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Your data, your round

Privacy Policy

Last updated: 19 July 2026

RoundRun is round-management software built by a UK window cleaner, for UK window cleaners. We keep your round, your customers and your money in one place — so it matters that you know exactly what we do with your information. This policy explains what we collect, why, and the choices you have. It's written to be read, not to hide behind jargon.

The short version: your data is hosted in the United Kingdom, encrypted in transit, and it's yours — you can export it or delete it at any time. We don't sell it, and we never send your customer texts through our own servers.

Who we are

RoundRun ("RoundRun", "we", "us") is the service available at roundrun.co.uk and through the RoundRun app. RoundRun is currently operated by Paul Thomas in the United Kingdom, trading as RoundRun.

For questions about this policy or your data, contact us at privacy@roundrun.co.uk.

Two roles, in plain terms. For your own account details, RoundRun is the "data controller". For the customer and round information you enter (your customers' names, addresses and job history), you are the controller and RoundRun is your "processor" — we hold and process that information only to run the service for you, on your instructions.

What we collect

Your account & business details

  • Account information — your name, email address, business name, phone number, and a securely hashed password.
  • Membership information — the offer attached to your account, your beta status and any price that has been locked in for future billing.
  • Business settings — things like your logo, pricing preferences, earnings goals and message templates.

The round information you enter

  • Your customers' details — names, addresses, phone numbers, access notes and any other information you choose to store about the people you clean for.
  • Jobs, invoices & payments — your schedule, prices, invoice history, payment records and outstanding balances.
  • Before & after photos you attach to a job, if you use that feature.

Location data

  • GPS location — if you turn on job tracking or Autopilot, the app uses your device location to start and finish jobs automatically and to time and log them. Location is used to run these features; it is not sold or used for advertising. You can turn it off in your device settings at any time.

Messages

  • Customer texts stay on your phone. RoundRun prepares the message and hands it to your phone's own SMS to send from your number — so the content of your customer texts is not routed through our servers on that path. We keep a log of what was sent (such as the recipient, time and template used) so you can see the history against each job.

Technical & usage data

  • Basic technical information — app version, device type and diagnostic logs, used to keep the service working and secure.
  • Website — roundrun.co.uk loads fonts from Google Fonts and a small animation script from a content-delivery network, which may see your IP address as part of serving those files. The marketing site does not run advertising or cross-site tracking cookies.

How we use your information

  • To provide the service — scheduling, route planning, GPS job logging, invoicing and payment tracking.
  • To generate your reports and AI answers about your own round (see "AI reports" below).
  • To prepare the customer texts your phone then sends from your number.
  • To support you, respond to requests, and keep the service secure and reliable.
  • To meet our legal and accounting obligations.

Our legal bases (UK GDPR)

  • Performance of a contract — to provide the service you've signed up for.
  • Legitimate interests — to run, secure and improve RoundRun, where this doesn't override your rights.
  • Consent — for things you switch on, such as location access, and for any marketing emails (which you can opt out of at any time).
  • Legal obligation — where the law requires us to keep certain records.

AI reports

RoundRun's "Ask AI" reports let you ask plain questions about your own round. To answer, we send a limited summary of your business data to our AI provider (Anthropic) to generate the response. This is used only to produce your answer — it is not sold, and under Anthropic's API terms your data is not used to train their models. If you'd rather not use it, simply don't use the Ask AI feature.

Payments

Founding Member beta accounts do not provide payment details when they claim a place and are not charged automatically. Before RoundRun subscription billing starts, we will ask you to add payment details and confirm the price. When subscription billing is introduced, the payment provider and the information it processes will be listed here before payment details are collected.

If you collect customer payments by Direct Debit, these are handled by GoCardless, a regulated payment provider. GoCardless processes the payment details under its own privacy policy. RoundRun stores the resulting payment records (such as amounts and status) so you can reconcile your invoices.

Who we share it with

We do not sell your data. We share it only with the service providers we need to run RoundRun, and only for that purpose:

  • Hosting — our servers are hosted in the United Kingdom with IONOS.
  • Payments — GoCardless, for Direct Debit collection.
  • Maps & addresses — mapping and address-lookup providers (such as Google and OpenStreetMap) to place pins and optimise routes.
  • Weather — a weather provider, to show your forecast and rain-day suggestions.
  • AI — Anthropic, to generate your Ask AI reports.

We may also disclose information if required by law, or to protect the rights, safety and security of RoundRun and its users.

Where your data is stored

Your RoundRun data is stored on servers in the United Kingdom. Some of the providers above may process limited data outside the UK; where they do, we rely on their appropriate safeguards for international transfers.

How long we keep it

We keep your data for as long as your account is active. You can export your data or delete it at any time from within the app. If you close your account, we delete or anonymise your data within a reasonable period, except where we're required to keep certain records (for example, for tax or accounting).

How we protect it

  • Data is encrypted in transit (HTTPS).
  • Passwords are stored hashed, never in plain text.
  • Access is restricted, and team-member accounts have granular permissions you control.

Your rights

Under UK data protection law you have the right to access, correct, delete, restrict or object to our use of your personal data, and to receive a copy of it in a portable format. To exercise any of these, email privacy@roundrun.co.uk.

If you're not happy with how we've handled your data, you can complain to the UK's Information Commissioner's Office (ICO) at ico.org.uk.

Your customers' data — your responsibilities

When you add your customers' details to RoundRun, you are the controller of that information. You're responsible for having a lawful basis to hold and use it, and for handling any requests those customers make to you. RoundRun processes that information only to provide the service to you and on your instructions. A data-processing agreement is available on request at privacy@roundrun.co.uk.

Children

RoundRun is a business tool intended for people aged 18 and over. It is not directed at children, and we don't knowingly collect data from anyone under 18.

Changes to this policy

We may update this policy from time to time. When we do, we'll change the "last updated" date at the top of this page, and for significant changes we'll let you know in the app or by email.

Contact us

Questions about this policy or your data? Email privacy@roundrun.co.uk and we'll be glad to help.