Privacy Policy

Roots care how your personal information is treated and we value your privacy.

Personal information we collect: general

 

We collect personal information from you in the course of our business including through the use of our website, when you contact or request information from us when you attend our events or send your CV to us, or as a result of business communications with our staff. Information we collect includes:

  • Basic information such as your name, your company, your job title, and a profile photo

  • Contact information such as your postal, web, and email addresses and your phone number

  • Payment-related information

  • Information from your visits to our website or concerning materials and communications we send to you electronically

  • Information related to your involvement in the event such as your quote or comment regarding the event

 

Personal information we collect if you are attending any of our events

 

A key purpose for any individual or company attending our business conferences is to network and meet new potential business partners. To achieve this, a certain amount of your personal information must therefore be made available to everyone attending. This will be processed only for the duration of the event and will be made available to other participants. Information includes;

  • Basic information such as your name, your company, and your job title

  • Profile photos, videos, and photos taken by Roots at the event

  • Information you have included on slides when presenting and comments you have made during your participation in panel discussions

  • A personal or company profile explaining your area of expertise or the services your company offers

  • A copy of your business card if you have asked us to share with other participants

 

Roots reserve the right to take photography, video, and sound recordings of individuals participating at Roots events and is hereby authorized to copyright, use and publish the same in print and/or electronically. Roots may use such materials as well as any presentation materials supplied by participating individuals with or without individuals' names for any lawful purpose including publicity, illustration, advertising, and web content concerning any event.

 

How long do we keep your personal information?

Unless otherwise specified, we will retain your personal data only for the duration of your business with us. For example, if you attend one of our events, we will retain your data from the moment you register your attendance with us until shortly after the event or, if you fill in a Contact Form on our web, we will respond to you and store your information until your inquiry is answered or resolved, and no longer.

 

If you request to add your details to our distribution list to receive information concerning our future events or job positions, we will keep your personal information for a maximum period of five years.

 

How we collect personal information

 

We collect information about you when you provide it to us or interact with us directly, for instance engaging with our staff or registering to attend one of our events

 

We collect your personal information when you request information concerning the services we offer via Contact Forms on our web or during email communications sent to and from us.

 

We may collect or receive information about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publically available sources

 

How we use personal information

 

We use personal information collected;

  • To promote our services, including information about job vacancies and details of events

  • To arrange your attendance at our events and to communicate to other participants that you are attending

  • To manage and administer our relationship with you

  • To provide the information requested by you

  • To improve the quality of the services we offer and the tools we use to promote our offer including our website and other marketing materials

  • For recruitment

 

Use of Roots website

 

Bookings to attend our events are made via an Online Booking Form located on our website or via an internal electronic Booking System that sends out attendance notifications to you. In these instances, we collect only the personal information necessary about your attendance and the payment of fees associated with attendance. As part of the booking process, we also give you the option to opt-in to receive ongoing marketing materials concerning future events.

 

Our website invites you to provide us with personal information by completing an email inquiry form or by directly sending us an email.  The purpose of these emails is apparent at the point that you provide your personal information and we only use this information for those purposes.

 

Our website uses Google Analytics, a web-based analytics tool that tracks and reports on how the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited, and the length of time spent on the site, is aggregated and therefore anonymous.

 

You may refuse the use of cookies or withdraw your consent at any time by selecting the appropriate settings on your browser but please note that this may affect your use and experience of our website. By continuing to use our website without changing your privacy settings, you are agreeing to our use of cookies.

 

Attending meetings and events

 

We collect and process personal information about you concerning business meetings with any of our staff or as a result of attendance at our events.

 

Whom we share your personal information with

 

If you are attending one of our events, and unless already specified by you, we will share your basic personal information with other participants via printed materials and electronic networking applications used before, during, and immediately after the event.

If you are sending your personal information to us concerning the recruitment services we offer to third-party clients, we will share your personal details with these third parties concerning specific job opportunities for which you have expressed interest.

 

We may also share your personal information with suppliers to whom we outsource certain support services such as printing, translation, and photocopying. We may also share your data with third parties involved in the hosting or organizing of our events, or other events we co-organize with them.

 

If in the future we re-organize or transfer all or part of our business, we may need to transfer your information to new Roots entities or to third parties through which the business of Roots will be carried out.

 

We may use social media sites such as Facebook, LinkedIn, and Twitter to advertise your attendance at one of our events however we will only do this after receiving your prior permission.

 

We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

 

How we protect and store your personal information

 

To ensure unauthorized access, use, disclosure, alteration, or destruction consistent with applicable data protection laws, we store and protect your personal data in a secure, encrypted database.

 

Your rights

 

Right to be forgotten:

If at any time you request that your personal data should be deleted, we will do so and also stop sharing it with any third parties who are also then obligated to stop processing it.

Right to access:
If you request details of the information we hold on you, we will provide you with electronic copies of that data. We will also show where the data is stored and what it is being used for. You may also have the right to complain about our processing of your personal information with a local supervisory authority.

Mandatory Breach Notification:
If a security breach that is likely to “result in a risk to the rights and freedom of individuals” occurs, we will notify you and also data protection authorities within 72 hours.