Effective Date: October 19, 2025
Last Updated: August.10.2026
1. Introduction
Welcome to RootHosts (“RootHosts,” “we,” “our,” or “us“). Protecting the privacy, confidentiality, and security of personal data is a fundamental principle governing the operation of our services.
This Privacy Policy explains how we collect, use, process, disclose, store, transfer, and safeguard personal data in connection with our website, platform, and professional IT infrastructure services.
RootHosts provides a comprehensive portfolio of professional information technology services, including, without limitation:
- Shared Hosting Services;
- Dedicated Server Solutions;
- Virtual Private Server (VPS) Services;
- Cloud Infrastructure Services;
- Managed VPS Solutions;
- Linux Server Administration;
- Windows Server Administration;
- System Administration Services;
- Network Security Solutions;
- Distributed Denial-of-Service (DDoS) Protection Services;
- Virtual Private Network (VPN) Services;
- Managed Proxmox VE Cloud Solutions;
- Backup and Infrastructure Support;
- Server Monitoring Services; and
- Professional Technical Consulting and Managed IT Services.
This Privacy Policy has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the ePrivacy Directive, and other applicable European data protection legislation governing the processing of personal data.
By accessing our website or using any of our services, you acknowledge that you have read, understood, and accepted the practices described in this Privacy Policy.
2. Data Controller
For the purposes of applicable data protection legislation, RootHosts acts as the Data Controller in relation to the personal data processed through its website and services.
Business Name: RootHosts
Email: info@roothosts.com
Website: roothosts.com
3. Scope of this Privacy Policy
This Privacy Policy applies to all personal data collected through:
- Our website;
- Customer portals;
- Hosting services;
- Cloud infrastructure;
- Dedicated servers;
- VPS platforms;
- Managed services;
- Technical support;
- Billing and payment systems;
- Communications by email, ticketing systems, or other support channels; and
- Any other services operated under the RootHosts brand.
4. Categories of Personal Data We Collect
Depending upon the services requested and your interactions with RootHosts, we may collect and process the following categories of personal data.
4.1 Identity Information
- Full name
- Username
- Customer identification number
- Company or business name (where applicable)
4.2 Contact Information
- Email address
- Telephone number
- Billing address
- Country of residence
4.3 Account Information
- Login credentials
- Authentication records
- Customer preferences
- Account settings
4.4 Billing Information
- Billing records
- Payment confirmations
- Transaction references
- Subscription history
Payment card information is processed by independent third-party payment providers and is not intentionally stored on our systems except where necessary for lawful business operations.
4.5 Technical Information
- IP addresses
- Device identifiers
- Browser type
- Operating system
- Session identifiers
- Access timestamps
- Error logs
- Authentication logs
- Server logs
- Network diagnostic information
4.6 Service Usage Information
- Server configuration details
- VPS configuration
- Hosting service information
- Resource utilization
- Monitoring data
- Support requests
- Service preferences
4.7 Communications
- Emails
- Support tickets
- Live chat communications
- Customer enquiries
- Technical correspondence
- Feedback and reviews
5. Legal Bases for Processing
RootHosts processes personal data only where a lawful basis exists under Article 6 of the GDPR.
Processing may be necessary for one or more of the following purposes:
- Performance of contractual obligations;
- Compliance with legal obligations;
- Protection of legitimate business interests;
- Protection of vital interests where applicable;
- Performance of tasks required by applicable law;
- Consent provided by the data subject;
- Establishment, exercise, or defence of legal claims.
RootHosts should only request such information when it is reasonably necessary for the specific dispute, identity verification, legal proceedings, or fraud prevention, and always in accordance with applicable data-protection law.
6. Purposes of Processing
Personal data may be processed for purposes including, but not limited to:
- Creating and administering customer accounts;
- Delivering IT infrastructure services;
- Provisioning hosting environments;
- Deploying VPS and dedicated servers;
- Managing cloud infrastructure;
- Delivering managed IT services;
- Providing technical support;
- Performing server administration;
- Monitoring service availability and performance;
- Maintaining system security;
- Detecting fraud, abuse, and unauthorized activities;
- Processing payments;
- Managing subscriptions;
- Communicating service-related notices;
- Improving service quality;
- Maintaining backups;
- Resolving technical issues;
- Complying with legal and regulatory obligations;
- Protecting our legal rights and legitimate interests.
7. Infrastructure and Data Hosting
RootHosts operates within the European Union and utilizes professionally managed infrastructure located within the European Economic Area, including secure data centre facilities situated in Germany and other EU Member States where operationally appropriate.
Personal data may therefore be processed, stored, replicated, or backed up within such infrastructure solely for the legitimate provision, maintenance, security, continuity, and improvement of our services.
We select infrastructure providers that maintain commercially recognized technical and organizational security measures appropriate to the sensitivity of the data processed.
8. Third-Party Service Providers
RootHosts may engage carefully selected third-party providers to perform services on our behalf.
These providers may include:
- Data centre operators;
- Cloud infrastructure providers;
- Payment processors;
- Security service providers;
- Backup providers;
- Email service providers;
- Monitoring platforms;
- Customer support platforms; and
- Professional technology partners.
Where personal data is processed on our behalf, appropriate contractual safeguards, including Data Processing Agreements where required by law, shall be implemented.
9. Information Security
RootHosts maintains appropriate administrative, technical, and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, misuse, or access.
Security measures may include, without limitation:
- Encryption technologies;
- Multi-layer network security;
- Firewalls;
- Secure authentication mechanisms;
- Role-based access controls;
- Security monitoring;
- Intrusion detection;
- DDoS mitigation;
- System hardening;
- Vulnerability management;
- Backup and disaster recovery procedures;
- Regular security assessments.
While no electronic system can guarantee absolute security, RootHosts continually reviews and enhances its security practices in accordance with recognized industry standards.
10. Cookies and Similar Technologies
Our website may utilize cookies, pixels, local storage technologies, and similar tracking mechanisms to:
- Authenticate users;
- Maintain secure sessions;
- Improve website functionality;
- Remember user preferences;
- Enhance performance;
- Analyze website usage;
- Protect against fraudulent activity.
Where required by applicable law, consent shall be obtained before non-essential cookies are deployed.
11. Data Retention
Personal data shall be retained only for as long as reasonably necessary to:
- Deliver requested services;
- Administer customer accounts;
- Fulfil contractual obligations;
- Resolve disputes;
- Enforce contractual rights;
- Comply with statutory, regulatory, accounting, taxation, and legal obligations.
Upon expiration of the applicable retention period, personal data shall be securely deleted, anonymized, or otherwise disposed of in accordance with applicable legal requirements.
12. International Transfers
Where personal data is transferred outside the European Economic Area, RootHosts shall implement appropriate safeguards in accordance with Chapter V of the GDPR, including Standard Contractual Clauses, adequacy decisions, or other legally recognized transfer mechanisms.
13. Your Rights Under the GDPR
Subject to applicable law, data subjects may exercise the following rights:
- Right of access;
- Right to rectification;
- Right to erasure;
- Right to restriction of processing;
- Right to data portability;
- Right to object to processing;
- Right to withdraw consent;
- Right to lodge a complaint with the competent supervisory authority.
Requests shall be handled within the timeframes prescribed by applicable law.
14. Personal Data Breaches
RootHosts maintains internal procedures for identifying, investigating, managing, and responding to personal data breaches.
Where required under applicable law, relevant supervisory authorities and affected individuals shall be notified without undue delay.
15. Children’s Privacy
Our services are intended exclusively for individuals and businesses capable of entering legally binding agreements.
We do not knowingly collect or process personal data relating to children where prohibited by applicable law.
16. Third-Party Websites
Our website may contain links to external websites or services operated by independent third parties.
RootHosts neither controls nor accepts responsibility for the privacy practices, content, or security of such third-party websites.
Users should independently review the privacy policies applicable to those services.
17. Amendments
RootHosts reserves the right to modify, amend, or update this Privacy Policy at any time to reflect changes in applicable law, operational practices, technological developments, or business requirements.
Any revised version shall become effective upon publication unless otherwise stated.
18. Contact Information
For any questions regarding this Privacy Policy or the processing of personal data, please contact:
RootHosts
Email: info@roothosts.com
Website: roothosts.com
19. Governing Law
This Privacy Policy shall be governed by and construed in accordance with the applicable laws of the European Union, including the General Data Protection Regulation (EU) 2016/679, together with any mandatory laws applicable within the jurisdiction in which RootHosts operates.