Contact Privacy Policy
This policy will help you understand what information we collect at Root Studio, how Root Studio uses it, and what choices you have.
You may have arrived on this page via a link within our email footer or you could have arrived after reading our website privacy policy.
When we talk about “Root Studio,” “we,” “our,” or “us” in this policy, we are referring to Root Studio, The Terrace, Grantham Street, Lincoln, LN2 1BD (Root Studio is the trading name of Lydia Bradley, Tom Bradley and Lea Chapman).
This policy will explain how we process, collect, manage and store your personal details and how your rights under the GDPR, DPA & PECR are adhered to. Our contact information is provided below if you have any questions.
Communication with us
We may store personally identifiable information about you when you email or call us. This includes but is not limited to:
Business name
Contact first name
Contact surname
Email address
Telephone number
We use Google Workspace for company email communications. Personally identifiable information may be stored within Google Workspace for use in auto-completing users email addresses when composing an email. We only ever store customers personal details within Google Workspace's contacts application after customers have contacted us directly. You can find out more about Googles privacy policy here.
We may also store personally identifiable information within Apple’s iCloud contacts application. We use iCloud to synchronise customer data between our business computers and our mobile devices. You can find out more about Apple’s iCloud privacy policy here.
Email content (which may contain personally identifiable and sensitive information) is retained indefinitely for the establishment, exercise or potential defence of legal claims should they arise.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from our email systems.
Customer relations management (CRM) software
We store contact information for prospective and current customers within our CRM software when you call, email or meet us in person.
The CRM data is held within a standard relational database hosted on a UK based server. The data is not used with any third party services and is only used for displaying information within the application itself. There are no analytics or tracking services in use on any page. All HTTP requests are handled using a secure protocol using an SSL certificate and Root Studio employees must have a secure login account to access this information.
Stored customer details are limited to:
Business name
Contact first name
Contact surname
This information is believed to be within the public domain and therefore is not encrypted or obfuscated in any way and is held in plain text. Internally, a unique ID is used to retrieve contact information for displaying throughout the various interfaces within the application.
Prospective job information (including job description, price estimation and associated notes) is associated with the customer details listed above for prospective, current, past and future work that may be undertaken by Root Studio on behalf of the customer.
In accordance with our internal policy, personally identifiable data stored within our CRM is removed when a contact has not contacted Root Studio for a period of 6 months (in cases where the customer has only ever received an estimate or quote). When a customer and/or supplier has become active (i.e we have sent or been sent an invoice or bill) we retain personally identifiable information indefinitely for account auditing and the establishment, exercise or potential defence of legal claims should they arise. All personal details are collected, processed, managed and stored in accordance with the regulations named at the start of this policy.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from our CRM system.
Accounting software
We use online accounting software (FreeAgent Central Limited) to store personally identifiable customer and/or supplier details for the purposes of invoicing, estimating, bank reconciliation and contacting our customers.
Stored customer and/or supplier details are limited to:
First Name
Last Name
Organization
Email address
Billing email address
Telephone
Mobile
Postal address (including postcode)
Country
VAT registration number (if applicable)
Customer and/or supplier data stored in FreeAgent Central Limited is used for accounting purposes and all personal details are collected, processed, managed and stored in accordance with the regulations named at the start of this policy. FreeAgent Central Limited take data security very seriously and you can find out more about this here.
Please see here for more information about FreeAgent Central Limited's privacy policy and you can find out more about their GDPR relevant policies here.
In accordance with our internal policy, personally identifiable data stored within FreeAgent Central Limited is removed when a contact has not contacted Root Studio for a period of 6 months (in cases where the customer has only ever received an estimate or quote). When a customer and/or supplier has become active (i.e we have sent or been sent an invoice or bill) we retain personally identifiable information indefinitely for account auditing and the establishment, exercise or potential defence of legal claims should they arise. All personal details are collected, processed, managed and stored in accordance with the regulations named at the start of this policy.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from our accounting system.
1Password
When you email or communicate sensitive information to us that we might need in the future (such as domain name control panel username and password details or other sensitive ‘password’ style data) we store this in our fully encrypted 1Password vault.
Root Studio employees must have a secure login account to access this information.
You can find out more about 1Password (AgileBits, Inc) privacy policies here.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from 1Password.
Dropbox
When you email or communicate digital information to us that we might need in the future (such documents, images or other data required to carry out work on your behalf) we store this using Dropbox for Business. We use this service to ensure employee’s have access to our filesystem regardless of which machine they login from across mobile and desktop applications.
Root Studio employees must have a secure login account to access this information which is secured using two factor authentication.
You can find out more about Dropbox’s privacy policies here.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from Dropbox.
Floppynet
If you have asked or ask us to purchase a domain name on your behalf we will use your personal details to register the domain name. We will make you aware of this at the time and the use of personal details to register a domain name is a requirement.
When we register the domain name we pass on your personal details to Floppynet and you can find out more about their privacy policy here.
You can contact us at any time by emailing hello@rootstudio.co.uk or calling us on 01522 528246 to request a copy of this data and to request that the data be removed from Floppynet’s systems. However, please note that this could affect the registration status of your domain name.
Resources & Further Information
v.1.2 January 2024 Edited by Lydia Bradley, Tom Bradley and Lea Chapman trading as Root Studio.