Privacy notice

This website is run by ROOTMAX LTD (“RootMax”, “we”, “us”). ROOTMAX LTD is a private company limited by shares, registered in Scotland under company number SC903961. Our registered office is at Westpoint House Prospect Road, Arnhall Business Park, Westhill, Scotland, AB32 6FJ.

We are the controller of the personal information described in this notice. That means we decide why and how it is used, and we are responsible for looking after it.

We are registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZC268356.

For any question about your information, email us at info@rootmax.net, or call us or send a WhatsApp message ↗ to +44 7882 500582. We have not appointed a data protection officer, so privacy questions come to us there too.

This notice covers our website, rootmax.net, the emails and WhatsApp messages you send us, phone calls with us, and calls you book through our booking page. If you become a client, our agreement with you will explain how we handle information as part of the work.

No analytics or tracking, and no cookies of our own. Our pages do not set cookies, run analytics, or include advertising tags or social media plugins, and they do not use browser storage such as local storage. Like any website, your browser keeps copies of our pages in its normal cache so that they load quickly. Our fonts and images are served from our own website, so loading a page does not contact a font service or an image service.

What is needed to show you a page. Like any website, ours needs some technical information to deliver a page to you. Each visit passes through Cloudflare, which manages our domain name and delivers and protects our website. It then reaches the server we run for our website, which is hosted by Hostinger, and that server delivers the page. To send you the page, they process your IP address, the page you asked for, the date and time, and the details your browser shares, such as its type and your device’s operating system. This information is used to deliver the website, keep it secure and stop abuse.

Our own website software does not keep a record of your visits. There is one exception. If a page fails because of a fault on our server, the server may record that request, without your IP address, so that we can fix the fault.

Pages that open faster. When you click or tap a link to another page of our website, your browser may start loading that page a moment early, so that it opens quickly. This sets no cookies and uses no browser storage.

A security cookie from Cloudflare. If Cloudflare needs to check that traffic is genuine, it may place a strictly necessary security cookie in your browser. It is used only for security, not for advertising.

If this changes. If we ever want to add analytics, we will update this notice first and, where the law requires it, ask for your consent before anything is stored on your device.

Drafting an enquiry on our Contact page. What you type stays on that page while you prepare your draft. Our website does not save your draft. The buttons open a draft in your own email app or WhatsApp and pass your text to that app. You can also copy the draft yourself. Nothing reaches us until you send it from your email app or WhatsApp.

When you email info@rootmax.net, or any other RootMax address, we receive your name, your email address and whatever you choose to tell us, such as your company, your role and the work you have in mind.

We use this to read and reply to your enquiry, to understand what you need, to suggest a sensible next step and to keep a record of our conversation. Our email is hosted by Hostinger.

A few sentences are enough to start. You do not need to attach documents at this stage. Please do not send passwords, access details or confidential customer data by email.

Calls and WhatsApp messages. If you call us or send us a WhatsApp message on +44 7882 500582, we receive your phone number, the name on your WhatsApp profile and whatever you choose to tell us. We use them in the same way as an email: to reply to you and to follow up on your enquiry. WhatsApp, a Meta company, carries the messages, and its own terms and privacy policy apply to them.

You can book our free introductory call through our booking page on Cal.com ↗. When you book, Cal.com asks for:

• your name, email address and company name;
• what you would like the meeting to be about;
• if you wish, a phone number, notes, and the email addresses of any guests you invite.

To book a call, you need to give your name, your email address, your company name and what you would like the meeting to be about. If you would rather not, you can email us instead.

Cal.com also records the time you choose and the time zone shown on your booking. It adds the appointment to our Google calendar and sends you a confirmation by email, with the link to join the call on Google Meet.

We use these details to hold your appointment, send you the joining link, prepare for the conversation and follow up afterwards. If you give us a phone number, we use it only to reach you about the call, for example if the link does not work.

If you add guests, they receive the invitation and we receive their email addresses. Please add only people who expect to join.

During the call. The call runs on Google Meet. Google processes what is needed to run it, such as the names and email addresses of the people taking part, and your audio and video while the call lasts. We don’t record or transcribe calls or use automatic note-takers. We take our own notes so we can follow up on what we discussed. If that ever changes, we’ll ask for your agreement at the start of the call and update this notice.

Cal.com’s own website. Our booking page sits on Cal.com’s website. While you are there, Cal.com’s own privacy policy and cookie notice also apply, including any cookies it uses on its site.

Data protection law asks us to explain the legal reason, or “lawful basis”, for each use. In general terms:

• Legitimate interests. Most of what we do rests on our legitimate interest in running our business: replying to enquiries, arranging and holding calls, keeping a record of our conversations, and keeping our website working and secure. We use your information only in ways you would reasonably expect, and you can object at any time (see section 10).
• Steps before an agreement. If you ask us about a project or book a call to discuss one, we use your details to take the steps you have asked for before any agreement is made.
• Contract. If you become a client, we use your information to deliver the work we have agreed.
• Legal obligation. We keep business and tax records for as long as the law requires.
• Consent. We do not currently rely on consent. If we ever do, for example for analytics, you will be able to withdraw it at any time.

We use a small number of providers to run our website, email, WhatsApp messages and bookings:

Cal.com, Hostinger and Cloudflare act on our instructions under their own data processing terms. Our calendar and Google Meet run on a personal Google account, so Google’s own terms and privacy policy apply to the information it handles for them.

Within RootMax, only our director can see your information.

We share your information with anyone else only when we need to: with professional advisers, such as accountants or lawyers, or when the law requires it.

Some of our providers are based in, or use servers in, countries outside the UK, including the United States. We may also work with your information from outside the UK.

When information leaves the UK, we rely on the protections UK law recognises. These are a UK decision that the country protects personal information adequately (for certified US companies, the UK-US “data bridge”), or contract terms approved for UK transfers, such as the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.

You can ask us for a copy of the safeguards that apply by emailing info@rootmax.net.

We keep your information only for as long as we need it:

• Emails and messages about an enquiry that does not lead to work: up to 24 months after our last contact.
• Booking details in Cal.com and our calendar, and our call notes: up to 24 months after the call.
• If you become a client: for as long as we work together, and then for six years, to meet business and tax record-keeping requirements and to answer any questions about the work.
• Technical information about visits: Cloudflare keeps it for the short periods its service sets. Our server keeps no record of ordinary visits. If it fails to answer a request, it records the error without your IP address; these records are deleted when the server is next updated or once they reach a set size, and copies can remain in our server backups until those backups are replaced.

When a period ends, we delete the information or make it anonymous. If you ask us to delete it sooner, we will, unless the law requires us to keep it.

Under UK data protection law (the UK GDPR and the Data Protection Act 2018), you can:

• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to limit how we use it;
• object to our using it for our legitimate interests;
• ask us to pass information you gave us to you, or to another organisation, in a commonly used format, where the law provides for this;
• withdraw your consent, where we rely on it.

Some of these rights apply only in certain situations. If one does not apply to your request, we will tell you why.

We do not make decisions about you using only automated means, including profiling.

If you are unhappy with how we have handled your information, you have the right to complain to us, and we would like the chance to put it right. Email info@rootmax.net. We will confirm that we have received your complaint within 30 days, keep you informed while we look into it, and tell you the outcome.

You also have the right to complain to the Information Commission, the UK’s data protection regulator, known as the ICO, at ico.org.uk/make-a-complaint or on 0303 123 1113.

If you are in the European Union, you can also complain to the data protection authority in your country.

We choose established providers, give access only to the people who need it, and protect our accounts with two-step sign-in. No way of sending information over the internet is completely secure, which is why we ask you not to send passwords, access details or confidential customer data by email.

Our website links to other websites, such as our booking page on Cal.com ↗. When you follow a link, that website’s own privacy notice applies.

We will update this notice when the way we work changes, for example if we add analytics or a new way to contact us, and we will show the date of each change at the top. If a change affects information you have already given us, we will tell you before it takes effect.

If you have a question about this notice, email info@rootmax.net and we will help.