Privacy Policy

his privacy policy explains how RootUK Limited (“we,” “us,” or “our”) collects, uses, and protects your personal data when you use our website [insert website address] (the “Website”). We are committed to protecting your privacy and complying with data protection laws.

1. Who We Are

RootUK Limited is the data controller responsible for your personal data. Our registered office is at [Insert Address]. Our company registration number is [Insert Company Registration Number]. Our VAT registration number is [Insert VAT Registration Number].

2. What Personal Data We Collect

We may collect the following types of personal data from you:

• Information you provide directly: This includes information you provide when you fill in forms on our Website, such as your name, email address, phone number, company name, and job title. For example, when you:
  • Contact us through our contact form
  • Subscribe to our newsletter
  • Request a demo or consultation
  • Register for an event
• Information collected automatically: When you visit our Website, we may automatically collect certain information about your device and browsing activity, such as:
  • Your IP address
  • Your browser type and version
  • Your operating system
  • The pages you visit on our Website
  • The time and date of your visit
  • The website you visited before coming to our Website
  • This information is collected using cookies and similar tracking technologies (see section 6 below).
• Information from other sources: We may also receive personal data about you from other sources, such as:
  • Social media platforms if you interact with our social media pages
  • Publicly available sources

3. How We Use Your Personal Data

We may use your personal data for the following purposes:

• To provide and improve our Website: We use your data to ensure our Website functions properly, to understand how visitors use our Website, and to identify areas for improvement.
• To respond to your inquiries: We use your data to respond to your questions and requests submitted through our contact form or other channels.
• To provide you with information: We may use your data to send you newsletters, marketing communications, and other information about our products and services that we think may be of interest to you (where you have consented to receive such communications).
• To personalize your experience: We may use your data to personalize your experience on our Website and to provide you with content and offers that are tailored to your interests.
• To comply with legal obligations: We may use your data to comply with applicable laws and regulations.

4. Legal Basis for Processing Your Personal Data

Our legal basis for processing your personal data will depend on the specific purpose for which we are using your data. In most cases, we will rely on one of the following legal bases:

• Consent: We will rely on your consent to send you marketing communications and to use certain cookies (see section 6 below). You have the right to withdraw your consent at any time.
• Legitimate interests: We may rely on our legitimate interests to process your data for certain purposes, such as to improve our Website, to respond to your inquiries, and to personalize your experience. We will only rely on our legitimate interests where these interests are not overridden by your rights and interests.
• Contractual necessity: We may need to process your data to fulfil a contract we have with you (for example, if you purchase services from us through our Website).
• Legal obligation: We may need to process your data to comply with a legal obligation.

5. How We Share Your Personal Data

We may share your personal data with the following categories of recipients:

• Service providers: We may share your data with third-party service providers who provide services on our behalf, such as website hosting, data analytics, email marketing, and payment processing. These service providers are contractually obligated to protect your data and only use it for the purposes we specify.
• Business partners: We may share your data with our business partners where this is necessary to provide you with a product or service that you have requested.
• Legal authorities: We may disclose your data to legal authorities if we are required to do so by law or legal process.

6. Cookies and Similar Technologies

We use cookies and similar tracking technologies to collect information about your browsing activity on our Website. Cookies are small text files that are stored on your device when you visit a website. We use cookies for the following purposes:

• To ensure our Website functions properly
• To remember your preferences
• To understand how visitors use our Website
• To personalize your experience
• To show you relevant ads

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. However, please note that blocking or deleting cookies may affect the functionality of our Website.

7. International Data Transfers

We may transfer your personal data to countries outside the UK. These countries may not have the same data protection laws as the UK. Where we transfer your data to a country outside the UK, we will ensure that appropriate safeguards are in place to protect your data, such as:

• Standard Contractual Clauses: Using Standard Contractual Clauses approved by the Information Commissioner’s Office (ICO).
• Adequacy Regulations: Transferring to countries covered by UK Adequacy Regulations.

8. Data Security

We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encryption: Encrypting your data in transit and at rest.
• Access controls: Limiting access to your data to authorized personnel only.
• Regular security assessments: Conducting regular security assessments to identify and address vulnerabilities.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

10. Your Rights

You have the following rights regarding your personal data:

• The right to access: You have the right to request access to your personal data that we hold.
• The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data that we hold about you.
• The right to erasure: You have the right to request that we erase your personal data in certain circumstances.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• The right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
• The right to object: You have the right to object to the processing of your personal data in certain circumstances.
• The right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time.
• The right to lodge a complaint: You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe that we have infringed your data protection rights.

To exercise your rights, please contact us using the contact details provided below.

11. Third-Party Links

Our website may contain links to other websites. This privacy policy only applies to our website, so when you link to other websites you should read their own privacy policies.

12. Changes to Our Privacy Policy

We may change this privacy policy from time to time. We will post any changes on our website.

13. How to Contact Us

If you have any questions about this privacy policy or our data protection practices, please contact us at: info@rootuk.com