints and disputes, and to protect our legal position (legitimate interests).

We do not sell your information, we do not share our newsletter list with anyone else, including our sister companies, and we do not use your information for marketing without your permission.

Who we share it with

The residents’ company, right to manage company or freeholder we act for.
Contractors and surveyors who need your details to carry out work or inspections.
Rentals and Sales and Higher State Design, companies under the same ownership as ROCA. Rentals and Sales provides some of our staff and office support; Higher State Design carries out maintenance only where it is instructed, and we tell clients about that connection in writing first.
Our accountants, insurers and insurance brokers, legal advisers and the Property Redress Scheme.
Providers of our block management software, payments, email and IT systems.
Buyers’ and sellers’ solicitors when a flat is sold, and anyone we must share with by law.

Some of our team and service providers work outside the UK. Where your information is accessed outside the UK, we use the safeguards UK data protection law requires.

How long we keep it

We keep records for as long as we manage the building, and then for as long as we need them to meet legal, tax and accounting requirements or to deal with any claim, normally up to six years after our involvement ends.

Your rights

You can ask for a copy of your information, ask us to correct it, and in some cases ask us to delete it, restrict how we use it, or object to how we use it. To make a request, contact us using the details above. We will reply within one month.

If you are unhappy with how we have used your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Cookies

This website uses the cookies it needs to work and to stay secure. These are always on.

With your permission, we also use Google Analytics to count visits and see which pages people use, so we can improve the site. Google Analytics sets cookies whose names start with _ga, and they last up to two years. Google processes this information for us. We use it only as totals, we do not use it to identify you, and we do not use advertising cookies.

Analytics cookies are only set if you click “Accept analytics cookies” on the banner. Your choice is remembered in your browser, and you can change it at any time from “Cookie settings” at the bottom of every page. You can also block or delete cookies in your browser settings, although parts of the site may not work properly without the ones it needs.

If you pay us online, the payment is processed by Stripe. We receive confirmation of the payment, not your full card details.