PRIVACY POLICY

ROOTS Canada

Effective Date: 03 Apr 2026

Last Updated: 03 Apr 2026

Part 01

1. Introduction

Welcome to ROOTS Canada ("ROOTS Canada", "ROOTS", "Company", "we", "our", or "us").

ROOTS Canada values your trust and is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, process, disclose, and protect your personal data when you visit our website, purchase our products, create an account, communicate with us, or otherwise interact with our services.

We recognize the importance of safeguarding your personal information and are committed to processing it responsibly, transparently, and in accordance with applicable laws.

By accessing or using our website, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and processing of your information as described herein.

2. Scope of this Privacy Policy

This Privacy Policy applies to all users of:

ROOTS Canada Website
Mobile Website
Customer Accounts
Online Store
Customer Support
Marketing Communications
Social Media Interactions
Distributor and Salon Registration Forms
Promotional Campaigns
Contests and Giveaways
Online Purchases

This Privacy Policy applies whenever you:

Visit our website
Register an account
Purchase products
Subscribe to newsletters
Contact customer support
Participate in promotions
Apply to become a distributor
Register as a salon partner
Submit reviews
Interact with us through digital platforms

This Privacy Policy does not apply to third-party websites that may be linked from our website.

3. Definitions

For the purpose of this Privacy Policy:

Personal Information means any information that identifies or can reasonably identify an individual.

Processing includes collecting, recording, storing, organizing, using, sharing, updating, deleting, or otherwise handling personal information.

Customer means any person who visits our website or purchases our products.

Website refers to the official ROOTS Canada website.

Cookies are small text files stored on your browser to improve website functionality and user experience.

Third-Party Service Providers refer to companies engaged by ROOTS Canada to provide services such as payment processing, shipping, analytics, cloud hosting, customer support, email delivery, and marketing.

4. Information We Collect

Depending upon your interaction with ROOTS Canada, we may collect the following categories of information.

A. Personal Identification Information

When placing an order, creating an account, submitting an enquiry, or contacting us, we may collect:

Full Name
Mobile Number
Email Address
Billing Address
Shipping Address
Company Name (where applicable)
Salon Name
Distributor Information
GST Number (for business customers)
City
State
Postal Code
Country

B. Account Information

If you create an account, we may collect:

Username
Login Credentials (stored securely)
Order History
Wishlist
Saved Addresses
Account Preferences
Communication Preferences

C. Transaction Information

Whenever you place an order, we may collect:

Products Purchased
Invoice Details
Order Number
Order Value
Payment Status
Shipping Method
Delivery Status
Return Requests
Refund Details

Note: ROOTS Canada does not store your debit card, credit card, CVV, PIN, UPI PIN, or banking passwords. Payment transactions are processed through secure third-party payment gateways.

D. Device & Technical Information

When you visit our website, certain technical information may be collected automatically, including:

IP Address
Browser Type
Browser Version
Device Type
Operating System
Screen Resolution
Language Preference
Time Zone
Internet Service Provider
Device Identifiers

This information helps us improve website performance and security.

E. Website Usage Information

We may collect information about how you use our website, including:

Pages Visited
Products Viewed
Time Spent on Pages
Search Queries
Click Activity
Navigation Patterns
Cart Activity
Wishlist Activity
Purchase Behaviour

This information helps us improve user experience and website functionality.

F. Marketing Information

If you choose to receive promotional communications, we may collect:

Email Subscription Status
SMS Subscription Status
WhatsApp Communication Preferences
Promotional Campaign Responses
Coupon Usage
Product Interests

You may unsubscribe at any time by following the instructions in our communications or by contacting us.

G. Customer Support Information

If you contact our support team, we may collect:

Email Correspondence
Chat Messages
Telephone Records (where legally permitted)
Complaint Details
Product Queries
Images or Videos Shared for Support
Feedback and Suggestions

This information helps us resolve customer issues and improve our services.

H. Business Partner Information

For salon owners, distributors, wholesalers, retailers, academies, or commercial customers, we may collect additional business information such as:

Business Name
Business Address
GST Number
PAN Number (where applicable)
Business Registration Details
Trade License Information
Purchase History
Credit Information (where applicable)

This information is used solely for business relationship management and compliance.

5. How We Collect Information

ROOTS Canada collects personal information through various channels.

A. Information You Provide Directly

We collect information when you:

Create an account
Place an order
Contact customer support
Fill out enquiry forms
Register as a salon partner
Apply for distributorship
Subscribe to newsletters
Participate in promotions
Submit reviews
Provide feedback

B. Automatically Collected Information

Certain information is collected automatically when you use our website through technologies such as:

Cookies
Pixel Tags
Web Beacons
Server Logs
Analytics Tools

These technologies help us understand website performance and user behaviour.

C. Information from Third Parties

We may receive information from trusted third parties, including:

Payment Gateway Providers
Courier & Logistics Companies
Marketing Platforms
Social Media Platforms
Analytics Providers
Fraud Detection Services

Such information is used only for legitimate business purposes and in accordance with applicable laws.

6. Legal Basis for Processing Information

ROOTS Canada processes your information only where there is a valid legal basis to do so.

Depending on the circumstances, we process information:

To fulfil and deliver your orders.
To create and manage your account.
To respond to your enquiries.
To provide customer support.
To improve our products and services.
To comply with legal and regulatory obligations.
To detect and prevent fraud.
To process returns and refunds.
To manage distributor and salon partnerships.
To send marketing communications where you have consented or where permitted by law.

We process only the information reasonably necessary for these purposes.

7. How We Use Your Information

ROOTS Canada uses your personal information to:

Process and fulfil orders.
Deliver purchased products.
Verify transactions.
Provide customer support.
Manage returns, refunds, and exchanges.
Improve website performance.
Personalize your shopping experience.
Respond to enquiries and feedback.
Maintain your customer account.
Send order confirmations and shipping updates.
Notify you about product launches and promotions (where permitted).
Prevent fraudulent transactions.
Protect website security.
Conduct analytics and market research.
Improve our products and services.
Comply with applicable legal and regulatory obligations.

We will use your personal information only for the purposes for which it was collected or as otherwise permitted by applicable law.

Part 02

8. Cookies & Tracking Technologies

ROOTS Canada uses cookies and similar tracking technologies to improve your browsing experience, enhance website functionality, analyze website traffic, personalize content, and provide relevant advertisements.

Cookies are small text files stored on your device when you visit our website.

By continuing to use our website, you consent to the use of cookies in accordance with this Privacy Policy.

Types of Cookies We Use

A. Essential Cookies

These cookies are necessary for the proper functioning of our website and cannot be disabled.

They help us:

Maintain user sessions
Enable secure login
Process shopping cart activities
Complete checkout
Prevent fraudulent activities
Protect website security

Without these cookies, certain features of our website may not function properly.

B. Performance & Analytics Cookies

These cookies help us understand how visitors interact with our website.

They collect anonymous information such as:

Number of visitors
Most visited pages
Time spent on pages
Navigation patterns
Website performance
Error reports

This information helps us improve website usability and customer experience.

C. Functional Cookies

These cookies remember your preferences, including:

Preferred language
Saved login sessions
Wishlist items
Recently viewed products
Shopping cart contents
Region or country preferences

These cookies help provide a more personalized shopping experience.

D. Marketing & Advertising Cookies

With your consent, we may use cookies to:

Display relevant advertisements
Measure advertising performance
Personalize promotional campaigns
Recommend products
Track campaign effectiveness

These cookies may also be placed by trusted advertising partners.

Managing Cookies

Most web browsers allow users to:

View stored cookies
Delete cookies
Block cookies
Restrict third-party cookies
Disable tracking technologies

Please note that disabling certain cookies may affect the functionality of our website.

9. Sharing of Personal Information

ROOTS Canada values your privacy and does not sell, rent, or trade your personal information to third parties for their independent marketing purposes.

However, we may share your information with trusted third parties where necessary to operate our business and provide our services.

Information may be shared with:

Payment Gateway Providers
Courier & Logistics Partners
Cloud Hosting Providers
Customer Support Platforms
Email Service Providers
SMS & WhatsApp Communication Platforms
Website Analytics Providers
Fraud Prevention Services
Marketing Service Providers
Legal Advisors
Government Authorities where required by law

Each third party is expected to protect your information and use it only for authorized purposes.

Business Transfers

If ROOTS Canada undergoes:

Merger
Acquisition
Corporate restructuring
Sale of business assets
Change in ownership

customer information may be transferred as part of the business transaction, subject to applicable legal requirements.

10. Third-Party Services

Our website may integrate services provided by trusted third parties, including:

Payment Processors
Shipping Companies
Social Media Platforms
Google Services
Meta (Facebook & Instagram)
YouTube
WhatsApp Business
Shopify Apps (where applicable)
Customer Review Platforms

These third parties operate under their own privacy policies.

ROOTS Canada is not responsible for the privacy practices or content of external websites or services.

Users are encouraged to review the privacy policies of any third-party websites they visit.

11. Payment Information

To provide secure online payments, ROOTS Canada works with authorized payment service providers.

When you make a purchase, payment information is processed securely through certified payment gateways.

ROOTS Canada does not collect, store, or have access to:

Credit Card Numbers
Debit Card Numbers
CVV Codes
Card PINs
UPI PINs
Internet Banking Passwords
Payment Authentication Credentials

Payment providers may collect certain information necessary to complete transactions in accordance with their own privacy policies and applicable laws.

12. Data Security

ROOTS Canada takes reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, misuse, alteration, disclosure, or destruction.

Our security measures may include:

SSL (Secure Socket Layer) encryption
Secure payment processing
Access controls
Password protection
Firewalls
Malware protection
Security monitoring
Regular software updates
Secure cloud infrastructure

Despite these measures, no method of internet transmission or electronic storage is completely secure.

Accordingly, while we strive to protect your information, ROOTS Canada cannot guarantee absolute security.

Users are responsible for maintaining the confidentiality of their account credentials.

13. Data Retention

ROOTS Canada retains personal information only for as long as reasonably necessary to:

Complete transactions
Fulfil orders
Provide customer support
Maintain customer accounts
Meet legal obligations
Resolve disputes
Enforce agreements
Prevent fraud

Retention periods may vary depending on:

Applicable legal requirements
Tax regulations
Accounting obligations
Business needs
Pending disputes

When personal information is no longer required, it will be securely deleted, anonymized, or destroyed in accordance with applicable laws.

14. Children's Privacy

ROOTS Canada does not knowingly collect personal information from children under the age of 18 years without appropriate parental or legal guardian consent.

Our website and products are intended for adults.

If we become aware that personal information belonging to a child has been collected without appropriate authorization, we will take reasonable steps to delete such information.

Parents or guardians who believe their child's information has been submitted may contact us immediately.

15. International Data Transfers

ROOTS Canada primarily stores and processes information within India.

However, certain service providers engaged by us may process information in other countries where their servers or operations are located.

Whenever personal information is transferred outside India, ROOTS Canada will take reasonable steps to ensure that appropriate safeguards are implemented and that such transfers comply with applicable data protection laws.

By using our website, you acknowledge that your information may be processed in jurisdictions other than your own where permitted by applicable law.

16. Data Accuracy

We encourage customers to keep their personal information accurate and up to date.

You may review and update your account information by logging into your ROOTS Canada account or by contacting our customer support team.

Providing inaccurate or incomplete information may affect order processing, delivery, customer support, or other services.

17. Automated Decision-Making

ROOTS Canada may use automated tools to improve customer experience, detect fraudulent transactions, recommend products, personalize promotions, or analyze website usage.

These automated processes are designed to support our business operations and do not replace human oversight for significant decisions affecting customers.

18. Links to Other Websites

Our website may contain links to third-party websites, social media platforms, or external services for your convenience.

ROOTS Canada is not responsible for the privacy practices, content, security, or policies of such third-party websites.

Users are encouraged to review the privacy policies of any external websites they visit.

Part 03

19. Your Privacy Rights

ROOTS Canada respects your privacy and provides you with reasonable control over your personal information.

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

Access the personal information we hold about you.
Request correction or updating of inaccurate or incomplete information.
Request deletion of your personal information, where legally permissible.
Withdraw consent for specific processing activities.
Object to or restrict certain types of data processing where applicable.
Request information regarding how your personal information has been processed.
Lodge a complaint regarding the handling of your personal information.

Requests may be submitted by contacting our Customer Support or Grievance Officer using the details provided below.

For security purposes, ROOTS Canada may verify your identity before processing any request.

20. Your Rights Under the Digital Personal Data Protection Act, 2023 (India)

Where applicable under Indian law, you may have the following rights in relation to your personal data:

Right to Access Information

You may request information regarding the personal data we process about you.

Right to Correction

You may request correction or updating of inaccurate or incomplete personal information.

Right to Erasure

Subject to legal and contractual obligations, you may request deletion of your personal information.

Right to Withdraw Consent

Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Right to Grievance Redressal

You have the right to contact our Grievance Officer if you have concerns regarding the handling of your personal information.

Right to Nominate

Where applicable under law, you may nominate another individual to exercise your rights on your behalf in the event of your death or incapacity.

ROOTS Canada will process such requests in accordance with applicable legal requirements.

21. Marketing Communications

With your consent or where otherwise permitted by law, ROOTS Canada may send you communications regarding:

New product launches
Exclusive offers
Promotional campaigns
Beauty tips
Haircare education
Salon partner updates
Distributor opportunities
Events and exhibitions
Product recommendations
Newsletters

These communications may be sent through:

Email
SMS
WhatsApp
Telephone (where permitted)
Push notifications (if applicable)

You may opt out of receiving promotional communications at any time by:

Clicking the "Unsubscribe" link in our emails.
Replying "STOP" where supported.
Updating your communication preferences in your account.
Contacting our Customer Support.

Please note that even if you opt out of marketing communications, we may continue to send essential service-related communications, including order confirmations, shipping updates, invoices, and security notifications.

22. Withdrawal of Consent

Where your consent forms the basis for processing your personal information, you may withdraw your consent at any time by contacting ROOTS Canada.

Please note that withdrawal of consent may affect our ability to provide certain products, services, or website features.

Withdrawal of consent does not affect the lawfulness of processing carried out prior to such withdrawal.

23. Data Breach Response

ROOTS Canada maintains procedures designed to identify, investigate, and respond to suspected data security incidents.

In the event of a data breach that is likely to impact your rights or personal information, we will take reasonable steps to:

Investigate the incident.
Contain and mitigate the impact.
Restore affected systems where possible.
Notify relevant authorities where required by law.
Notify affected individuals where legally required or appropriate.

We continuously review and improve our security measures to reduce the risk of unauthorized access or disclosure.

24. Changes to this Privacy Policy

ROOTS Canada reserves the right to modify, update, or revise this Privacy Policy at any time to reflect changes in:

Applicable laws and regulations.
Business operations.
Technology.
Website functionality.
Security practices.
Customer services.

The updated Privacy Policy will be published on this Website with the revised "Last Updated" date.

Your continued use of the Website after any changes indicates your acceptance of the revised Privacy Policy.

We encourage users to review this Privacy Policy periodically.

25. Contact Us

If you have any questions, concerns, requests, or feedback regarding this Privacy Policy or the handling of your personal information, please contact us: