The Modern Roots
Effective Date: 18 September 2026

Last Updated: 18 September 2026

This Data Usage & Processing Policy explains how The Modern Roots collects, uses, processes, stores, shares and protects personal information when customers interact with our website, place orders, create accounts or contact us.

This policy should be read together with our Privacy Policy and Cookie Policy.

1. Information We Process

Depending on how you interact with The Modern Roots, we may process information including:

  • Full name;
  • Email address;
  • Telephone number where required;
  • Billing and delivery addresses;
  • Account information;
  • Order and purchase history;
  • Product preferences;
  • Payment status and transaction references;
  • Customer service communications;
  • Website usage information;
  • Device and browser information;
  • IP address;
  • Cookie information; and
  • Information voluntarily provided through forms, reviews or enquiries.

We aim to collect only information reasonably necessary for legitimate business and legal purposes.

2. How We Use Personal Information

Personal information may be used to:

  • Process and confirm orders;
  • Arrange shipping and delivery;
  • Process payments and refunds;
  • Maintain customer accounts;
  • Respond to enquiries and complaints;
  • Provide order updates;
  • Manage returns and cancellations;
  • Improve website performance;
  • Understand customer interaction with our website;
  • Detect suspicious or fraudulent activity;
  • Maintain business and transaction records;
  • Send marketing communications where permitted; and
  • Meet applicable legal and regulatory requirements.

We do not intend to use personal information for purposes that are materially incompatible with the reason it was originally collected without an appropriate legal basis.

3. Legal Basis for Processing

Depending on the purpose, we may process personal information based on one or more appropriate legal grounds.

These may include:

Contractual Necessity

Processing may be necessary to:

  • Accept and fulfil an order;
  • Arrange delivery;
  • Process payment;
  • Provide requested customer support; or
  • Handle returns and refunds.

Consent

Consent may be used where appropriate for activities such as:

  • Promotional emails;
  • Optional marketing;
  • Non-essential cookies; or
  • Other optional communications.

Where processing is based on consent, you may withdraw your consent subject to applicable law.

Legal Obligations

We may process information where necessary to comply with obligations relating to:

  • Accounting;
  • Tax;
  • Consumer protection;
  • Fraud prevention;
  • Regulatory requests; or
  • Other applicable laws.

Legitimate Business Interests

Where permitted, we may process information for legitimate purposes such as:

  • Website security;
  • Improving customer service;
  • Preventing fraud;
  • Maintaining business records; and
  • Improving website functionality.

These grounds are consistent with the lawful-basis framework recognised under Nigeria’s data-protection regime.

4. Order and Customer Data

When you place an order, we may process information required to complete the transaction.

This may include:

  • Customer identity;
  • Contact information;
  • Products ordered;
  • Product size, colour or variation;
  • Delivery details;
  • Transaction status; and
  • Order history.

This information may be shared with relevant service providers where necessary to complete your purchase, such as payment processors and delivery companies.

5. Payment Data

Payments may be handled by independent banks, payment gateways or authorised payment providers.

Where sensitive payment credentials are processed directly by the payment provider, The Modern Roots does not store complete debit or credit card numbers, CVV security codes, banking passwords, OTPs or payment PINs on its servers.

We may receive limited transaction information such as:

  • Payment confirmation;
  • Transaction reference;
  • Payment amount;
  • Currency;
  • Payment date;
  • Refund status; and
  • Limited masked payment information where provided.

Customers should not send sensitive payment credentials through email, contact forms, reviews or customer-service messages.

6. Website Usage Data

When you visit our website, certain technical information may be collected automatically.

This may include:

  • IP address;
  • Browser type;
  • Device type;
  • Operating system;
  • Pages visited;
  • Products viewed;
  • Referral source;
  • Session information;
  • Date and time of access; and
  • Website interactions.

We may use this information to:

  • Keep the website functioning;
  • Identify technical problems;
  • Improve navigation;
  • Understand product interest;
  • Improve performance;
  • Maintain security; and
  • Prevent misuse.

Further information about tracking technologies is provided in our Cookie Policy.

7. Customer Communications

If you contact us by email, contact form or another available communication method, we may process the information contained in your message.

This may include:

  • Your name;
  • Contact information;
  • Order number;
  • Product enquiries;
  • Delivery concerns;
  • Return requests;
  • Complaints; and
  • Supporting photographs or documents.

We use this information to provide support, investigate issues and maintain appropriate customer-service records.

Customers should avoid sending unnecessary sensitive personal information.

8. Marketing and Promotional Use

Where permitted by applicable law, we may use customer contact information to send:

  • New product announcements;
  • Promotions;
  • Collection updates;
  • Special offers; and
  • Other relevant marketing communications.

Where consent is required, marketing communications will be sent only after the appropriate consent has been obtained.

Customers may withdraw from marketing communications by using an available unsubscribe option or contacting us. Opting out of marketing does not prevent us from sending essential communications relating to orders, security, refunds or customer-service matters.

9. Sharing of Information

We may share personal information with trusted service providers where necessary to operate our business.

These may include:

  • Payment processors;
  • Delivery and courier providers;
  • Website hosting providers;
  • E-commerce technology providers;
  • Analytics providers;
  • Security providers;
  • Professional advisers; and
  • Regulatory or government authorities where legally required.

Service providers should only receive information reasonably necessary for the services they perform.

We do not sell customer personal information merely because you use or purchase from our website.

10. Third-Party Processing

Some third parties may process personal information on our behalf, while others may act independently under their own legal responsibilities. Where a service provider processes data for us, we seek to work with providers that maintain appropriate privacy and security measures.

Independent providers such as banks, payment processors, social media platforms and courier companies may also have their own privacy policies. Customers should review those policies when interacting directly with those services.

11. Data Minimisation and Purpose Limitation

We aim to follow the principle that personal information should be relevant and limited to what is reasonably necessary for the purpose for which it is collected. For example, we do not require customers to provide unnecessary personal information simply to browse our website.

Information collected for order fulfilment should not be used for unrelated purposes without an appropriate legal basis. Nigeria’s data-protection framework expressly recognises principles including purpose limitation, data minimisation and storage limitation.

12. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or where continued retention is required for legal or legitimate business reasons.

Retention periods may depend on:

  • Account status;
  • Order history;
  • Tax and accounting requirements;
  • Fraud-prevention needs;
  • Consumer disputes;
  • Legal claims;
  • Payment disputes; and
  • Regulatory requirements.

For example:

  • Order and transaction records may be retained for legitimate accounting and legal purposes;
  • Customer-support records may be kept while an issue remains relevant;
  • Marketing data may be retained until consent is withdrawn or the information is no longer needed; and
  • Technical logs may be kept for security and troubleshooting purposes.

When information is no longer required, we may delete, anonymise or securely dispose of it.

13. Data Security

We use reasonable technical and organisational measures designed to protect personal information from:

  • Unauthorised access;
  • Accidental loss;
  • Misuse;
  • Unlawful disclosure;
  • Alteration; and
  • Destruction.

Depending on the systems used, safeguards may include:

  • Secure website connections;
  • Access controls;
  • Account authentication;
  • Restricted administrative permissions;
  • Security monitoring;
  • Software updates;
  • Backup procedures; and
  • Specialist payment processors.

Current NDPC guidance emphasises appropriate security measures to protect personal data against unauthorised access, loss, alteration and disclosure. No internet-based system can be guaranteed to be completely secure, so customers should also protect their account credentials and devices.

14. International Data Processing

Some hosting, payment, analytics, technology or service providers may operate outside Nigeria. This means personal information may sometimes be stored or processed in another country. Where international data transfers are subject to applicable legal requirements, we will seek to use appropriate safeguards and lawful transfer arrangements. We also expect service providers handling customer data to maintain appropriate confidentiality and security protections.

15. Children’s Data

The Modern Roots is a general fashion and e-commerce store and does not intentionally seek unnecessary personal information directly from children. Where information relating to a child is processed and consent is legally required, appropriate parental or legal-guardian authorisation should be obtained.

Parents and guardians purchasing products for children should provide their own payment, contact and delivery information. If we learn that personal data relating to a child has been collected improperly, we may take reasonable steps to delete or otherwise appropriately manage that information.

16. Your Data Rights

Depending on applicable law, individuals may have rights relating to their personal information, including the right to:

  • Request access;
  • Request correction;
  • Request deletion in appropriate circumstances;
  • Object to certain processing;
  • Request restriction of processing;
  • Withdraw consent;
  • Request portability where applicable; and
  • Submit a complaint to the appropriate data-protection authority.

Nigeria’s current data-protection framework recognises rights including access, rectification, erasure, restriction, portability and objection. Requests will be considered in accordance with applicable law and may be subject to reasonable identity verification.

17. Changes to This Policy

We may update this Data Usage & Processing Policy when necessary to reflect changes in:

  • Our business operations;
  • Website functionality;
  • Service providers;
  • Data-processing practices; or
  • Applicable legal requirements.

The most recent version will be published on our website with an updated effective date where appropriate.

18. Contact Us

If you have questions about how your information is collected, used, processed or stored, or if you wish to make a data-related request, please contact:
Website: https://themodernroots.com
Email: support@themodernroots.com
Address: HOUSE 410A, 37 ROAD, PHASE 3, KUBWA, ABUJA, FCT, NIGERIA