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Rooted Square Technologies

Privacy Policy

How Rooted Square LLC handles your information when you book a phone consultation, run the free website scorecard, or email us.

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Rooted Square LLC (“we”, “us”) operates rootedsquare.co, doing business as Rooted Square Technologies, and provides digital modernization services to businesses in the Greater Charlotte Area, NC. This policy explains what we collect through this website, why, and what you can ask us to do about it. We are the data controller for that information.

The short version: we collect what we need to run your consultation or your website scorecard, we store it in Google Cloud, we do not sell it, and we run no advertising trackers on this site. We use Google Analytics to count visits and see which steps of booking people complete, and FullStory to watch how people use the pages so we can fix what confuses them.

What we collect

When you book a consultation

The booking form asks for your name, phone number and email address, and optionally your business name and a note about what you need. You choose the date and time. All of it is information you type in deliberately.

Alongside it we store the appointment details and a small amount of technical context recorded automatically with the request: your browser’s user-agent string, the page that referred you, and a one-way hash of your IP address. The hash exists to rate-limit automated abuse of the booking endpoint. We do not store your raw IP address with your booking, and a hash cannot be reversed back into one.

When you run the website scorecard

The scorecard asks for the website address you want checked, your name and email address, optionally your phone number, and your answers to five multiple-choice questions about your business. We also record your browser’s user-agent string and the page that referred you. A one-way hash of your IP address is used only to count requests and limit automated abuse; it is not stored with your scorecard.

To produce the scores, the website address is sent to Google PageSpeed Insights, a Google service that loads the public page and returns the results. We store the scores, and email you one report from our Gmail mailbox. That is the only email we send about the scan, and we do not add you to a mailing list. Nothing you type into the scorecard is sent to Google Analytics or FullStory.

When you email us

If you email us directly instead of booking, we only have whatever you choose to put in that email: your address and anything you write. We do not add anything to it automatically.

If you reach us by email or through someone who recommended us, and we then add you to our records so we can follow up or book a call, we hold what you told us: your name, how to reach you, your business and what you asked for. The same rights below apply, including deletion.

Analytics

This site uses Google Analytics 4 to count page visits and to see which steps of the booking process people complete: which button they clicked, which day and time they picked, whether the booking went through, whether they clicked our email link, and how far people get through the website scorecard (started, finished with an overall result of good, needs work or needs attention, or hit an error). The website address and contact details you enter are never part of that. Google Analytics records general technical details such as your browser, device type, approximate location (city level) and the page that referred you. To tell repeat visits apart, it sets first-party cookies (_ga and _ga_*).

Nothing you type into the booking form is sent to Google Analytics: not your name, phone number, email, business name or note. Its advertising features (Google signals and ad personalization) are turned off.

This site also uses FullStory, which records how visitors use the pages: clicks, taps, scrolling, mouse movement and the pages viewed, along with your browser, device type and approximate location. We use the recordings to find parts of the site that are hard to use. To tell repeat visits apart, it sets a first-party cookie (fs_uid). Everything you type into a form field on this site is masked, so it is not recorded: not your name, phone number, email, business name or note. We do not use FullStory to identify you, and we do not link a recording to your booking.

If your browser sends a Global Privacy Control signal, neither Google Analytics nor FullStory loads at all. You can also block Google Analytics everywhere with Google’s opt-out browser add-on.

What we do not collect

  • No advertising trackers. No advertising pixels, no ad networks, no remarketing. Google Analytics and FullStory are the only third-party scripts on this site.
  • No advertising or cross-site cookies. The only cookies are the Google Analytics and FullStory ones described above. We don’t show a cookie banner. Global Privacy Control is the way to opt out of both.
  • No payment details. There is no checkout on this site. Prices shown here are starting prices, and your proposal confirms the final number. If you become a client, we invoice you through Stripe: you pay on Stripe’s page, and we never see or store your card number.
  • No sensitive categories. We do not ask for government identifiers, health or financial information, and you should not put any into the note field.

How we use it

Only to respond to you and to run the consultation or scorecard you asked for. Specifically: to run the scan and send you its results, to place the call, to put the appointment on our calendar and send you an invitation, to email you a confirmation with a link to cancel, to prepare a quote if you want one, and to follow up about that inquiry.

We do not sell your information, rent it, or share it with advertisers or data brokers. We do not add you to a marketing list on the strength of a booking or a scorecard, and we do not use what you tell us to train machine-learning models.

Our lawful basis, where that framing applies to you, is your consent in submitting the form together with our legitimate interest in responding to a business inquiry you initiated.

Where it is stored, and who else can see it

Your information is held in Google Cloud services: Cloud Firestore for the booking record and Google Calendar for the appointment, on infrastructure located in the United States. Google acts as our processor and its handling is governed by the Google Cloud Data Processing Addendum.

When you book, the appointment is created on our business calendar and an invitation is emailed to the address you gave, so the meeting appears on your calendar too. We also send you one confirmation email, from our Gmail mailbox, with a link to cancel the booking. It uses your name, your email address and the appointment time, and nothing else. If you ask us for a quote, we email it to you from the same mailbox as a PDF attachment, with a short note. It uses your name, your email address and the details of the quote, and nothing else. Aside from Google, as our infrastructure provider and for the usage statistics described above, FullStory, which receives the usage recordings described above, and Stripe, which prepares quotes and handles invoices and payments if you ask for a quote or become a client (it receives your name, email address and what you are quoted or invoiced), no third party receives your information. Your booking details never go to Google Analytics or FullStory. Access on our side is limited to the operator delivering the consultation.

We may disclose information if the law requires it, or where we need to in order to establish or defend a legal claim.

How long we keep it

Booking and scorecard records are kept for as long as we have an active or prospective business relationship with you, so that we have a record of what was discussed and quoted. A scorecard you run and never follow up on is kept the same way until you ask us to delete it. If you ask us to delete your information, we will do so. See the contact details below.

Quotes and invoices are kept for as long as we work together and for as long as tax and accounting rules require us to keep financial records.

The abuse rate-limit counters that support booking and the website scorecard hold no name, email or website address, only a count tied to a one-way hash, and they are deleted automatically, typically within a day of expiring. The short hold placed on a time slot while you confirm it stops counting after a couple of minutes; the slot record itself is kept, so that a time cannot be booked twice.

Google Analytics usage data is kept for 14 months, then deleted automatically. FullStory recordings are kept for 30 days, then deleted automatically.

Your choices

You can ask us to:

  • Show you what we hold about you.
  • Correct anything that is wrong.
  • Delete it, where we are not required to keep it.
  • Stop contacting you: we will close the inquiry and not follow up.
  • Cancel a booking, which removes the appointment from the calendar and frees the time. Use the cancel link in your confirmation email, or just email us. We keep the booking record, marked as cancelled.

Email hello@rootedsquare.co and we will act on it. We aim to respond within a few business days. We will not charge you for a reasonable request, and we will not treat you differently for making one.

Depending on where you live you may have additional statutory rights, including under the California Consumer Privacy Act or the UK and EU GDPR. We honor the rights above for everyone who asks, wherever you are, which covers the substance of those regimes. We have never sold or shared personal information as those laws define it.

Our use of Google APIs

This site reads availability from, and writes appointments to, a Google Calendar belonging to Rooted Square LLC. That access is authorized once by us, to our own business account. Booking a consultation does not ask for access to your Google account, and we never request, receive or store your Google credentials.

Rooted Square LLC’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Concretely, the calendar data we obtain is used only to show open consultation times and to create the appointment you requested. We do not transfer it to others except as needed to provide that feature, do not use it for advertising, and do not allow humans to read it except with your consent, where required for security or to comply with the law.

Security

The site is served over HTTPS. Form submissions go to a server-side endpoint; the public site holds no database credentials and cannot read or write the database directly. Stored records are only reachable through authenticated server code, and the database itself rejects direct client access outright.

No system is perfect, and we will not pretend otherwise. If you believe your information has been exposed, tell us at hello@rootedsquare.co and we will investigate.

Children

This is a service for business owners. It is not directed at children under 13, and we do not knowingly collect their information. If you believe a child has submitted something, contact us and we will delete it.

Changes

If our data handling changes, we will update this page and move the date at the top. Material changes to how we use information you have already given us will be communicated directly, to the email address on your booking.

Contact

Privacy questions and requests: hello@rootedsquare.co. We serve the Greater Charlotte Area, NC and operate as a service-area business, so we publish an email address rather than a walk-in street address; we will provide our postal address on request if you need it in writing.

See also our Terms of Service.