Privacy Policy

Rooted Trichology Collective operating under Root Alchemist LLC

Last Updated: 09/25/2025

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1. Introduction & Acceptance

We at Rooted Trichology Collective (a trade name under Root Alchemist LLC) respect your privacy and are committed to protecting your personal information. This Privacy Policy (“Policy”) describes how we collect, use, disclose, and protect the information you provide when you access our website, use our services, submit case data, or otherwise engage with us.

By using our website or services, you agree to this Policy. If you disagree with it, please do not proceed to use our services or provide personal information.

2. Information We Collect

We collect information in a few different ways:

2.1 Information You Provide Voluntarily

• Contact & profile data: name, email, phone, business / professional details

• Case data: client case history and details (with client permission)

• Communications: messages, support requests, feedback

2.2 Automatically Collected Information

• Technical & usage data: IP address, browser type, device type, operating system

• Behavioral data: pages viewed, clicks, time spent, referral source

• Cookies & tracking technologies: cookies, pixels, local storage, web beacons

2.3 Third-Party Sources

• Payment processors (for billing)

• Analytics & performance tools

• Social media platforms, if you interact via them

3. How We Use Your Information

We use your information for the following purposes:

• Provide, maintain, and improve our services

• Deliver peer review & protocol support

• Manage membership subscriptions & billing

• Communicate with you (updates, support, promotions)

• Enforce our Terms & Conditions and prevent abuse or fraud

• Analyze trends and usage (in aggregate)

• Legal compliance and legitimate business operations

4. How We Share & Disclose Data

We do not sell your personal data. We may share data under limited conditions:

• Service providers (e.g. payment processors, hosting, support tools) under confidentiality obligations

• Legal purposes: court orders, regulatory obligations, fraud prevention

• Business transfers: mergers, acquisitions (with safeguards in place)

• Aggregated or anonymized data: for reporting, research, marketing (data that does not personally identify you)

5. Cookies & Tracking

We and our third parties may use cookies, pixels, and similar technologies to:

• Recognize and authenticate users

• Analyze site performance and usage

• Deliver customized content and advertisements

• Measure the effectiveness of our marketing

You can manage or disable cookies in your browser settings, though doing so may affect site functionality.

6. Data Retention & Security

• We retain personal data only as long as necessary for its intended purposes or required by law.

• Inactive or closed accounts may be deleted or archived after a reasonable period.

• We implement industry-standard security measures (e.g. encryption, access controls).

• However, no system is perfectly secure; while we strive to protect your data, we cannot guarantee absolute security.

7. Your Rights & Choices

You may have these rights (depending on jurisdiction):

• Access: Request a copy of the personal data we hold about you

• Correction: Update or correct inaccuracies

• Deletion: Request erasure of your data (subject to legal obligations)

• Restriction / objection: Limit how we use your data in certain cases

• Withdraw consent (for processing based on consent)

• Opt-out of marketing communications

To exercise these rights, contact us at the address below.

8. International Transfers

If you are located outside the U.S., your data may still be transferred to, stored, and processed in the U.S. or other countries where we or our service providers operate. We take reasonable steps to ensure that such transfers comply with applicable laws and that safeguards are in place.

9. Children & Minors

Our services are not intended for children under 18. We do not knowingly collect personal data from minors under that age. If you believe we have done so, contact us so we may delete it.

10. Changes to the Privacy Policy

We may update this Policy occasionally. When we make material changes, we will post the revised version with a new “Last Updated” date and may notify you via email. Continued use after changes constitutes acceptance.

11. Contact Information

If you have questions or requests relating to this Privacy Policy, you may contact:

Root Alchemist LLC / Rooted Trichology Collective
Email: hello@therootalchemist.com