Last updated 10 September 2026
The short version. Roundbook stores your business's records so you can run your round. Your customers' details belong to you, not us — we only hold them so the software works. We don't sell anything to anyone, we don't use your data to advertise, and you can take it all with you or have it deleted whenever you want.
Roundbook is round planning software operated from the United Kingdom. If you have a question about anything on this page, email hello@roundbook.uk and a person will answer.
This matters, because the law treats them differently.
When you sign up we hold your name, business name, email address, phone number if you give one, and a scrambled version of your password that cannot be turned back into the original. We also keep a record of what you've paid us.
We are the controller of this data. We use it to give you the service, take payment, and email you about your account.
Names, addresses, phone numbers, email addresses, prices, visit history and anything you type into a note. This is your data about your customers. You decide what to collect and why; we only store and process it so the software does what you ask.
In legal terms you are the controller and we are the processor. We do not use your customers' details for anything except running the service for you. We don't contact them ourselves, we don't sell or share the list, and we don't mine it.
Something you may need to do. If you keep customer records, you may need to register with the Information Commissioner's Office. It's usually around £52 a year for a small business, and takes a few minutes at ico.org.uk/registration. This applies whether you use Roundbook, a competitor, or a paper book — but it's worth knowing.
| What | Why | How long |
|---|---|---|
| Your account details | To let you sign in and to contact you about your account | While your account is open, then 90 days |
| Your customers, jobs and invoices | To run the software you're paying for | While your account is open, then 90 days |
| Payment records | To take your subscription and to keep proper books | Six years, as tax law requires |
| Sign-in records and error logs | To keep accounts secure and to fix faults | Up to 12 months |
| Backups | So a mistake or a fault doesn't lose your round | Rolling, up to 14 days |
We use a small number of other companies to run the service. Each only receives what it needs, and none of them may use your data for their own purposes.
We don't sell data, and we don't share it with advertisers or data brokers. We would only hand anything to authorities if the law actually required it.
Your records are stored in Frankfurt, Germany. The UK recognises the EU as providing adequate protection, so this transfer is permitted. Some of our suppliers are based in the United States and rely on approved transfer safeguards.
Every business's records live in a separate database file, not a shared one, so it isn't possible for one business's account to reach another's. Traffic is encrypted, passwords are hashed with bcrypt, two-factor sign-in is available to everyone, and we take automatic backups.
No system is perfect. If we ever have a breach that puts you at risk, we'll tell you and the ICO within 72 hours, and we'll tell you plainly what happened rather than hiding it in a notice.
Under UK GDPR you can ask us to give you a copy of your data, correct it, delete it, restrict what we do with it, or object to how we use it. Email hello@roundbook.uk and we'll respond within one month, usually much sooner.
You can export everything yourself at any time from inside the app — you don't have to ask.
If you think we've handled your data badly, please tell us first so we can put it right. You can also complain to the ICO at ico.org.uk/concerns.
You keep read access to your records and can export them. Nothing is deleted the moment a payment fails — we think locking someone out of their own customer list over a card problem is indefensible.
If you close your account we keep the data for 90 days in case you come back or need something from it, then delete it. Ask us and we'll delete it sooner.
We use one cookie to keep you signed in, and one to remember a device you've told us to trust for two-factor sign-in. That's it — no advertising cookies, no tracking pixels, no analytics that follow you around.
If we change anything significant we'll email you before it takes effect, rather than quietly updating this page.
Roundbook