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Privacy Policy

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Introduction:

This notice offers details about how we collect and utilise personal data. If you have any questions regarding this information, feel free to contact us directly.

Legal basis:

We gather, manage, and handle personal information as it is essential for delivering information, addressing your inquiries, and providing our services to you. The lawful basis for collecting, managing, and processing personal details, as well as those of your employees and service providers (excluding sensitive personal data), is contractual necessity. Individual consent is required for the collection and processing of sensitive personal data, which we typically do not request or handle.

Sensitive personal data:

  • Racial or ethnic origin

  • Political opinions

  • Religious or philosophical beliefs

  • Trade union membership

  • Genetic data

  • Biometric data

  • Data concerning health

  • Data concerning sex life or sexual orientation

We will engage in a discussion with you to determine the necessity of acquiring sensitive data before you share such information. Your subsequent provision of sensitive personal data will be considered as your consent to the processing of this information.

The decision to provide us with personal information is entirely yours. However, if you opt not to do so, it may limit our ability to assist you.

Rest assured that we neither utilise your personal data for marketing purposes nor share it with any other organization for marketing purposes.

What data we collect & what do we do with it

Working with us

We gather and utilise information pertaining to both you and your clients, encompassing personal data, to facilitate the provision of services. To communicate effectively regarding our services, we will need your contact details, including email addresses. Your name, email, and details associated with the work we perform for you will be processed and stored.

Sharing the data:

To meet our responsibilities outlined in any service contract, it will be necessary for us to disclose your data to third-party Data Controllers and Data Processors. This will include:

  • Product & service providers in relation to investments, plans and pensions.

  • Our compliance services.

  • The Financial Conduct Authority.

  • The Financial Ombudsman Service.

  • Any other regulators where so required.

We use external Data Processors who will retain information for the following purposes:

  • Research

  • Secure file sharing

  • Data backup

  • Communications

  • Accounts

  • Forecasting

  • Record Keeping

  • Regulatory Compliance

External processors are authorized to handle the data solely in accordance with our provided instructions.

Data processors

Here is a list of the utilized processors and the categories of information processed. Kindly be aware that the Privacy & Security policies of these processors are directed towards the controlling entities that employ them and may undergo updates.

  • Google

    We use Google Analytics to monitor details about web searches and interactions with our website. We also use Google drive to store documents and Google workspace to provide our email service.

  • Dropbox

    We employ Dropbox for the secure sharing of files and documents, which may include personal data relevant to the tasks we perform for clients.

  • Financial Express             

    We use Financial Express for conducting research and input personal information as part of our research and analysis activities.

  • Microsoft

    We use Office 365 for editing, storing and sharing documents.

  • Genovo

    We use Genovo to build template letters, which may require the input of personal details.

  • Hubspot

    We use Hubspot to manage our clients contact details, communication updates and case progress updates.

  • Typeform

    We use Typeform to manage new client requests, used to submit cases via our website with detail encrypted and linked directly to Google workspace.

In all instances, we make a concerted effort to minimize the amount of personal data shared. It is crucial for swift and easy identification, ensuring that the shared information remains identifiable as your personal data. Your personal information will only be shared when necessary for the provision of services or as required by law.

Storage of Your Personal Data

All data collected and stored on our cloud-based server is encrypted, with servers located in either the EEA or the US. If the server is US-based, it is covered by the EU-US Privacy Shield. Additionally, data may be stored with our listed processors under contract.

Marketing

The information collected about you is exclusively used for the purposes for which it was provided, and we will never use or share your data for marketing purposes.

Your Rights

Under data protection law, you have the right to request a copy of the information held about you, and to have any inaccuracies corrected or removed. You can also request the deletion or cessation of processing of all personal data held by us or any processor with whom we have shared your data. While we may not always be able to comply with a deletion request, you can ask us to cease processing your data.

Furthermore, you have the right to be informed about the data we collect, its location, with whom it is shared, and the processing we undertake, including questioning any automated decision-making processes.

To exercise these rights or obtain more information, please contact us in writing, by telephone, or via email.

Document Inspection

As the data controller, we reserve the right to inspect any documents or data held by you that could be relied upon by either party or are pertinent to a claim or potential claim brought by the data controller or any third party, subject to reasonable notice, and such access should not be unreasonably withheld.

Complaints

We are registered as a Data Controller in the UK with the Information Commissioner’s Office. We can be found on the ICO Register here using reference ZB631258. Further details on the ICO and their contact details can be found here.

Contact

For any queries regarding data protection, please contact us via:

Contact name: Stuart Stanford

Address: 3rd Floor, 16-18 Black Friars Lane, London, EC4V 6EB

Telephone: 0208 092 6841

Website: https://www.rootparaplanning.com/

Email: stuart@rootparaplanning.com

IP Addresses and Cookies

Our website utilizes cookies solely to enhance your browsing experience. A cookie, a piece of information stored on your computer’s hard drive, records your interactions with a website. This enables the website to provide customized options based on the stored information when you revisit.

Vital Cookies

Essential for the website’s operation, these cookies allow the site to recall text entered in a page during the same session or to determine whether a user is logged in. The site cannot function without these cookies.

Performance Cookies

These cookies gather information on website usage to improve the online experience. Examples include website analytics (e.g., Google Analytics) and ad-response rates (solely for calculating click-through rates). They do not collect identifiable information about specific visitors and typically have extended expiry rates.

Functionality Cookies

Remembering user choices within a web page, such as usernames, language, or region, functionality cookies provide an enhanced, personalized web experience. They do not track activity on other websites and are anonymous.

Advertising Cookies

Targeting or advertising cookies collect information about browsing habits to tailor third-party advertising to your interests. These cookies are usually placed with the website operator’s permission by advertisers. We do not use this type of cookie.

Any future updates to our privacy policy will be posted on our website as appropriate or communicated to you via post or email.