Rook Agentics Limited, trading as Rook Agentics ("Rook", "we", "us"), is committed to protecting your personal data and being straight with you about how we use it. This policy explains what we collect, why, how long we keep it, and the rights you have under the EU General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.
We are the data controller for the information described here. If anything below is unclear, contact us at bobby@rookagentics.com and we'll explain it in plain terms.
Who we are
Rook Agentics is an Irish payments brokerage. We connect businesses to leading card-acquiring providers and negotiate card acceptance rates on their behalf. We are not a bank or a direct acquirer, and we do not process card payments or hold funds. Our core service is a free, no-obligation card-rate review based on a recent merchant statement you choose to share with us.
- Legal name: Rook Agentics Limited
- Trading as: Rook Agentics
- Registered office: First Floor, Cretzan House, 49 The Quay, Waterford, Ireland
- Team footprint: Waterford and Dublin, serving businesses nationwide
- Website: rookagentics.com
- Privacy contact: bobby@rookagentics.com
What we collect
We only collect what we need to review your rates and stay in touch about it.
Information you give us
- Contact details: your name, business name, email address and phone number.
- Merchant statements: the card-processing statement(s) you upload so we can analyse your current rates and fees. These typically contain commercial information about your business (turnover, transaction volumes, current charges) but not consumer cardholder data.
- Anything you send us: the content of emails, forms or messages you send to us.
Information we collect automatically
- Technical data: your IP address, browser type, device information and how you use our website.
- Cookie data: as described in our Cookie Policy.
What we do not collect
We do not collect or store cardholder data (full card numbers, CVV, etc.). A merchant statement summarises charges; it is not a source of consumer card details.
Why we use your data, and our legal basis
| What we do | Why | Legal basis |
|---|---|---|
| Review your merchant statement and prepare a rate comparison | To deliver the service you asked for | Legitimate interest / steps prior to entering a contract |
| Contact you about your review and any potential savings | To follow up on your enquiry | Legitimate interest, or consent where required |
| Introduce you to a suitable acquiring partner (only with your go-ahead) | To arrange a better rate for you | Consent |
| Run and secure our website and analytics | To keep the site working and improve it | Legitimate interest / consent for non-essential cookies |
| Send service or marketing emails | To keep you informed | Consent, which you can withdraw at any time |
Where we rely on legitimate interest, we have weighed our interest in running and improving our service against your rights, and we limit what we collect accordingly. Where we rely on consent, you can withdraw it at any time.
How we handle uploaded statements
We treat your merchant statements as sensitive commercial information.
- Uploads are transmitted over an encrypted connection and stored in a secure, private storage bucket that is not publicly accessible.
- Only authorised Rook staff review your statement, and only to carry out your rate review.
- Statements are retained for 90 days and then permanently deleted, unless you become a client and ask us to keep working on your account, in which case we retain them for as long as needed to provide ongoing acquiring support and to meet any legal obligations.
- You can ask us to delete an uploaded statement at any time (see Your rights below).
Who we share data with
We do not sell your data. We never have, and we never will.
We share data only where it is necessary to provide our service:
- Acquiring partners. If you ask us to proceed, we share the relevant details with an acquiring provider so they can quote and onboard you. We do not name individual partners publicly. You will always know before we make an introduction.
- Service providers who work for us, including email delivery (Resend) for transactional and update emails, website analytics to understand site usage in aggregate, and secure hosting and storage for our platform and your uploads.
All such providers act on our instructions under data-processing agreements and may only use your data to provide their service to us. We may also disclose data where required by law, regulation or a valid legal request.
International transfers
Where a service provider processes data outside the European Economic Area, we ensure an appropriate safeguard is in place, such as an EU adequacy decision or the European Commission's Standard Contractual Clauses.
How long we keep your data
- Uploaded statements: 90 days, then deleted, unless you become a client.
- Enquiry and contact data: kept while we are in contact and for a reasonable period afterwards, then deleted or anonymised.
- Client records: kept for the duration of the relationship and for any period we are legally required to retain them.
Your rights
Under GDPR you have the right to:
- Access the personal data we hold about you.
- Rectify data that is inaccurate or incomplete.
- Erase your data ("right to be forgotten") where there is no overriding reason to keep it.
- Restrict or object to how we process your data.
- Portability, receive your data in a portable format.
- Withdraw consent at any time, where we rely on it.
To exercise any of these, email bobby@rookagentics.com. We will respond within one month. You also have the right to complain to the Irish Data Protection Commission (dataprotection.ie), though we'd appreciate the chance to put things right first.
Security
We use technical and organisational measures to protect your data, including encryption in transit and at rest, restricted and logged staff access, and regular reviews. For more detail, see our Security page.
Changes to this policy
We may update this policy from time to time. The "Last updated" date above shows the current version. Material changes will be highlighted on this page.
Contact
Questions about your data or this policy: bobby@rookagentics.com.