Rootlenses Suite | Privacy Policy

Privacy Policy


Effective Date: January 15, 2026


Rootlenses, Inc. (“Rootlenses,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal data of users and clients. This Privacy Policy explains how we collect, use, store, and disclose information when you use the Rootlenses Suite, which includes Rootlenses Voice and Rootlenses Insight (collectively, the “Services”).


By accessing or using our Services, you agree to the practices described in this Privacy Policy.


1. Information We Collect


1.1 Information You Provide

 

  • Account information, including name, email, company, role, and billing details.
  • Data uploaded or input into the Services, including call recordings, transcripts, database queries, analytics, and visualizations.
  • Communications with Rootlenses, such as support requests or feedback.


1.2 Information Collected Automatically

 

  • Usage data, including interaction logs, queries submitted, feature usage, and performance metrics.
  • Device information, IP addresses, browser type, and operating system.
  • Cookies and similar technologies for session management, analytics, and service improvement.


1.3 Information from Third Parties

 

  • When integrating with third-party platforms (databases, cloud services, or AI tools), we may collect information necessary to provide the Services, in accordance with this Policy and the terms of those platforms.

 

2. How We Use Your Information


We use the information collected to:

 

  • Provide, maintain, and improve the Services, including AI-generated insights, call transcription, reporting, and analytics.
  • Maintain the security, integrity, and reliability of the platform.
  • Customize and optimize user experience, including reporting dashboards and notifications.
  • Comply with legal obligations and enforce our Terms of Service.
  • Conduct risk assessments, security monitoring, and operational reviews.
  • Conduct research, monitoring, and aggregated analysis for product enhancement.


3. Legal Basis for Processing


Rootlenses processes personal data to provide and improve the Rootlenses Suite services, including Rootlenses Voice and Rootlenses Insight. Data processing is based on the following legal grounds:

 

  1. Contractual Necessity: Processing is required to fulfill contractual obligations and deliver the Services requested by users.
  2. Legitimate Interests: Processing is necessary to operate, maintain, and improve the Services, ensure security, prevent fraud, and protect Rootlenses’ rights and property.
  3. Consent: Where required by applicable law, user consent is obtained for specific processing activities, such as call recording or marketing communications.


Rootlenses ensures that all personal data is handled securely, in accordance with applicable Panamanian law and international best practices for data protection. Users retain rights over their personal data, including access, correction, deletion, and portability, subject to applicable legal requirements.


4. AI-Generated Content and Reliability


The Rootlenses Suite uses AI to provide insights, summaries, and recommendations. Users should be aware that AI outputs may occasionally be inaccurate, incomplete, or considered “hallucinations.”

 

  • Rootlenses AI knowledge is based on information available up until the end of 2021.
  • Users are responsible for independently verifying outputs before relying on them for decisions.
  • Rootlenses is not liable for losses arising from reliance on AI-generated content.

 

5. Sharing and Disclosure of Information


We may share your information:

 

  • With trusted sub-processors and third-party service providers (e.g., cloud providers, AI service vendors, or analytics platforms), subject to strict contractual obligations.
  • If required by law, regulation, legal process, or to respond to lawful requests.
  • To protect our rights, property, or safety, or that of users or others.


We do not sell your personal information to third parties.

 

6. Data Retention

 

  • Personal data and user-generated content are retained only as long as necessary to provide the Services or comply with legal obligations.
  • Upon request or after the retention period, data will be securely deleted or anonymized.
  • Call recordings in Rootlenses Voice are retained for a defined period, which can be configured by the user or client organization.


7. User Rights


Depending on your location, you may have rights under applicable law:

 

  • Access, correct, or update your personal data.
  • Request deletion or restriction of your personal data.
  • Object to certain processing activities.
  • Export your data in a machine-readable format.


Requests can be submitted via [jdflorez@rootstack.com], and will be processed in accordance with applicable law.

 

8. International Data Transfers

 

  • Rootlenses may transfer personal data to countries outside your jurisdiction (e.g., U.S. servers).
  • Transfers are protected by standard contractual clauses, GDPR adequacy mechanisms, or other lawful safeguards.

 

9. Security and Access Controls


Rootlenses implements robust technical and organizational measures to protect data confidentiality, integrity, and availability:

 

  • Encryption: Data is encrypted in transit and at rest.
  • Access Control: Role-based permissions and least-privilege principles restrict access to authorized personnel only.
  • Monitoring: Security monitoring, auditing, and regular testing are conducted to detect and respond to threats.
  • Change Management: Updates and configuration changes follow structured procedures to ensure system stability and security.

 

10. Incident Response

 

  • Rootlenses maintains a formal process to detect, assess, and respond to security incidents, including data breaches.
  • Users will be notified promptly in case of any event affecting their personal or business data, in accordance with legal requirements.
  • Corrective actions are implemented to prevent recurrence and continuously improve service resilience.

 


11. Risk Assessment and Continuous Improvement

 

  • Rootlenses conducts ongoing risk assessments to identify potential threats to the confidentiality, integrity, and availability of data.
  • Security practices, access controls, and operational procedures are periodically reviewed and improved.
  • Feedback from incidents, audits, and user reports is used to enhance Service security and reliability.

 

12. Cookies and Tracking

  • We use cookies and similar technologies for authentication, session management, and analytics.
  • Users can manage cookie preferences via their browser or Service settings.

 

13. Children’s Privacy


The Services are intended for business and professional use (B2B). We do not knowingly collect data from children under 16.

 

14. Changes to This Policy


Rootlenses may update this Privacy Policy periodically. Changes will be communicated via the website or Service notifications. Continued use constitutes acceptance of the updated Policy.

 

15. Contact Information


For questions, concerns, or requests regarding this Privacy Policy:
Legal Department
Rootlenses, Inc.
Hato Pintado (main office) Street Martin Luther King (IPA). House#10. Hato Pintado, Panama City.
Email: jdflorez@rootstack.com