Privacy Policy

Last updated: July 29, 2025

1. Introduction

Gentle Root Immigration ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website at gentle-root.com or use our immigration advisory services.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Name and contact details (email address, phone number, postal address)
• Immigration history and status
• Employment and educational background
• Family and relationship information
• Financial information relevant to immigration applications
• Identity documents and supporting documentation

2.2 Technical Information

When you visit our website, we automatically collect:

• IP address and browser information
• Pages visited and time spent on our website
• Referring website information
• Device and operating system information

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing immigration advice and services
• Preparing and submitting immigration applications
• Communicating with you about your case
• Responding to your inquiries and requests
• Improving our services and website functionality
• Complying with legal and regulatory requirements
• Sending newsletters and updates (with your consent)

4. Legal Basis for Processing

We process your personal data based on:

• Contract: Processing necessary for performing our immigration services
• Legitimate interests: Improving our services and website functionality
• Consent: Marketing communications and non-essential cookies
• Legal obligation: Compliance with immigration and professional regulations

5. Data Sharing and Disclosure

We may share your information with:

• UK government agencies (Home Office, UKVI) as required for immigration applications
• Professional advisors (barristers, solicitors) when necessary for your case
• Third-party service providers who assist with our operations
• Law enforcement agencies when legally required

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure data transmission using SSL encryption
• Access controls and authentication procedures
• Regular security assessments and updates
• Secure document storage and handling procedures

7. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Generally:

• Client files: 7 years after case completion
• Website inquiries: 3 years from last contact
• Newsletter subscriptions: Until you unsubscribe
• Technical data: 2 years maximum

8. Your Rights

Under the UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data in certain circumstances
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: For processing based on consent

9. Cookies and Tracking

Our website uses cookies to enhance your browsing experience. For detailed information about our cookie practices, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal information.

11. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

12. International Transfers

We may transfer your personal data outside the UK for processing. When we do so, we ensure appropriate safeguards are in place to protect your data in accordance with UK data protection laws.

13. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on our website with an updated "last modified" date.

14. Contact Information

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

15. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority:

Website: www.ico.org.uk
Phone: 0303 123 1113