Last updated September 2021
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and Data Protection Act 2018 and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
It would be helpful to start by explaining some key terms used in this policy:
We, us, our
Rootsquared Ltd a company registered in England and Wales under company number 10569802 and with registered address of Over Dean, Bigfrith Lane, Cookham Dean, Berkshire, England, SL6 9PH
Our data protection officer / data privacy manager is: -
Email address: firstname.lastname@example.org
Any information relating to an identified or identifiable individual
https://partnerscore.io/ our website platform
Special category personal information
Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership
Genetic and biometric data
Data concerning health, sex life or sexual orientation
This Platform is not intended for children and we do not knowingly collect data relating to children. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
We may collect and use the following personal information about you:
This personal information is required to provide products and/or services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing products and/or services to you.
We collect most of this personal information directly from you via our Platform. However, we may also collect information:
Under data protection law, we can only use your personal information if we have a proper reason for doing so, eg:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal information for and our reasons for doing so:
What we use your personal information for
Our reasons and to fulfil our contract with you.
To provide products and/or services to you via the Platform
For the performance of our contract with you as stated above, or to take steps at your request before entering into a contract to assist you.
To receive feedback on one of our Customers in accordance with our Participant Terms
For our legitimate interests or those of a third party such as our Customer.
Ensuring business policies are adhered to, eg policies covering security and internet use
For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you.
Operational reasons, such as improving efficiency, training and quality control
For our legitimate interests or those of a third party such as our customer, ie to be as efficient as we can so we can deliver the best service for you at the best price.
Statistical analysis to help us manage our business, eg in relation to our performance, customer base, product range or other efficiency measures
For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price.
Anonymous statistical analysis for industry benchmarking
For a third parties legitimate interests ie to understand market forces.
Preventing unauthorised access and modifications to systems
For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you.
To comply with our legal and regulatory obligations.
What we use your personal information for
Our reasons and to fulfil our contract with you.
Marketing our services and those of selected third parties to:
—existing and former customers;
—third parties who have previously expressed an interest in our services;
—third parties with whom we have had no previous dealings.
For our legitimate interests or those of a third party, ie to promote our business to existing and former customers.
We shall only process special category personal information, with your explicit consent.
We may use your personal information to send you updates (by email, text message, telephone or post) about our services including exclusive offers, promotions or new service we call this “marketing”.
We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’). This means we do not need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never sell it with other organisations or third parties for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
We may ask you to confirm or update your marketing preferences if there are changes in the law, regulation, or the structure of our business.
We may share personal information with:
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you. We may also share personal information with our external auditors and insurers. We may transfer personal data outside of the UK/EEA (as below) to certain third parties approved by us.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Information may be held on our servers which are located within the EEA, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).
If any of our third parties are based outside the European Economic Area we shall put in place the appropriate safe guards this being standard model contractual clauses. For more information, including on how we safeguard your personal information, if it was to be transferred outside of the EEA when this occurs, see below: ‘Transferring your personal information out of the UK and EEA’.
We will keep your personal information while you have an account with us. Thereafter, we will keep your personal information for as long as is necessary:
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
When it is no longer necessary to retain your personal information, we will delete or anonymise it.
To deliver services to you, it is sometimes necessary for us to share your personal information outside the UK and/or European Economic Area (EEA).
Some of our external third parties are based outside the EEA such as in the United States of America so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
These transfers are subject to special rules under European and UK data protection law.
Non-UK/EEA countries may not have the same data protection laws as the United Kingdom and EEA. We will, however, use reasonable measures to ensure the transfer complies with data protection law and your personal information will be secure. Our standard practice is to use standard data protection contract clauses that have been approved by the European Commission.
If you would like further information please contact us (see ‘How to contact us’ below).
You have the following rights, which you can exercise free of charge:
The right to be provided with a copy of your personal information (the right of access).
The right to require us to correct any mistakes in your personal information.
To be forgotten
The right to require us to delete your personal information—in certain situations. This does not apply where we are required to keep records for our insurers.
Restriction of processing
The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data.
The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.
The right to object:
—at any time to your personal information being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision making
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner. We continually test our systems, and we follow top industry standards for the protection of information security.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
This privacy notice was published on 12th November 2020 and last updated on 18th May 2021.
We may change this privacy notice from time to time—when we do we will inform you via the Platform.
Our contact details are shown below:
Our contact details
Our Data Protection Officer's / data privacy manager’s contact details
Address Over Dean, Bigfrith Lane, Cookham Dean, Berkshire, England, SL6 9PH
Email address: email@example.com
Postal address: Over Dean, Bigfrith Lane, Cookham Dean, Berkshire, England, SL6 9PH
If you would like this notice in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ above).