Rootr is the trading name of the business that operates rootr.uk and the customer portal at cp.rootr.uk. In these documents, Rootr, we and us mean that business. You are the customer named in the accepted order.
We are not registered for VAT and we do not publish a VAT number. The price shown before you pay is the price you pay.
Support, privacy, complaints and abuse reports: support@rootr.uk. These documents do not publish a postal address or a telephone number. No data protection officer is appointed in this version, and no ICO registration number is stated.
Version 1.0. Effective 17 October 2026. A company number and registered office will be added here when they are confirmed for the business taking new orders.
Related documents: Terms · Consumer terms · Data processing · Privacy · Acceptable use · Email access · Cookies · Retention · Complaints · Domains · Service levels.
How to read this schedule
These periods are the Rootr commitments adopted on 17 October 2026. A difference for a particular service is disclosed in the order and reflected in the Data processing agreement. We keep as little as the purpose needs, we restrict access, we delete on the rule below, and we record a justified exception. You control ordinary deletion inside an active mailbox or website, within what the service can actually do. Deleting an item does not instantly remove a residual backup copy.
| Record | Period |
|---|---|
| Active hosted email, files and databases | For the service term, subject to your instructions and your own deletions. Export before the agreed end date. |
| Live customer data after the service ends | Deleted within 30 days after the end, or sooner if you instruct that, after any secure return you have requested. Access may end immediately. There is no implied recovery window after the end date. |
| Backups of customer content | Daily Backups are included only when the order adds them. A published maximum for residual copies in upstream backups is not stated in this version, because that cycle is not confirmed. Backups are not used as an accessible archive after deletion. |
| Temporary migration and support copies | Deleted within 7 days after the task is finished, unless a documented lawful need requires a limited extension. |
| Routine web and mail delivery and diagnostic logs | 90 days, unless a justified security incident requires a scoped hold. Supplier retention is checked against this period. |
| Privileged access and content-access records | 12 months, restricted to accountability and security. Message content in those records is kept to a minimum. |
| Ordinary account and support correspondence | 24 months after closure or final resolution, then reviewed or deleted. Contractual evidence that is still needed is kept separately. |
| Invoices and tax or accounting records | Normally 6 years from the end of the relevant accounting period, or longer where the law requires it. A hosted mailbox is not kept as the accounting record. |
| Contract acceptance and order evidence | Normally 6 years after the contract ends, subject to limitation rules, and kept to what is needed. |
| Unconverted sales enquiries | 12 months after the last substantive contact, unless a request is still open or another documented basis applies. |
| Marketing preferences | While we rely on them, plus a minimal record for accountability. A minimal suppression entry is kept as long as needed to honour an opt-out. |
| Complaints, incidents and legal holds | For the investigation and a documented, proportionate legal or accountability period, with a review date. Copies are minimised. |
Leaving
We confirm the service end date and the agreed export method. Export and check the data before access ends. If you ask for return under the data processing agreement, we arrange a secure export, we check the recipient, and we delete remaining copies under this schedule. Domain, DNS and mailbox cutover are coordinated separately so that avoidable loss is reduced.
We do not cancel the upstream service until the agreed export is complete or your deletion instruction is clear. Suspension and cancellation can have different technical effects. A restore may be impossible where no eligible backup exists. We explain the known coverage and any charge before we proceed.
Holds and backups
A legal hold identifies its authority, the data in scope, the owner, the access restriction and a review date. It is not permission to keep every mailbox. Data kept for a legal reason is not reused for marketing or for ordinary service activity. Deletions are applied again after a backup is restored. We check downstream deletion and we can confirm completion on request. Storage media that is reused or disposed of is handled with an appropriate secure method.