rootwatch rootwatch Privacy Policy
Version 1.9 · Last updated: 3 October 2026
This policy explains which personal data we process when you use rootwatch or visit rootwatch.terraroot.pt, why, for how long, with whom we share it and what rights you have. Regulation (EU) 2016/679 (GDPR) and Portuguese Law 58/2019 apply.
1. Who the controller is
Código Luminoso, Unipessoal Lda, tax ID (NIPC) 516 097 121, CAIS – Espaço Empresarial, Largo José da Cruz, n.º 3, 2260-369 Vila Nova da Barquinha, Portugal. Email for privacy matters: geral@terraroot.pt · Telephone: +351 249 248 178. We have not appointed a data protection officer, because the law does not require one for our activity; the contact above answers any request.
2. Two roles: controller and processor
rootwatch is used by agencies and professionals who monitor their own clients' automations. We therefore process data in two roles:
- As controller, for the data of your account, billing, communications with us, service security and visits to the website. That is what this policy covers.
- As processor, for the data you enter into rootwatch on behalf of your end clients (client names, automation names, alert destination emails and URLs, run metadata). For those data, you are the controller; we process them only on your instructions, under the Data Processing Agreement annexed to the Terms of Service. If you are an end client of an agency that uses rootwatch and want to exercise rights over those data, contact the agency; we help it respond.
3. What data we process, why and on what basis
| Data | Purpose | Legal basis (Art. 6 GDPR) |
|---|---|---|
| Account: email, password (stored only as a hash), account name, language, creation date, subscription status | Create and manage the account, authenticate, send alerts and service notices (confirmations, suspension, changes to the Terms) | Performance of the contract (1-b) |
| Billing: name, email, billing country and address, VAT number if you provide one, subscription identifiers, payment history (no card data). We receive these data from Sold through Link, LLC (Stripe), which collects them at checkout | Activate and maintain the subscription, help with payment questions, meet accounting and tax obligations | Performance of the contract (1-b); legal obligation (1-c), namely the Portuguese VAT Code (art. 52) and Decree-Law 28/2019 (art. 19) |
| Professional identification: business or trade name, country, tax ID or VAT number and your declaration that you are buying for your business or professional activity and not as a consumer, with its date. We collect these data at registration | Identifying the contracting party and verifying that the customer is a professional, because rootwatch is sold to professionals only (Terms, clauses 1.3 and 8); meeting accounting and tax obligations, where these data must appear in accounting or tax documents. They are not sent to Stripe | Performance of the contract and pre-contractual steps at your request (1-b); legal obligation (1-c) where they appear in invoices or accounting records, namely the Portuguese VAT Code (art. 52) and Decree-Law 28/2019 (art. 19) |
| Configuration and events: end clients, automations, deadlines, alert destinations, ping events (state, identifiers, time), incidents | Provide the monitoring service | As processor, on your instructions (see 2); for your own configuration data, performance of the contract (1-b) |
| Technical logs: IP address, user agent, access times, administrative actions on the account, source IP of pings | Security, abuse and fraud prevention, incident investigation, isolation between accounts | Legitimate interest (1-f) in keeping the service secure; you may object (see 8) |
| Support communications: what you write to us, the sending email | Reply to you and improve the service; keep business correspondence on file, as the law requires | Performance of the contract (1-b); legal obligation (1-c) to keep correspondence on file (Portuguese Commercial Code, art. 40); legitimate interest (1-f) in keeping a record of interactions |
| Consents: version of the Terms accepted, date, language, consent text accepted at checkout (including the declaration of professional purchase), separate confirmation of the service's limitations, price shown and subscription identifiers; the email is kept only in pseudonymised form, as an HMAC code computed with a dedicated key, and never in clear | Being able to prove, in a complaint or dispute, what was accepted and when | Legitimate interest (1-f). This record is kept even if you delete your account (Art. 17(3)(e)) |
We do not process special categories of data and ask you not to enter them. We do not make automated decisions with legal or similar effects on you: incident detection concerns automations, not people.
Whether you must provide data. The email and password are necessary to conclude the contract; without them there is no account. The business or trade name, country, tax ID or VAT number and the declaration of professional status are also necessary: rootwatch is sold to professionals only and, without them, you cannot create an account or subscribe. The remaining data are those needed to provide the service you configure.
4. With whom we share data
We share data only with those who need it for us to provide the service, and we never sell it.
Independent controllers: - Stripe Payments Europe, Limited, Sold through Link, LLC and Stripe, LLC (Stripe group) — merchant of record for the transaction; they act as independent controllers for collection, invoicing, refunds, fraud prevention and taxes on the sale, and as our processor for the remaining operations of our Stripe account. Stripe transfers data to Stripe, LLC (United States), certified under the EU-US Data Privacy Framework. They process your payment data under their own privacy policies (stripe.com/privacy; link.com/privacy). - Messaging platforms you choose — Slack (Slack Technologies, LLC), Discord (Discord Inc.) and Google Chat (Google): only if you configure webhook alerts to one of them. The alert goes to the workspace or server you specify, a recipient chosen by you, and is processed by the provider under its terms with the owner of that space. These providers are based in the United States.
Processors (process data on our behalf, under contract): - Hosting provider for the API, database, backups and the encrypted archive of support correspondence. - Transactional email provider (alerts, account verification, notices). - Dream Fusion - IT Services, Lda (WebTuga brand), in Portugal — hosting of the geral@terraroot.pt mailbox, for our correspondence with whoever writes to us; only the messages of the last few months (see §6). It does not process the data we process on behalf of agencies: alerts are sent from an address that does not receive replies, and exports are delivered through a download link, without going through this mailbox. - Vercel, Inc. — hosting of the website and dashboard.
The up-to-date list of the others, with the name, role, country and transfer basis of each, is at rootwatch.terraroot.pt/subprocessors. We notify customers by email 30 days before any change.
Authorities: where the law requires it or where necessary to defend rights in legal proceedings.
5. Transfers outside the European Economic Area
Some of the providers above are established in the United States. When data leave the EEA, we ensure a valid basis: the provider's certification under the EU-US Data Privacy Framework (European Commission adequacy decision of 10 July 2023) or, alternatively and as a safeguard, the standard contractual clauses approved by the European Commission, with appropriate supplementary measures. The basis applicable to each provider is stated in the sub-processor list. You may request a copy of the clauses.
6. How long we keep data
| Data | Period |
|---|---|
| Raw ping events | 90 days |
| Incidents and aggregated summaries | 13 months |
| Technical logs and source IP of pings | 30 days |
| Log of administrative actions on the account | Up to 12 months, or until the account is deleted |
| Account and configuration data, after the subscription ends | 12 months in read-only mode, to allow reactivation and export; then deleted, with notice by email at least 30 days in advance |
| Account data, if you delete the account | Deleted immediately; removed from backups in the next cycle (up to 30 days) |
| Professional identification (business or trade name, country, tax ID or VAT number, declaration) | Together with the account data, within the periods above. Where they appear in invoices or accounting records, 10 years, with those records. The text accepted at checkout, which includes the declaration, is kept with the consents (row "Consents and accepted versions of the Terms") |
| Accounts whose email was never confirmed | 30 days after sign-up; then deleted, without notice |
| Accounts with a confirmed email and no active subscription | 12 months without signing in; we email you at least 30 days before deletion |
| Consents and accepted versions of the Terms | For the duration of the contract and 5 years afterwards, as evidence, even if the account is deleted (versions, dates and subscription identifiers only) |
| Billing and accounting records | 10 years, by tax obligation (Portuguese VAT Code, art. 52; Decree-Law 28/2019, art. 19) |
| Support communications and other correspondence with customers | 10 years, counted from the end of the year in which the message was sent or received, as required by law (Portuguese Commercial Code, art. 40). Only recent messages stay in the mailbox: once a month, those older than 90 days are moved to an encrypted archive at the API hosting provider and removed from the mailbox, so no message stays there longer than about four months. Once a year, in January, we delete from the archive whatever has passed the 10-year period |
| Backups | 30-day rotation |
| Passwords and tokens | Hash only; tokens are deleted with the automation |
7. Security
Encrypted communications (TLS); passwords and tokens stored only as hashes; logical isolation between accounts, with every query filtered by the authenticated account; a restricted input schema that rejects unknown fields; no logging of full request bodies; access control and logging of administrative operations; encrypted backups; regular security updates. If a personal data breach occurs that poses a risk to you, we inform you and the supervisory authority within the legal deadlines.
8. Your rights
You have the right to access your data, to have it rectified, to request its erasure, to request restriction of processing, to object to processing based on legitimate interest, and to receive the data you provided in a structured, commonly used format (portability). rootwatch does not send marketing: the only emails you receive are those the service needs to work — email confirmation, access recovery, usage notices, alerts, and subscription and billing matters.
In the dashboard you can view and change the account's name, email and password, and delete the account. To receive a copy of your data, write to geral@terraroot.pt: there is no export button in the dashboard and the request is handled by us. For everything else, use the same address. We reply within one month, extendable by two further months in complex cases, with notice to you. We may ask you to confirm your identity before replying.
You also have the right to lodge a complaint with a supervisory authority. In Portugal: Comissão Nacional de Proteção de Dados (CNPD), Av. D. Carlos I, 134, 1.º, 1200-651 Lisboa · +351 213 928 400 · geral@cnpd.pt · www.cnpd.pt · complaint form at www.cnpd.pt/cidadaos/participacoes/. If you live in another EEA country, you may complain to your own country's authority.
9. Cookies and similar technologies
The dashboard uses a strictly necessary session cookie to keep you signed in; it requires no consent and expires when you sign out or after a period of inactivity. The website rootwatch.terraroot.pt uses no third-party analytics, advertising or tracking cookies. If that changes, we will ask for your consent first.
10. Minors
rootwatch is intended for people aged 18 or over. We do not knowingly collect data from minors; if you learn that a minor has created an account, tell us and we delete it.
11. Users outside the European Union
United Kingdom. If you live in the United Kingdom, the UK GDPR applies to you, with the same rights described above; you may complain to the Information Commissioner's Office (ico.org.uk). Transfers out of the United Kingdom rely on the UK Extension to the Data Privacy Framework or on the UK Addendum to the standard contractual clauses. When we appoint a UK representative, their contact details will be added to this policy.
Brazil. If you live in Brazil, the Lei Geral de Proteção de Dados (Law 13,709/2018) applies to you; you have the rights set out in its Article 18 and may exercise them through the contact in section 1. You may complain to the Autoridade Nacional de Proteção de Dados (gov.br/anpd).
Other countries. We treat every user's data with the same level of protection, regardless of country. If the law of your country grants you additional rights, you may exercise them through the contact in section 1.
12. Changes to this policy
We may update this policy to reflect changes in the service, in providers or in the law. Material changes are communicated by email to account holders at least 30 days in advance. The version in force, with its date, is always at rootwatch.terraroot.pt/privacy; we keep previous versions and send them on request.
13. Contact
Código Luminoso, Unipessoal Lda · CAIS – Espaço Empresarial, Largo José da Cruz, n.º 3, 2260-369 Vila Nova da Barquinha, Portugal · geral@terraroot.pt · +351 249 248 178.