PRIVACY POLICY
INTRODUCTION
This notice sets out how Root Innovation Limited (we, us, our) handle the personal data of data subjects whose personal data comes into our possession though our core activities of providing professional services and through data subjects’ use of our website (our Services).
This notice details:
- The types of personal data that we may collect or be provided with.
- What we do with that personal data.
- Our lawful basis for processing such personal data.
- Your rights in relation to your personal data held by us.
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
If we hold personal data about you in relation to our Services, Root Innovation Limited, 12 Clarence Road, Poole, Dorset, BH14 8AX is the controller and responsible for your personal data.
If you have any questions about this privacy notice, including any requests to exercise your rights, please contact tracy@root-innovation.com.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
INFORMATION WE MAY COLLECT FROM YOU
Identity Data – includes first and last name, username or similar identifier, title, date of birth, gender and dietary requirements. Contact Data – includes billing address, email address and telephone numbers.
Contact Data – includes billing address, email address and telephone numbers.
Marketing Communications Data – includes your preference in receiving marketing from us or if you have chosen not to be contacted.
HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you:
- Direct interactions – You may give us your Identity and/or Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for our Services
- Your employer or similar – When we are instructed by a client in relation to our Services, they may provide us with your personal information where that is relevant to the Services we are to provide.
- From our clients/associates – Relating to the work we are carrying out for them.
- Third parties or publicly available sources – We may receive personal data about you from various third parties and public sources such as: Companies House; your own or your employer’s website; LinkedIn.
OUR USE OF YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
| Activity/Purpose | Data | Lawful basis |
|---|---|---|
| To register you as a new client. | Identity.
Contact. |
Where you are not our direct client – Necessary for our legitimate interests (to provide Services in a lawful manner). |
| To administer and protect our business, this website and provide our Services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | Identity.
Contact. |
Where you are not our direct client – Necessary for our legitimate interests (to provide Services in a lawful manner). |
| Marketing Activity | Identity.
Contact. Marketing Communications |
Necessary for our legitimate interests (to market to potential and existing customers in a compliant manner). |
| Prospective engagement of you as an employee or consultant | Identity.
Contact. |
Performance of a contract (or steps prior to contract at your request).
Necessary for our legitimate interests (to conduct reasonable prior employment screening). |
MARKETING
Where you unsubscribe from our marketing messages or object to our marketing to you we will not market to you but will retain a record that we are not to send such correspondence to you.
COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. The cookies we use on our website are to ensure functionality of the website, not for marketing purposes.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the table above.
Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- Business partners.
- Auditors and professional advisors, such as lawyers and consultants.
- Law enforcement officials.
- Third-party service providers, such as providers of:
- IT system management;
- information security; or
- human resources management.
Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, 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 unauthorised 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.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
- request access to your personal data (commonly known as a “data subject access request”);
- request correction of the personal data that we hold about you;
- request erasure of your personal data;
- object to processing of your personal data where we are relying on a legitimate interest (or those of a third party);
- request restriction of processing of your personal data
You also have the right to object where we are processing your personal data for direct marketing purposes.
CHANGES TO OUR PRIVACY POLICY
This version was last updated on 6th July 2020 and historic versions can be obtained by contacting us.
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
CONTACT
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to tracy@root-innovation.com.