Contents
This Privacy & Cookie Statement explains how RootPacket B.V. ("RootPacket", "we") collects and uses personal data when you visit our website, submit our contact form, or hold an account in our customer portal. We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR" / AVG) and the Dutch GDPR Implementation Act (Uitvoeringswet AVG).
For how we handle personal data contained in the systems and services our customers run (where we act as processor, not controller), see our Data Protection & GDPR page.
1. Who we are (the controller)
2. Scope
This statement covers personal data of website visitors, people who contact us, and customer account users. It does not cover third-party websites we link to, or data our customers process on their own systems (see the Data Protection & GDPR page).
3. Data we collect
| Category | Examples |
|---|---|
| Contact & account | Name, business email, phone, company name, role, billing details. |
| Enquiry content | What you write in the contact form, including service interest and preferred location. |
| Portal usage | Login records, services you manage, support tickets, invoices. |
| Technical | IP address, browser/user-agent, timestamps, and essential cookies/log data needed to operate and secure the site. |
4. Purposes & legal bases
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Responding to enquiries and quotes | Steps prior to a contract / legitimate interest (Art. 6(1)(b)/(f)) |
| Providing the Services and the portal | Performance of a contract (Art. 6(1)(b)) |
| Billing, accounting, tax | Legal obligation (Art. 6(1)(c)) |
| Security, fraud prevention, abuse handling | Legitimate interest (Art. 6(1)(f)) |
| Service-related communication | Performance of a contract / legitimate interest |
We do not sell personal data and do not use it for automated decision-making with legal effect.
5. Cookies
We aim to keep the site lean. We use only strictly necessary cookies/local storage required to operate the site and to keep you signed in to the portal (for example, your session token). These do not require consent under the Dutch Telecommunications Act. If we later add analytics or non-essential cookies, we will ask for your consent first and update this statement.
6. Sharing & processors
We share personal data only as needed to run our business, with:
- Billing / CRM — our billing platform (WHMCS), hosted on our own infrastructure.
- Email delivery — our email/SMTP provider for contact-form and transactional email.
- Datacenter & carrier partners — only where necessary to deliver the Services.
- Authorities — where legally required (see the AUP and GDPR page).
Processors act under a data processing agreement and only on our instructions.
7. International transfers
We aim to keep personal data within the European Economic Area (EEA). Where a processor involves a transfer outside the EEA, we rely on an adequate transfer mechanism such as an adequacy decision or the European Commission's Standard Contractual Clauses, with additional safeguards where required.
8. Retention
We keep personal data only as long as necessary for the purposes above, then delete or anonymise it. In particular: enquiry data is kept while we follow up and for a reasonable period afterwards; account and service data for the life of the relationship; and invoicing/accounting records for the statutory period (seven years under Dutch tax law).
9. Your rights
Under the GDPR you have the right to access, rectify, erase, restrict, and port your personal data, and to object to processing based on legitimate interests. Where processing is based on consent, you may withdraw it at any time. To exercise any right, email contact@rootpacket.nl. We respond within one month and may ask you to verify your identity. See the Data Protection & GDPR page for more detail.
10. Security
We apply appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, network segmentation, and least-privilege access. No system is perfectly secure, but we work to reduce risk and respond quickly to incidents.
11. Complaints
If you have a concern, please contact us first at contact@rootpacket.nl. You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
12. Changes & contact
We may update this statement; the current version is always published here with its date. For any privacy question or request, contact contact@rootpacket.nl.