Privacy policy

This policy covers people who interact with Rootline directly: prospective and current clients, website visitors, audit buyers, and anyone who contacts us by form, email, or text.

It does not cover the websites, online stores, or customers of the businesses we work with. When we manage advertising and lead follow-up for a client, personal information belonging to that client's own customers and enquirers is controlled by the client and handled under the client's privacy policy. Section 10 explains our role, and is worth reading if you enquired with one of our clients rather than with us.

Information you give us directly. When you fill in a form, apply for an audit, book a call, or contact us, we may collect:

• Your name and job title
• Your business name and website address
• Your email address
• Your phone number
• Information about your business you choose to share, such as your trade, your service area, your team size, what a typical job is worth, your close rate, your capacity to take more work, what you currently spend on marketing and where, the platforms you advertise on, your current setup, and your goals
• Files you send or upload as part of an audit intake, such as advertising platform exports, analytics exports, call logs, or spreadsheets. These are stored in our business file storage and our CRM, and are kept for the retention periods in Section 12
• Anything else you include in a message to us

We ask for business financial information because the audit is calculated on your own numbers rather than an industry average. You are not obliged to give it. Withholding it changes what the audit can conclude, not whether you can buy one.

Information we collect automatically. When you visit our website, we and our service providers automatically collect:

• Your IP address and approximate location (city or region)
• Device type, browser, operating system, and screen settings
• Pages viewed, links clicked, time on page, and the website that referred you
• Cookie and pixel identifiers (see Section 4)

Information from third parties. We may receive information about you from advertising and analytics platforms (such as Google, Meta, and TikTok), from publicly available sources we use for prospect research (such as your website, your Google Business Profile, Instagram, TikTok, LinkedIn, or the Meta Ad Library), from our payment processor when you are billed as a client, and from the tools we use to run our business, such as our CRM and scheduling software.

We use personal information to:

• Respond to your inquiries and provide the Services you request
• Prepare and deliver audits and proposals, and run the engagement if you become a client
• Bill you and keep the records that go with it, if you become a client
• Communicate with you by email, phone, and text message about your inquiry, an audit, a proposal, or an active engagement
• Send you marketing and follow-up messages where permitted. You can opt out at any time
• Operate, maintain, secure, and improve our website
• Measure and improve our own advertising and marketing
• Keep records and meet our legal, tax, and accounting obligations
• Enforce our agreements and detect, prevent, and respond to fraud, abuse, and security incidents

Legal bases. For visitors in regions that require a legal basis for processing, we rely on: performing a contract or taking steps at your request before a contract; our legitimate business interests in running and growing Rootline; complying with legal obligations; and your consent where consent is required, such as for certain cookies and text messages.

Our website uses cookies and similar technologies, including pixels, tags, and software development kits (SDKs), to make the site work, understand how it's used, and measure and deliver advertising.

We use three categories:

• Strictly necessary. Required for the site to function and to remember your preferences. Always on.
• Analytics. Help us understand traffic and how visitors use the site.
• Marketing. Used to measure our marketing and show relevant ads to people who have visited our site.

Analytics and Marketing cookies do not load when you first arrive. They load only if you accept them on the cookie banner we show you. Strictly necessary cookies are always on because the site can't run without them.

The advertising and analytics technologies we use include:

• Meta Pixel and Conversions API, provided by Meta Platforms, Inc. These tools tell us when a visit or an action on our site followed one of our Meta ads, and let us reach similar audiences. They send Meta information such as your IP address, browser and device data, the pages you view, and the actions you take on our site. Meta processes this information under its own privacy policy.
• TikTok Pixel, provided by TikTok. It works the same way for advertising we run on TikTok, sending TikTok similar website and event data. TikTok processes this information under its own privacy policy.
• Google Analytics 4 (GA4), provided by Google. We use GA4 to measure traffic and how the site is used. Google processes this information under its own privacy policy.

These advertising tools may set cookies and collect online identifiers that are shared with the platforms above. Under some U.S. state privacy laws, this counts as a "sale" or "sharing" of personal information. See Section 9 for what that means and how to opt out.

Your choices. Our cookie banner appears when you first visit and lets you accept or decline Analytics and Marketing cookies. Nothing in those two categories loads unless you accept. You can change your choice at any time through the "Cookie choices" link in the site footer. You can also manage or block cookies in your browser settings. Blocking some cookies may affect how the site works.

For a full list of the cookies we use and how long they last, see our Cookie Policy.

If you give us your phone number, for example on our audit application or by asking us to text you, we may contact you by SMS text message about your inquiry, your audit, a proposal, scheduling, your engagement with Rootline, and related follow-up.

• Consent. We send text messages only to people who have provided their phone number and agreed to be contacted. Consent to receive text messages is not a condition of purchasing any product or service.
• Message frequency. Message frequency varies depending on your interaction with us.
• Cost. Message and data rates may apply, depending on your mobile carrier and plan.
• Opting out. You can opt out at any time by replying STOP to any text message from us. After you reply STOP, we'll send one confirmation message and won't send further texts unless you opt back in.
• Help. Reply HELP for help, or email us at sean@rootlinemarketing.com.
• Carriers. Mobile carriers are not liable for delayed or undelivered messages.

We do not sell or share mobile or SMS data. No mobile phone numbers, text messaging consent, or SMS opt-in information will be shared with third parties or affiliates for their marketing or promotional purposes. Phone numbers collected for text messaging are used only by Rootline to contact you, and may be shared with the messaging providers we use solely so that our messages can be delivered to you.

The "sale" and "sharing" disclosures in Section 9 apply to website advertising data only. They do not apply to phone numbers or SMS consent information.

As part of an audit, and again if you become a client, we ask you to grant Rootline read only access to accounts you already control. Typically that means your advertising accounts (for example Google Ads or Meta), your website analytics, and where relevant your call tracking or CRM. You can send exports instead if you would rather not grant access.

• What we see. Whatever the account contains, which usually includes campaign settings, spend, conversion data, search terms, and aggregate website analytics. In a call tracking or CRM account it can also include the names, phone numbers and messages of people who have enquired with you.
• What we do with it. We use it only to write your audit and, if you become a client, to run your campaigns. We do not use it to build audiences, to train anything, or for any purpose of our own.
• Read only means read only. We can see the account and change nothing in it. Where an engagement later needs write access, that is granted separately and explicitly by you.
• Revoking. You can revoke access at any time, directly in the platform, without telling us first. We remove exports you sent us on the retention schedule in Section 12, or sooner if you ask.
• Your responsibility. You confirm you are entitled to grant the access you grant. If an account contains personal information belonging to your own customers, you remain its controller and Rootline acts on your instructions. Section 10 explains that relationship.

Nothing on this website takes a payment. The audit is free, there is no checkout, and no card field appears anywhere on rootlinemarketing.com.

Billing only arises once you are a monthly client. It runs through Stripe, our payment processor, outside this website.

• Rootline never sees or stores your full card details. They go directly to Stripe. We could not store them if we wanted to.
• What we receive back from Stripe is limited to what we need for our records: the business name, the billing contact and email, the billing country, the amount, the date, the last four digits of the card, and whether the payment succeeded.
• What we keep. That transaction record, for as long as tax and accounting law requires. See Section 12.
• Stripe's own handling of your billing information is governed by Stripe's privacy policy, not by this one.

We do not sell your personal information for money. We share personal information only as described here:

• Service providers. We share information with companies that help us run our business, for example our CRM and conversation platform (GoHighLevel), the telephony provider that carries calls and messages (Twilio), the AI providers that let the assistant hold a conversation, our payment processor (Stripe), email and scheduling tools, website hosting and DNS, file storage, and analytics. GoHighLevel publishes its own list of the sub-processors it uses to deliver the platform, including its AI providers, and keeps that list current. They may use the information only to provide their services to us.
• Advertising platforms. As described in Section 4, advertising tools on our site share online identifiers and activity with Meta, TikTok, and Google so we can measure and run our own marketing.
• Professional advisors. We may share information with our accountants, lawyers, and similar advisors where it's needed to run the business or meet a legal obligation.
• Legal and safety. We may disclose information if required by law, to respond to legal process, to enforce our agreements, or to protect the rights, property, or safety of Rootline, our clients, or others.
• Business transfers. If Rootline is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction.

We do not share mobile phone numbers or SMS consent with third parties for their marketing. See Section 5.

We do not sell personal information, and we do not share the contents of a client's advertising or CRM accounts with anyone outside the service providers listed above. The same holds for call recordings, transcripts and summaries, which are covered in Section 11.

"Sale" and "sharing" of personal information. We do not sell your personal information for money, and we don't think of what we do as selling your data. But we want to be straight with you: the advertising cookies and pixels on our website, including the Meta Pixel and TikTok Pixel, send online identifiers and browsing activity to advertising platforms. Under California's privacy law (the CCPA, as amended by the CPRA) and similar laws in other U.S. states, that kind of data transfer can be treated as a "sale" or as "sharing" of personal information for targeted advertising, even though no money changes hands. We're disclosing it here so you can make an informed choice.

This does not apply to phone numbers or SMS consent information. We never sell or share that information.

We are based in Nevada, and Nevada residents have the right under Nevada law to opt out of the sale of certain personal information. If you're a Nevada resident and would like to make that request, contact us using the details in Section 18.

How to opt out of advertising data sharing. You can opt out of the "sale" and "sharing" described above by:

• Declining cookies on the banner shown when you first visit, or changing your choice at any time using the "Cookie choices" link in the footer
• If your browser sends a Global Privacy Control (GPC) signal, we treat it as a decision to decline. Our cookie banner won't appear and no Analytics or Marketing cookies will load for that browser
• Adjusting your browser settings to block third-party cookies
• Using the advertising platforms' own settings in your Meta, TikTok, and Google accounts
• Using the industry opt-out tools at optout.aboutads.info and youradchoices.com

Your rights. Depending on where you live, you may have the right to:

• Know and access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Opt out of the "sale" or "sharing" of your information and of targeted advertising
• Opt out of marketing emails (use the unsubscribe link) and text messages (reply STOP)
• Not receive discriminatory treatment for exercising any of these rights

To exercise any of these rights, email us at sean@rootlinemarketing.com. We'll verify your request, usually by confirming details associated with your information, and respond within the timeframe required by law. You may use an authorized agent to make a request where the law allows it.

If you're in the European Economic Area or the United Kingdom, you also have rights to data portability and to object to or restrict certain processing, and you may lodge a complaint with your local data protection authority.

Read this section if you enquired with one of our clients rather than with Rootline. It describes a materially larger role than a website analytics setup, and we would rather spell it out than leave it implied.

For local service business clients, Rootline runs an AI assistant that answers the calls the business does not pick up, along with its web forms and chat, and books the job during the call. On the marketing package we also build and run the campaign landing page, the booking form, the call tracking and the automated follow-up. That means personal information belonging to your enquirers, typically a name, a phone number, an email address, a service address or postcode, and what they said they needed, is collected through systems Rootline configures and flows through our CRM (GoHighLevel) on the client's behalf. Where the assistant answers a call, that also includes an audio recording of the call and a written transcript of it. Section 11 covers this in full and is the section to read if you called one of our clients. Rootline also sends automated text messages and emails to those people, from the client, under the client's brand.

• The client is the controller of that information, not Rootline. We act as their service provider and processor. We use it only to deliver the service the client has engaged us for, and only as set out in our agreement with them.
• We do not use it for our own purposes. We do not market to a client's leads on Rootline's behalf, we never resell a lead to another business, and we do not merge one client's leads with another's.
• It stays in the client's name. The advertising account, the conversion tracking and the CRM records are the client's from day one. If an engagement ends, the client keeps them and we lose our access.
• Text messaging consent for those enquirers is collected at the point of booking, on the client's own form, and is used only to contact that person about their enquiry with that client.

For Shopify brand clients, personal information belonging to the brand's customers sits inside the brand's own ad accounts, pixels and customer lists, is owned and controlled by the brand, and is governed by the brand's privacy policy.

If you enquired with one of our clients and you have a privacy question, or you want your information deleted, contact that business directly. You can also email us at sean@rootlinemarketing.com and we will pass the request to them and act on their instruction.

Read this section if you called a business that uses Rootline and an assistant answered. It is the most sensitive thing we handle, so it gets its own section rather than a line inside another one. There is a plain English version of all of it on our security page, which this section governs where the two differ.

Our clients are local service businesses. When one of them does not pick up, the call forwards to an AI assistant we operate on their behalf. The same assistant answers their web forms and their website chat. It asks what you need, answers questions about the business, and books an appointment. It never quotes a price, and anything about price, insurance, an emergency, or a complaint stops it and puts a person on it.

• It tells you what it is, before anything else. At the start of the call, before you are asked anything, the assistant says that it is an AI assistant and that the call is recorded. You can hang up at that point, and you can ask to speak to a person instead.
• What is captured. An audio recording of the call, a written transcript, a short written summary, and the details you give: typically your name, your phone number, an address or area, and what you need doing. For a form or a chat, the message you sent and the details in it.
• Who it belongs to. The business you called, not Rootline. They are the controller of that information and we act as their service provider and processor, under our agreement with them. It is their data and they keep it.
• Who can hear it. The business you called, and Rootline staff who need it to run and correct the assistant. Nobody else. We read a sample of conversations every month to find what the assistant got wrong and fix it, which is part of the service the business pays for.
• What we do not do with it. We do not use recordings, transcripts or summaries to train any AI model, our own or anyone else’s. We do not sell them, we do not market to you on Rootline’s behalf, we do not pass them to another business, and we never combine one client’s calls with another’s.
• No voice biometrics. We do not use voice biometrics, speaker identification or voice authentication, and we do not enable any feature that would. The assistant converts speech to text so that it can hold a conversation. It does not identify you by the sound of your voice, it does not match you against any stored voice profile, and nothing we operate builds one.
• How long it is kept. See Section 12. Recordings are held for a shorter period than the written record of the enquiry.
• Recording consent. The business you called is responsible for recording on its own line, and our agreement with it requires that the notice above is given on every call the assistant answers. That notice stays inside the recording and is never removed from it.

If you would rather not be recorded, hang up and contact the business directly, and it will deal with you without the assistant. If you want a recording of your call deleted, or you want to know what was kept, contact the business you called. You can also email us at sean@rootlinemarketing.com and we will pass the request on and act on their instruction.

We keep personal information only for as long as we need it. In practice:

Where we need to keep a record to meet a legal obligation, resolve a dispute, or enforce an agreement, we keep it for that long instead. When information is no longer needed, we delete it or remove the details that identify you. You can ask us to delete your information sooner using the details in Section 18.

We take reasonable measures to protect personal information, including access controls and working with reputable service providers. No method of transmission over the internet or method of storage is completely secure, so we can't guarantee absolute security. If we become aware of a security breach that affects your information, we'll notify you as required by law.

Our website and messages may link to third-party sites and tools, such as our booking calendar, our payment processor, LinkedIn, and Instagram. We don't control those sites and aren't responsible for their privacy practices. Review their privacy policies before sharing information with them.

Our Services are intended for business owners and aren't directed to children. We don't knowingly collect personal information from anyone under 18. If you believe a child has given us their information, contact us and we'll delete it.

Rootline is based in the United States, and we process and store information in the United States. If you access our Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.

We may update this Privacy Policy from time to time. When we do, we'll change the "Last updated" date at the top of this page. If the changes are significant, we'll take reasonable steps to let you know. Your continued use of the Services after an update means you accept the revised policy.

If you have questions about this Privacy Policy or how we handle your information, contact us:

Rootline Marketing LLC
5725 S Valley View Blvd, PMB #787861
Las Vegas, NV 89118-3122
United States

Email: sean@rootlinemarketing.com
Web: rootlinemarketing.com