Privacy Policy

Last updated: 31 March 2026

RootNote ("we", "us", "our") is operated by RootNote, London, UK. This Privacy Policy explains what personal data we collect, why we collect it, and your rights under the UK GDPR and EU GDPR.

1. What Data We Collect

• Analytics data. With your consent, we set a randomly-generated visitor ID in localStorage and send it to our analytics service (Polsia Analytics). This lets us count unique visitors and page views. No name, email, or IP address is stored in this identifier.
• Licence enquiries. When you submit a licensing enquiry we collect your name, email address, company name, and the details you provide. This data is stored in our database and used solely to respond to your enquiry.
• Server logs. Our hosting provider (Render) automatically records HTTP request metadata (IP address, user agent, timestamp) in server logs. These are retained for up to 30 days for operational purposes.

2. Legal Basis for Processing

• Analytics: Consent (Art. 6(1)(a) GDPR). You can withdraw consent at any time by clicking "Reject" on the cookie banner or by clearing your browser's localStorage.
• Licence enquiries: Legitimate interests (Art. 6(1)(f) GDPR) — responding to a business enquiry you initiated.
• Server logs: Legitimate interests (Art. 6(1)(f) GDPR) — operating and securing our service.

3. Cookies & Local Storage

We do not use cookies for advertising. With your consent we store a single analytics identifier in localStorage under the key polsia_vid. We also store your consent preference under the key rn_gdpr_consent. You can clear these at any time in your browser settings.

We do not use tracking pixels from advertising networks, social media platforms, or data brokers.

4. Third-Party Services

• Polsia Analytics — our analytics backend. Receives an anonymous visitor ID and the site slug. No personally identifiable information is transmitted.
• Render — our hosting provider, based in the US. Data is transferred under standard contractual clauses.
• Neon — our database provider. Licence enquiry data is stored in a Neon PostgreSQL database.
• Google Fonts — fonts are loaded from Google's CDN. Google may record your IP address when fonts are served. See Google's Privacy Policy.

5. Data Retention

Licence enquiry data is retained for up to 3 years or until you request deletion. Server logs are retained for up to 30 days. Analytics identifiers persist until you clear localStorage.

6. Your Rights

Under UK/EU GDPR you have the right to: access your personal data; rectify inaccurate data; request erasure; object to processing; data portability; and lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any right, email us at privacy@rootnote.co.uk. We will respond within 30 days.

7. Children

RootNote is not directed at children under 16. We do not knowingly collect data from children.

8. Changes to This Policy

We may update this policy. Material changes will be noted with a new "Last updated" date at the top of this page.

9. Contact

RootNote, London, UK · privacy@rootnote.co.uk