Privacy Policy

Last Updated: January 2026

1. Introduction

Welcome to Root Word Communications ("Root Word," "we," "us," or "our"). We are committed to protecting your personal information and your right to privacy.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (rootword.ca), our landing pages, or engage with our services.

By accessing or using our Site and Services, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and services, when you participate in activities on the Site (such as downloading a playbook or booking a discovery call), or otherwise when you contact us.

A. Personal Information

The personal information that we collect depends on the context of your interactions with us, but typically includes:

• Contact Data: Name, email address, phone number.
• Business Data: Company name, job title, and website URL.
• Meeting Data: Information provided when scheduling a consultation via our booking tools.

B. Technical Data (Automatically Collected)

We automatically collect certain information when you visit, use, or navigate the Site. This information does not reveal your specific identity (like your name or contact information) but may include:

• Device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and information about how and when you use our Site.
• This information is primarily needed to maintain the security and operation of our Site, and for our internal analytics and reporting purposes.

3. How We Use Your Information

We use personal information collected via our Site for a variety of business purposes described below:

• To deliver services: To facilitate account creation, meeting scheduling, and the delivery of requested assets (such as the HealthTech Playbook).
• To send administrative information: We may send you service, product, and new feature information and/or information about changes to our terms, conditions, and policies.
• To send marketing and promotional communications: We may use the personal information you send to us for our marketing purposes, such as our newsletter. You can opt-out of our marketing emails at any time.
• To protect our Services: We may use your information as part of our efforts to keep our Site safe and secure (for example, for fraud monitoring and prevention).

4. How We Share Your Information

We do not sell, rent, or trade your personal information with third parties for their promotional purposes.

We may share data with the following categories of third parties solely to perform the services you have requested:

• Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work (e.g., email delivery services, hosting services, CRM systems, and scheduling tools).
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.

5. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy.

Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Site.

6. Data Retention

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

7. Your Privacy Rights

Depending on your location (including Canada and the EEA/UK), you may have certain rights regarding your personal information, including:

• Right to Access: You have the right to request copies of your personal data.
• Right to Rectification: You have the right to request that we correct any information you believe is inaccurate.
• Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
• Right to Opt-Out: You can unsubscribe from our marketing email list at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided below.

8. Security of Your Information

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

9. Updates to This Policy

We may update this privacy policy from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.