Privacy Policy
This Privacy Notice for Root HR Ltd (“we”, “us”, or “our”) describes how and why we may access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:
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Visit our website at roothr.co.uk, or any website of ours that links to this Privacy Notice
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Use our Root HR platform, including the web application and any related services
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Download and use any Root HR mobile application that links to this Privacy Notice
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Engage with us in other related ways, including sales, marketing, customer support, or events
Root HR is a workforce and compliance management platform designed to help businesses manage employees, HR records, compliance requirements, attendance, documentation, and workforce operations efficiently.
If you have any questions or concerns about this Privacy Notice or our data practices, please contact us at:
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice.
What personal information do we process?
We may process personal information depending on how you interact with our Services, including account information, contact details, and technical data.
Do we process sensitive personal information?
No. We do not intentionally collect or process sensitive personal information.
Do we collect information from third parties?
In some cases, limited information may be received from integrated services (for example authentication providers or APIs), depending on the features used.
How do we process your information?
We process your information to:
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Provide and maintain our Services
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Improve platform functionality
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Communicate with users and customers
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Ensure system security and prevent fraud
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Comply with legal obligations
Do we share your information?
We may share information with trusted service providers necessary for operating our platform (for example hosting providers, analytics services, payment processors, or AI providers).
How do we keep your information safe?
We use appropriate technical and organisational security measures to protect personal data. However, no internet transmission can be guaranteed to be 100% secure.
What are your rights?
Depending on your location, you may have rights under UK GDPR and other applicable laws, including the right to access, correct, or delete your personal information.
To exercise your rights, please contact us at info@roothr.co.uk.
TABLE OF CONTENTS
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What Information Do We Collect?
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How Do We Process Your Information?
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What Legal Bases Do We Rely On To Process Your Personal Information?
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When And With Whom Do We Share Your Personal Information?
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Do We Use Cookies And Other Tracking Technologies?
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Do We Offer Artificial Intelligence-Based Products?
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How Do We Handle Social Logins?
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How Long Do We Keep Your Information?
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How Do We Keep Your Information Safe?
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Do We Collect Information From Minors?
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What Are Your Privacy Rights?
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Controls For Do-Not-Track Features
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Do United States Residents Have Specific Privacy Rights?
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Do We Make Updates To This Notice?
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How Can You Contact Us About This Notice?
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How Can You Review, Update, Or Delete The Data We Collect From You?
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
We collect personal information that you voluntarily provide to us when you:
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Register an account
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Request information about our Services
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Contact us for support
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Use Root HR features
Personal information may include:
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Full name
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Email address
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Phone number
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Company name
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Job title
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Account credentials
Payment Data
If you purchase a subscription, payment details are processed securely by our payment provider Stripe.
Stripe privacy policy:
https://stripe.com/gb/privacy
Information automatically collected
When you access our Services, we may automatically collect technical information including:
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IP address
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Device type
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Browser information
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Operating system
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Usage data
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Pages visited and actions taken
This information helps us:
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Maintain security
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Improve system performance
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Analyse product usage
We may also collect information using cookies and similar technologies.
2. HOW DO WE PROCESS YOUR INFORMATION?
We process personal information to:
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Provide and operate Root HR
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Manage user accounts
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Deliver HR and compliance features
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Communicate with customers and users
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Improve platform functionality
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Detect fraud or security threats
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Comply with legal requirements
3. WHAT LEGAL BASES DO WE RELY ON?
If you are located in the United Kingdom or the European Economic Area, we rely on the following legal bases:
Consent
Where you have given clear consent for us to process your personal data.
Contractual Necessity
Where processing is necessary to provide the Root HR services you have requested.
Legal Obligations
Where processing is necessary to comply with legal or regulatory obligations.
Legitimate Interests
Where processing is necessary for legitimate business purposes such as improving services or preventing fraud.
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
We may share personal data with:
Service Providers
Including hosting providers, payment processors, analytics services, and technical support providers.
Business Partners
Where integrations or joint services are provided.
Legal Authorities
Where required by law or regulatory obligations.
We only share the minimum amount of information necessary.
5. DO WE USE COOKIES AND TRACKING TECHNOLOGIES?
Yes. We use cookies and similar technologies to:
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Maintain system functionality
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Store user preferences
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Analyse platform performance
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Improve user experience
You can control cookie preferences through your browser settings.
6. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
Root HR may include features powered by artificial intelligence and machine learning technologies.
These features may support functions such as:
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HR automation
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Document generation
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Predictive insights
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AI assistants or chatbots
AI services may be provided through trusted third-party providers such as OpenAI.
Your data is processed according to this Privacy Notice and relevant agreements with these providers.
7. HOW DO WE HANDLE SOCIAL LOGINS?
Root HR may allow login through third-party authentication providers.
When you choose this option, we may receive limited profile information such as:
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Name
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Email address
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Profile picture
This information is used only to create or authenticate your account.
8. HOW LONG DO WE KEEP YOUR INFORMATION?
We retain personal data only as long as necessary to:
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Provide the Services
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Comply with legal obligations
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Resolve disputes
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Enforce agreements
When data is no longer required, we securely delete or anonymise it.
9. HOW DO WE KEEP YOUR INFORMATION SAFE?
We implement security measures including:
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Encrypted connections (HTTPS)
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Secure server infrastructure
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Access control and authentication systems
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Regular security monitoring
However, no system can guarantee complete security.
10. DO WE COLLECT INFORMATION FROM MINORS?
Root HR is not intended for individuals under 18 years of age.
We do not knowingly collect personal information from children.
11. WHAT ARE YOUR PRIVACY RIGHTS?
Depending on your location, you may have rights including:
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Access to your personal data
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Correction of inaccurate data
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Deletion of personal data
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Restriction of processing
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Data portability
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Withdrawal of consent
To exercise your rights, contact us at:
12. CONTROLS FOR DO-NOT-TRACK FEATURES
Most browsers include Do-Not-Track (DNT) settings. Currently there is no universal standard for responding to these signals.
13. PRIVACY RIGHTS FOR UNITED STATES RESIDENTS
Residents of certain US states may have additional privacy rights under applicable laws, including the right to request access, correction, or deletion of personal information.
Requests can be submitted via:
14. DO WE MAKE UPDATES TO THIS NOTICE?
Yes. We may update this Privacy Notice from time to time to reflect legal or operational changes.
When updates occur, the “Last Updated” date will be revised.
15. HOW CAN YOU CONTACT US?
If you have questions about this Privacy Notice, contact us at:
Root HR Ltd
Suite 1T Southgate House
88 Town Square
Basildon
Essex SS14 1BN
United Kingdom
Email: info@roothr.co.uk
16. HOW CAN YOU REVIEW, UPDATE OR DELETE YOUR DATA?
You may request to review, update, or delete your personal information by contacting us at:
✅ This version is safe for UK SaaS platforms and consistent with Root HR’s features (AI, compliance monitoring, HR platform, Stripe payments).