Privacy Notice

The data controller is:

Office 2681
182–184 High Street North Ham
London, E6 2JA
United Kingdom

Company number: 13931470
Registered in England and Wales

Email: support@qmsroot.com

Depending on how you use the website, we may collect:

• Your name
• Your email address
• Your role or job title
• Your organisation
• Information you provide through the Early Access form
• Messages and enquiries sent to us
• Technical information about your visit, such as browser type, device type, operating system, requested pages, referring page, access time and an anonymised IP address
• Information entered into an available website chat or AI-assisted feature

Please do not submit patient information, special-category personal data, confidential company records or proprietary regulated documents through the public website or its enquiry features.

We may use your information to:

• Respond to enquiries
• Manage Early Access and demonstration requests
• Contact you about RootAí where you have requested information
• Understand interest in our products and services
• Operate, secure and improve the website
• Diagnose technical problems
• Prevent misuse or fraudulent activity
• Meet legal and regulatory obligations

Depending on the circumstances, we process personal information because:

• It is necessary to respond to your request or take steps before entering into a contract
• We have a legitimate interest in operating the website, responding to business enquiries, improving our services and protecting our systems
• You have provided consent, where consent is required
• Processing is necessary to comply with a legal obligation

Where we rely on consent, you may withdraw it at any time.

When you submit the Early Access form, we use the information you provide to assess your request, respond to you and manage potential access to RootAí.

Please provide only the information necessary for your enquiry. Do not include patient data, sensitive personal information or confidential regulatory records.

Submitting the form does not create a customer relationship or guarantee access to the product.

Emails sent to support@qmsroot.com are processed using email services provided through IONOS.

We use email content and contact details to respond to enquiries, provide requested information and maintain appropriate business records.

We will not send unrelated promotional communications without an appropriate lawful basis. Where applicable, marketing emails will provide a way to unsubscribe.

This website is hosted using IONOS MyWebsite Now.

IONOS processes technical information required to deliver and secure the website. MyWebsite Now also uses IONOS SiteAnalytics for statistical analysis and technical optimisation.

SiteAnalytics may process:

• The referring website
• The requested page or file
• Browser type and version
• Operating system
• Device type
• Time of access
• Anonymised IP address used to determine the approximate location of access

According to IONOS, MyWebsite Now does not itself use cookies, and SiteAnalytics uses anonymised IP information for statistical and technical purposes.

If an AI-assisted chat or website feature is made available, the information you enter may be processed to generate a response and operate the service.

AI-generated responses may be incomplete or inaccurate and should not be treated as legal, regulatory or professional advice.

Do not enter patient data, special-category personal data, confidential business information or controlled QMS records into the public website assistant.

Information submitted within a separately hosted RootAí application or demonstration environment will be covered by the privacy notice presented within that service.

IONOS states that MyWebsite Now does not itself use cookies.

Other enabled website features may use cookies or similar technologies. Where consent is legally required, those features should not be activated until you have made your choice.

You can review or change available preferences using the cookie or privacy control displayed on the website.

We may share information with service providers supporting the operation of the website, including:

• IONOS, for website hosting, SiteAnalytics and email services
• Technical providers supporting enabled website or AI-assisted features
• Professional advisers where reasonably necessary
• Public authorities where disclosure is legally required

These providers may process information only for the relevant service and subject to applicable contractual and legal safeguards.

We do not sell personal information.

QMSROOT is operated from the United Kingdom, while some website visitors and service providers may be located in the European Economic Area or other countries.

Where personal information is transferred internationally, we use an applicable legal transfer mechanism, such as an adequacy decision or approved contractual safeguards, where required.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including responding to enquiries, managing Early Access requests and meeting legal or record-keeping obligations.

Information that is no longer required will be deleted or anonymised.

Subject to applicable law, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information
• Request restriction of processing
• Object to certain processing
• Request transfer of information you provided
• Withdraw consent
• Complain to a data-protection authority

To exercise your rights, contact support@qmsroot.com.

We may need to verify your identity before completing a request.

You may raise a concern directly with us at support@qmsroot.com.

You also have the right to complain to the UK Information Commissioner's Office:

ico.org.uk/make-a-complaint

If EU data-protection law applies, you may also contact the supervisory authority in the country where you live or work.

We use reasonable technical and organisational measures to protect personal information. However, no internet transmission or storage system can be guaranteed to be completely secure.

We may update this Privacy Notice when our website, services or legal obligations change. The latest version will be published on this page with its revision date.