Privacy Policy

1. Data controller

• Roots Unity SASU — Share capital €1
• Registered office: 45 rue Léon Bathiat, Étage 3, Appartement 61, 59600 Maubeuge, France
• Registration: RCS Valenciennes 106 128 903
• Represented by Stéphane Jacquet, President
• Contact: contact@roots-unity.com

2. Personal data collected

• Contact forms: name, email, telephone (optional), message content
• Service bookings: name, email, billing address, professional status
• Online courses: learner account (login details, e-mail address), progress through lessons, quiz answers, exam results, certificates of completion, published comments and reviews
• Technical data: IP address, browser type, pages visited (server logs)
• Live chat: your name or nickname if you give one, the content of the conversation and any attachments, an approximate country derived from your IP address, and the last 15 pages you viewed on the site, passed to the operator when you open a conversation
• Cookies: see section 7
• GéoBioAssist mobile app: no data entered in the app is collected by Roots Unity (see section 11)

3. Purposes and legal bases

4. Recipients and processors

Your data may be shared with the following processors, who are bound by contractual data protection clauses:

• OVH SAS (France) — hosting
• Self-hosted Odoo Community (OVH server, France) — website, forms and shop platform
• Payment providers (Stripe, banks) — where applicable
• Brevo (France, EU) — sending the platform's e-mails (order confirmation, access, certificate)

The live chat runs on Odoo, self-hosted on our OVH server in France. It uses no third-party service.

No data is sold or shared with third parties for marketing purposes.

5. Retention period

• Contact forms: 3 years after the last interaction
• Client files (active contract): duration of the service
• Learner account, progress and exam results: duration of access to the course, then 3 years after the last login
• Certificates of completion: 5 years after issue, so that they can be retrieved at your request
• Accounting documents: 10 years (legal obligation)
• Server logs: 12 months
• Live chat conversations: 3 years after the last exchange
• Marketing consent (where applicable): until withdrawn

6. Your rights

In accordance with the GDPR and applicable national laws (France, Belgium, Luxembourg), you have the following rights:

• Access to your personal data
• Rectification or erasure
• Restriction of or objection to processing
• Data portability
• Withdrawal of consent at any time
• Complaint to the competent supervisory authority (CNIL in France, APD in Belgium, CNPD in Luxembourg)

To exercise these rights: contact@roots-unity.com

7. Cookies

This site uses:

• Strictly necessary cookies (session, language preference) — no consent required
• Audience measurement cookies — only with your prior consent (cookie banner)

Live chat. As soon as you arrive on the site, and before you open the chat, it stores in your browser's storage the list of pages you view (15 at most, cleared after about 24 hours). This list is passed to the operator only if you open a conversation. When you open the chat, the state of the window and the last operator you spoke with (7 days) are also stored. If you write, a conversation cookie (1 day), a guest cookie (1 year), which lets us recognise you if you come back, and a guest identifier in the browser's storage (1 day) are added. This information is used only to run the chat and does not depend on the choice made in the cookie banner.

You can manage your preferences at any time through your browser settings.

8. International transfers

Some processors (e.g. payment providers) may be located outside the EU. Transfers are governed by the EU Standard Contractual Clauses (SCCs) and/or the EU-US Data Privacy Framework.

9. Security

We implement appropriate technical and organisational measures (HTTPS encryption, access controls, regular backups, security updates) to protect your data against unauthorised access, alteration or loss.

10. Changes to this policy

We reserve the right to update this policy. Substantial changes will be notified via the site banner. The version in force is dated at the top of the page.

11. GéoBioAssist mobile app

How it works. GéoBioAssist is an app for geobiology practitioners, used to carry out surveys and produce reports. It works without an account and without a connection to our servers.

Data you enter. Surveys, reports, information about your clients (names, addresses, observations) and any attachments are stored on your device. Roots Unity SASU has no access to them and does not collect them. You remain responsible for the processing of this data with regard to your clients (information, retention period, rights) and for backing it up.

Camera, LiDAR and floor plans. To scan a room or add a floor plan, the app may use your device's camera and LiDAR scanner, and access images or files that you choose to import (photo library, Files app). iOS asks for your permission, which you can withdraw at any time in Settings. This data is processed and stored on your device. It is not sent to Roots Unity SASU.

Export and import. The app lets you export your data to a file and import it again. You choose where to save it or who to send it to. This file may contain personal data about your clients: protect it (secure storage, encrypted sharing) and delete it when it is no longer needed.

Reports. Reports are generated as PDFs on your device. You choose how to share them (messaging, AirDrop, saving to Files, etc.). Roots Unity SASU does not receive your reports.

Purchases and subscriptions. In-app purchases go through Apple, which handles payment, billing and refunds. We receive neither your identity nor your means of payment. See Apple's privacy policy.

Contacting support. If you write to us from the app (support@roots-unity.com), your e-mail includes, at your initiative, the app version, the iOS version, the device model, the language and a random support identifier unrelated to your identity. We use them only to handle your request, then keep them for the period that applies to contact requests (3 years after the last interaction).

Tracking and advertising. The app uses no advertising tracking, no analytics tools and no crash reporting.

Deletion. Deleting the app erases the data stored on your device. Exported files must be deleted separately.

Changes. The addition of synchronisation via iCloud (paid version) or of an online service will lead to an update of this policy before it goes live.

Other documents

Legal noticeEthics charterTerms of useTerms of saleTerms of sale for online courses

Any questions about this document? Write to us at contact@roots-unity.com.