Privacy Notice – RoodtSquared Ltd

Last updated: 19/09/2025

RoodtSquared Ltd ("RoodtSquared", "we", "our", or "us") is committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

RoodtSquared Ltd is a UK-registered company specialising in AI-driven data sourcing and lead generation for businesses in the renewable energy and industrial sectors. We act as a data controller when we decide how and why we process personal data.

2. What Data We Collect

We only process business-related personal data that is relevant for professional communication and outreach, such as:

• Name
• Job title and role
• Business email address
• Business phone number
• Professional profile (if publicly available)
• Company name, size, and sector

We do not collect sensitive categories of data (special category data) or children's data.

3. How We Collect Data

We collect and process data from:

• Specialist third-party data providers who supply verified B2B contact information.
• Publicly available sources such as Companies House, company websites, and professional publications.
• Our clients, where we source leads on their behalf based on agreed targeting criteria.

4. How We Use Personal Data

We process personal data for the following purposes:

• Providing our clients with relevant B2B leads and contact information.
• Conducting targeted business outreach by email, phone, or professional platforms (always with an opt-out).
• Maintaining business relationships and responding to enquiries.
• Improving our services and ensuring data accuracy.

We do not sell personal data to third parties for unrelated purposes.

5. Lawful Basis for Processing

We rely on legitimate interests (Article 6(1)(f) UK GDPR) as our lawful basis for processing B2B contact data. Our legitimate interests are to:

• Help businesses connect with relevant decision-makers.
• Support responsible B2B marketing and lead generation.

We have carried out a Legitimate Interest Assessment (LIA) to ensure that our interests do not override the rights and freedoms of individuals.

6. Marketing & PECR Compliance

• For B2B contacts (corporate subscribers), we may send marketing communications where they are relevant to your role, provided you are given a clear opportunity to unsubscribe.
• For B2C contacts (individuals/sole traders), we will only send marketing where we have obtained prior consent.
• You can opt out of marketing at any time by clicking "unsubscribe" in our emails or by contacting us directly.

7. Data Sharing

We may share personal data with:

• Our clients, where data has been sourced to meet their targeting requirements.
• Our trusted service providers who support our business operations (such as CRM platforms, email systems, and data enrichment providers), all of whom are bound by GDPR-compliant Data Processing Agreements.
• Regulators or law enforcement, where legally required.

We do not transfer personal data outside the UK unless appropriate safeguards are in place (e.g., UK International Data Transfer Agreements).

8. Data Retention

We keep B2B contact data only as long as necessary to fulfil the purposes outlined in this notice.

• Prospect data that does not engage is deleted or refreshed after 12 months.
• Client project data is retained for the duration of the contract plus 6 months, unless otherwise agreed.

9. Data Use and Compliance

9.1. RoodtSquared Ltd ("we", "us" or "our") supplies data for business-to-business (B2B) purposes only. The data is sourced from publicly available information and/or specialist third-party providers and is intended solely for professional use.

9.2. Upon receipt of the data, the Client becomes an independent data controller and is solely responsible for ensuring that their use of the data complies with all applicable laws, including but not limited to:

• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• The Privacy and Electronic Communications Regulations (PECR)

9.3. The Client agrees that they shall:

• Use the data only for lawful B2B marketing and lead generation activities.
• Implement appropriate opt-out mechanisms in all communications.
• Not use the data for consumer marketing (B2C) without the necessary consent.
• Take full responsibility for their processing activities and any communications sent using the data.

9.4. RoodtSquared Ltd shall not be held liable for any misuse of the data by the Client, including any breach of data protection, privacy, or electronic marketing laws resulting from the Client's use of the data.

10. Data Security

We use appropriate technical and organisational measures to protect personal data, including encryption, access controls, and secure storage systems.

11. Your Rights

Under UK GDPR, you have the following rights:

• Access – to request a copy of the data we hold about you.
• Rectification – to correct inaccurate or incomplete data.
• Erasure – to request deletion of your data (subject to our legal obligations).
• Restriction – to limit our processing in certain circumstances.
• Objection – to object to processing based on legitimate interests, including direct marketing.
• Portability – to request transfer of your data to another provider.

To exercise any of these rights, please contact us (see Section 13).

12. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO): www.ico.org.uk.

13. Contact Us

RoodtSquared Ltd
Email: info@roodtsquared.co.uk