Rootra Privacy Notice

Last updated: [18/12/25]

Rootra is committed to protecting your privacy and handling your personal information with care, transparency, and respect. This Privacy Notice explains how we collect, use, store, and protect your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller:
Rootra Ltd [16886986]
Email: hello@rootra.co.uk

Rootra Ltd is responsible for how your personal data is collected and used.

2. What Information We Collect

Depending on how you engage with Rootra, we may collect the following information:

a) General personal information

  • Name

  • Email address

  • Contact details

b) Booking and service-related information

  • Class or service booked (Yoga, Reset, Therapy)

  • Booking history

  • Attendance information

c) Health and wellbeing information (special category data)

For Rootra Therapy, and where relevant for wellbeing services, we may collect:

  • Mental health information

  • Information shared in intake forms

  • Risk or safeguarding-related information

This information is only collected where necessary and handled with heightened care.

d) Website and contact forms

  • Information you submit via contact or enquiry forms

  • Mailing list or expressions of interest

3. How We Use Your Information

We use your personal data to:

  • Provide and manage Rootra services

  • Respond to enquiries or expressions of interest

  • Manage bookings, cancellations, and communications

  • Assess suitability for Rootra Therapy

  • Meet legal, ethical, and safeguarding obligations

  • Improve our services and website

We only use your data where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, Rootra processes personal data on the following lawful bases:

  • Consent – where you have given clear permission (e.g. contact forms, therapy intake forms)

  • Contract – where processing is necessary to deliver a service you have booked

  • Legal obligation – where required by law

  • Legitimate interests – to run and improve Rootra services in a fair and expected way

For special category data (such as mental health information), we rely on:

  • explicit consent

  • provision of health or therapeutic services

5. Confidentiality & Therapy Services

Information shared in relation to Rootra Therapy is handled sensitively and confidentially, in line with professional and ethical standards.

There are rare situations where confidentiality may need to be broken, such as where there is a serious risk of harm to you or others, or where required by law. Full details are provided in the Rootra Therapy Contract.

6. How We Store and Protect Your Data

We take appropriate steps to protect your personal data, including:

  • Secure digital storage

  • Password-protected systems

  • Limiting access to information on a need-to-know basis

We only retain your information for as long as necessary for the purposes it was collected, in line with legal and professional requirements.

7. Sharing Your Information

Rootra does not sell your personal data.

We may share information only where necessary, for example with:

  • booking and scheduling platforms

  • secure email or form providers

  • professional advisors (where legally required)

All third parties are expected to handle your data in line with data protection law.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate information

  • Request deletion of your data (where applicable)

  • Withdraw consent at any time

  • Object to or restrict certain processing

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

You can exercise these rights by contacting us using the details above.

9. Cookies

Rootra’s website may use essential cookies to ensure it functions properly. Further information about cookies will be provided where applicable.

10. Changes to This Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes in our services or legal requirements. The most up-to-date version will always be available on our website.

11. Contact

If you have any questions about this Privacy Notice or how your data is handled, please contact:

Rootra Ltd
Email: hello@rootra.co.uk