Privacy Notice (UK GDPR)

1. Who we are

This Privacy Notice explains how Round Tracker (“we”, “us”, “our”) processes personal data when you use our software service.

If you have any privacy questions or requests, contact support@round-tracker.com.

2. What personal data we process

Depending on how you use the service, we may process:

• Account data: name, email address, authentication identifiers, and basic login metadata (such as sign-in timestamps).
• Organisation and service data you input: business/organisation name and the customer details you enter into the system (which may include customer names, addresses, postcodes, and job notes).
• Support communications: messages you send to us and our replies.
• Technical and security logs: limited logs used to maintain security, prevent abuse, and ensure reliability.

You should avoid entering special category data (for example, health information) unless you have a clear lawful basis and it is strictly necessary for your business.

3. Roles under data protection law

For account and platform administration data, we act as a controller.

For customer data you upload (for example, your customers’ names and addresses), you will typically be the controller and we will act as your processor, processing that data only to provide the service.

4. How we use personal data

We use personal data to:

• Provide the service, including authentication and account management.
• Store and display the information you input (customers, schedules, visits).
• Maintain security, prevent fraud/abuse, and monitor reliability.
• Provide support and respond to enquiries.
• Enforce plan limits and prevent misuse.
• Comply with legal obligations where applicable.

5. Lawful bases (UK GDPR)

We rely on the following lawful bases where applicable:

• Contract: to provide the service you request (including paid subscriptions where applicable).
• Legitimate interests: to operate, secure, and improve the service, prevent abuse, and provide customer support (balanced against your rights).
• Legal obligation: to meet legal or regulatory requirements (for example, record keeping where required).
• Consent: for non-essential cookies or optional marketing where required (you can withdraw consent at any time).

6. Processors and sharing

We use trusted service providers (processors) to help deliver the service, such as hosting, database, authentication, and email delivery providers.

We do not sell personal data. We share personal data only where it is necessary to provide the service, maintain security, comply with law, or protect our rights.

7. International transfers

Some service providers may process data outside the UK. Where personal data is transferred internationally, we use appropriate safeguards such as adequacy regulations or approved contractual clauses, as required by UK data protection law.

8. Retention

We retain personal data only for as long as necessary for the purposes described in this notice, including providing the service, meeting legal obligations, resolving disputes, and maintaining security.

Visit history and related service records are subject to an automated retention period and are permanently deleted (or anonymised, where configured) after the retention window expires. Unless we state otherwise, the standard retention window is 365 days.

If you delete your account (or request deletion), we will delete or anonymise personal data unless we must retain it for legal, security, or legitimate business purposes.

9. Your rights

Under UK GDPR and the Data Protection Act 2018, you may have rights including access, correction, deletion, restriction, objection, and data portability (where applicable).

You can also complain to the UK Information Commissioner’s Office (ICO). We encourage you to contact us first so we can try to resolve any issue.

10. Security

We use reasonable technical and organisational measures designed to protect personal data, including authentication controls and access management. No system can be guaranteed 100% secure, and you should use strong passwords and keep your account credentials safe.

11. Changes to this notice

We may update this Privacy Notice from time to time. Updates will be posted on this page with a new “Last updated” date.