Privacy Policy

Last updated: July 16, 2026

Rooted in Meaning respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit rootedinmeaning.com, place an order, contact us, submit a return or exchange request, subscribe to marketing communications, or otherwise interact with our store.

This policy is intended to reflect the privacy principles established under Canada’s Personal Information Protection and Electronic Documents Act, including accountability, consent, limiting collection, safeguards, openness, access, and complaint handling.

By using our website, you acknowledge the practices described in this Privacy Policy.

1. Personal information we collect

The personal information we collect depends on how you interact with our store.

Information you provide directly

We may collect:

• Your name
• Email address
• Billing and shipping address
• Telephone number when provided for delivery or order purposes
• Order number
• Products purchased or requested
• Payment and transaction information
• Messages submitted through our forms
• Return or exchange request details
• Photographs uploaded with a return, exchange, damaged-item, leaking-item, defective-item, missing-item, or incorrect-item request
• Product reviews or other content you choose to submit
• Marketing preferences

Payment card information is processed through Shopify and the applicable payment provider. Rooted in Meaning does not directly store complete payment card numbers.

Information collected automatically

When you browse our website, Shopify and approved service providers may automatically collect information such as:

• Internet Protocol address
• Browser type
• Device information
• Operating system
• Pages and products viewed
• Referring website
• Shopping-cart activity
• Date and time of visits
• Cookie and device identifiers
• Approximate location derived from your IP address
• Information about how you interact with our website

Information received from third parties

We may receive personal information from companies that help us operate our store, including:

• Shopify
• Payment processors
• Shipping and delivery providers
• Analytics providers
• Advertising services
• Email and marketing providers
• Fraud-prevention providers
• Apps installed on our Shopify store
• Return-form or secure file-upload providers

2. How we use personal information

We may use personal information to:

• Process and fulfill orders
• Process payments
• Arrange shipping and delivery
• Send order confirmations and tracking updates
• Respond to customer questions
• Provide customer service
• Review returns and exchanges
• Review damaged, leaking, defective, missing, or incorrect-item reports
• Review photographs submitted with a customer request
• Verify purchases and order details
• Prevent fraud, abuse, and unauthorized transactions
• Operate, maintain, and improve our website
• Understand how customers use our store
• Display or recommend relevant products
• Send marketing emails when consent has been provided
• Maintain business, accounting, transaction, and tax records
• Protect our customers, website, and legal rights
• Meet applicable legal and regulatory requirements

We limit the collection, use, and disclosure of personal information to purposes that a reasonable person would consider appropriate in the circumstances.

3. Consent

We collect, use, and disclose personal information with your consent, except where permitted or required by law.

Consent may be express or implied depending on the sensitivity of the information and the reason it is being collected. For example, when you provide an address during checkout, you consent to us using it to process and deliver your order.

Where consent is required for marketing communications, you may withdraw it at any time by selecting the unsubscribe link in one of our marketing emails or contacting us at hello@rootedinmeaning.com.

Withdrawing consent does not affect processing that occurred before consent was withdrawn. We may also need to retain or use certain information to complete a transaction, meet legal obligations, prevent fraud, or resolve a dispute.

Canadian privacy guidance requires consent to be meaningful, meaning customers should understand the nature, purpose, and consequences of the collection, use, or disclosure.

4. How we disclose personal information

We may disclose personal information to service providers that help us operate the store, including:

• Shopify
• Payment processors
• Banks and financial institutions
• Shipping and delivery providers, including Canada Post where applicable
• Email and customer-communication providers
• Website hosting and technical-support providers
• Analytics and performance services
• Advertising and marketing providers, when enabled
• Fraud-prevention and security providers
• Return-form and secure file-upload providers
• Accountants, insurers, lawyers, or other professional advisers

These providers may process personal information only for the services they provide to us and as permitted by their agreements and applicable law.

We may also disclose personal information:

• To comply with a lawful request, court order, or legal obligation
• To investigate fraud, security threats, or unlawful activity
• To protect our customers, property, rights, or services
• In connection with a sale, merger, financing, restructuring, or transfer of the business, subject to appropriate safeguards

We do not sell personal information for money.

Certain analytics and advertising services may process information for advertising, measurement, or personalization. Where required, customers may manage their preferences through our cookie banner or available privacy controls.

5. Shopify

Our store is hosted by Shopify. Shopify processes personal information to provide ecommerce, checkout, payment, security, analytics, fraud-prevention, and related services.

Shopify and its service providers may process personal information outside your province or country of residence. Shopify explains its processing of customer information in its Consumer Privacy Policy.

Where Shopify Network Intelligence or related Enhanced Services are enabled, additional disclosures and links to Shopify’s privacy controls may be required. Shopify directs merchants using those services to include appropriate privacy disclosures and access to Shopify’s privacy portal.

6. Cookies and similar technologies

Our website and approved service providers may use cookies, pixels, local storage, and similar technologies to:

• Operate the website and checkout
• Remember cart selections
• Maintain website security
• Save preferences
• Measure traffic and performance
• Understand how visitors use the store
• Support advertising and marketing, where enabled
• Prevent fraud
• Improve website functionality

Some cookies are necessary for the website to function. Other cookies may be optional and used only where permitted or after consent has been provided.

You may manage available choices through our cookie banner, Shopify privacy controls, or your browser settings. Disabling certain cookies may prevent parts of the website from working correctly.

Shopify provides customer privacy settings that allow merchants to manage privacy policies, cookie banners, and regional privacy choices.

7. Marketing communications

We send promotional emails only where permitted by applicable law and based on the consent provided.

These messages may include:

• Product announcements
• Promotions
• Discount offers
• Store updates
• Early-access opportunities
• Other Rooted in Meaning news

You may unsubscribe at any time by selecting the unsubscribe link included in our marketing emails.

Transactional messages concerning an order, payment, shipping update, return, exchange, account, or customer-service request are not promotional messages and may still be sent when necessary.

8. Returns, exchanges, and uploaded photographs

When submitting a return or exchange request, you may be required to provide:

• Your full name
• Email address
• Order number
• Product or scent
• Request type
• Description of the issue
• Preferred resolution
• A clear photograph of the product, packaging, and issue involved

We may use this information to:

• Locate and verify your order
• Review your request
• Confirm the product and reported condition
• Determine an appropriate response
• Prevent fraudulent or duplicate claims
• Keep records of the request and its resolution

Please do not include the following in uploaded photographs:

• People
• Identification documents
• Payment cards
• Financial records
• Unrelated personal belongings
• Other unnecessary personal information

Photographs may be processed or stored by the secure form or file-upload provider connected to our store. They may be accessible to authorized service providers involved in receiving, storing, or reviewing your request.

Submitting a photograph or return request does not guarantee that a return, exchange, replacement, store credit, or refund will be approved.

9. International processing

Shopify and some of our other service providers may process or store personal information outside Canada.

When information is processed in another country, it may be subject to that country’s laws and may be accessible to courts, law-enforcement agencies, or government authorities in accordance with those laws.

We remain responsible for personal information under our control and take reasonable steps to require service providers to protect it using appropriate contractual, organizational, and technical safeguards.

10. Retention

We retain personal information only for as long as reasonably necessary to:

• Complete and document orders
• Provide customer service
• Review returns and exchanges
• Maintain accounting, transaction, business, and tax records
• Prevent fraud
• Resolve disputes
• Enforce agreements
• Meet legal and regulatory obligations

Different types of information may be retained for different periods depending on why it was collected and whether continued retention is required.

When personal information is no longer reasonably required, we take reasonable steps to securely delete, destroy, or anonymize it.

Canadian privacy principles require organizations to limit the use, disclosure, and retention of personal information and to establish appropriate retention practices.

11. Safeguards

We use reasonable administrative, organizational, and technical safeguards appropriate to the sensitivity of the personal information we hold.

These safeguards may include:

• Restricted access to customer information
• Password and account-security controls
• Secure Shopify checkout and payment processing
• Encryption where supported
• Service-provider access controls
• Fraud and security monitoring
• Secure deletion or disposal practices
• Procedures for handling privacy complaints and incidents

No website, transmission method, or storage system can be guaranteed to be completely secure.

Do not send payment card numbers, identification documents, passwords, or other highly sensitive information through ordinary email or general contact forms.

12. Privacy and security incidents

If a security incident involving personal information occurs, we will investigate and take reasonable corrective steps.

Where required under Canadian law, we will:

• Notify affected individuals
• Report the incident to the appropriate privacy authority
• Keep records of qualifying security breaches
• Take reasonable steps to reduce the risk of further harm

PIPEDA includes requirements concerning breaches of security safeguards, including reporting and record-keeping obligations in qualifying circumstances.

13. Your privacy rights

Subject to applicable law, you may request:

• Access to personal information we hold about you
• Information about how your personal information has been used or disclosed
• Correction of inaccurate or incomplete information
• Withdrawal of consent where processing depends on consent
• Deletion of certain information where legally available
• Information about our privacy practices
• Assistance with a privacy concern or complaint

We may need to verify your identity before responding.

In some circumstances, we may be permitted or required to refuse access to certain information or retain information for fraud-prevention, accounting, tax, payment, legal, or transaction-record purposes.

To make a request, email:

hello@rootedinmeaning.com

Use the subject line:

Privacy Request

Canadian privacy law includes principles of openness, access, correction, accountability, and complaint handling.

14. Children’s privacy

Our store is not directed toward children, and we do not knowingly collect personal information from children without appropriate authorization.

If you believe a child has submitted personal information to us, contact hello@rootedinmeaning.com so we can review the situation and take appropriate action.

15. Third-party websites and social media

Our website may contain links to third-party websites or social-media platforms, including Instagram and Facebook.

Those websites and platforms operate under their own terms and privacy policies. Rooted in Meaning is not responsible for how a third party collects, uses, discloses, or protects personal information after you leave our website.

We encourage you to review the privacy policy of any third-party website or service you use.

16. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to:

• Our store or services
• Shopify features
• Apps or service providers
• Legal obligations
• Security practices
• The ways we collect or use personal information

The updated policy will be posted on this page with a revised Last updated date.

Where required, we may provide additional notice of material changes.

17. Contact us

For privacy questions, access or correction requests, withdrawal of consent, or privacy complaints, contact:

Rooted in Meaning
Email: hello@rootedinmeaning.com

We will review privacy concerns and respond within the period required by applicable law.