How Roundly looks after your information

Who runs Roundly

Roundly is run by Liam Jones, a sole trader in the UK. For any question or request about your information, email [email protected].

Creator partner applications

If you apply to become a Roundly creator partner, we keep your name, email address, public channel or website link, audience description, acknowledgement and application reference. Liam uses these details to review your application and contact you about the partnership: your link, your sign-ups and earnings, and a few tips on posting, which you can stop at any time. Applying does not add you to a marketing mailing list.

Applications are stored with Cloudflare in a separate database from cleaners’ customer records. Unapproved applications are deleted once they are 180 days old, unless you ask us to remove them sooner. Approved partner records are kept while needed to run the partnership.

To stop the same form being sent again and again, we keep a scrambled code made from your internet address for a short time, not the address itself. These codes are deleted by a daily tidy-up. No payment or bank details are asked for in the application.

For a copy, correction or deletion of your application, email [email protected]. You can include your application reference to help us find it.

What Roundly keeps

About you and the people on your round: the email you sign in with, the name that goes on your jobs, your business name, the bank details you add for payment messages, and a profile picture if you add one.

About your customers: what your round puts in. That is names, addresses, phone numbers, notes, prices, visits, payments, photos and voice notes. It also keeps enquiries, and the texts, WhatsApp messages and emails between your round and its customers, with any photos and voice notes they send.

Your round decides what goes in about its customers and why. Roundly keeps it for you and uses it only to run your round.

What Roundly does with it

Only what the app is for: your diary, your jobs for the day, payments owed, messages you choose to send, and your money figures.

• Nothing is sold, and nothing is used for advertising.
• There are no advertising or tracking cookies and no visitor tracking. Roundly uses three cookies. One keeps you signed in. One holds your sign-in code request for a few minutes. One remembers for a year that this phone or computer has signed in before, so Roundly can tell a new phone from one you have used, which helps stop people guessing sign-in codes.
• Roundly keeps a history of changes (who changed what, and when) so your round can see and undo mistakes.
• If you write down what a customer told you, like why they don't want a clean yet, it stays on that customer for you and the other owners of your round. Your workers don't see it. Keep it to what you need: something like being in hospital is private.
• When you tap "I'm here now" to pin a customer's exact spot, Roundly asks your phone where it is at that moment and saves it as that customer's map spot. It does not follow where you go.
• When you send an invoice, it has its own link. Anyone who has the link can open that one invoice, so send it only to the customer it is for. A link you switch off stops working.
• When you import customers from a spreadsheet, Roundly keeps what you chose for each column (which is the name, the price and so on) and, from the row it was sure of or you confirmed as your column names, only the common heading words in each heading, like "name", "price" or "address". Every other word is kept as "*", and anything that looks like a phone number, postcode, email, amount, date or address is not kept. This helps us make importing work better.

Where it goes

These companies help run Roundly. Each one only gets what it needs for its job.

• Cloudflare hosts Roundly and stores everything in it, including photos and voice notes. It sends your sign-in code email from [email protected] and passes email sent to [email protected] on to Liam. It also takes in email sent to your round's quotes address and puts it into Roundly as an enquiry. Its servers are in many countries.
• Groq (USA) turns a voice note into writing. Roundly asks you first, the first time you record one in the app, with a choice of Allow writing out or Keep recordings only. Nothing is sent to Groq before you say yes, and you can change your mind on Your account. Once you have allowed it, the recording is sent to Groq, and the writing comes back onto the job. The recording is also kept on the job in Roundly. If your round turns it on, voice notes your customers send on WhatsApp are written out by Groq the same way.
• OpenRouter (USA) and TypeSafe pick the help answer for a question typed into Help. OpenRouter passes your question to Jev, a model made by TypeSafe. Roundly asks you first, the first time you type a question into Help, with a choice of Allow or Not now. Nothing is sent before you say yes, and you can change your mind on Your account. Once you have allowed it, your question is sent exactly as you typed it, with whether you are an owner or a worker. Your email and your round's name are not sent. If you type a customer's name or details into the question, those go too, so please leave them out. Questions are kept in Roundly so the answers can be improved.
• Twilio (a US company) carries texts, phone calls and WhatsApp messages sent from Roundly, including payment texts from "Send all", if your round has texts switched on. Customers' replies come back into Roundly the same way. In the iPhone app, Twilio's calling kit also reports how a call went (call quality figures, never what was said).
• Meta, which runs WhatsApp and Facebook, carries WhatsApp messages if your round connects its WhatsApp Business number to Roundly. This is only offered to some rounds while it is new. Connecting opens Facebook's own sign-in window, which loads Facebook's script on that screen only. Once connected, Roundly brings in the past WhatsApp chats on that number so they show in Roundly, and every message sent or received after that goes through Meta.
• OpenStreetMap provides the map pictures. When you open the map, your phone asks OpenStreetMap for the area on screen.
• postcodes.io is used to place customers on the map. Only the postcode is sent.
• For a round in the USA, the US Census Bureau's address service places customers on the map. Only the address is sent.
• Google: if you paste a Google Maps or Google reviews link into Roundly, Roundly opens that link to find the place. Only the link is sent, never your customers.
• Google (Gmail), only if an owner switches it on in Extra features by choosing Connect Gmail. Google's own sign-in window opens and asks you to allow Roundly to send email from your Gmail address. That is the only permission Roundly asks for: it can send email as you, and it cannot read your inbox, your sent mail or your contacts. Roundly keeps your Gmail address and a locked-away key from Google so it can send for you. It then sends the quotes, chat emails and invoices you choose to send from Roundly through your Gmail, so they come from your address and appear in your Gmail Sent folder. Tap Disconnect in Extra features at any time: Roundly deletes the key and asks Google to cancel it. You can also remove Roundly in your Google account's security settings. Google's own privacy terms apply to your Gmail. The Gmail key is left out of nightly backups and exports, so after a restore you connect again.
• Quotes by email, if you switch it on in Extra features, sends the quotes you write from Roundly in your business's name, through Cloudflare, unless you have connected Gmail, in which case they go through your Gmail as described above. When a customer replies to one, the reply comes back into Roundly, onto that enquiry, so you can read it there.
• WhatsApp and Google Maps buttons open their app with the message or address when you tap them, and their own privacy terms apply.
• Phone alerts in the browser, if you turn them on, are carried to your phone by its maker's notification service (Apple, Google or Mozilla). Each one is locked so only your phone can read it. A job reminder shows the next customer's name and address. An alert for a new enquiry or message shows the customer's name and the start of what they wrote.
• Phone alerts in the Roundly iPhone app, for new enquiries and messages, go through Apple's alert service. Each one shows the customer's name and the first 140 characters of their message. These are not locked the way browser alerts are, so Apple's service carries the words as they are.

Groq, OpenRouter and Twilio are US companies, and Meta and TypeSafe may handle information outside the UK, so a voice recording, a Help question or a message can leave the UK to be handled.

Who can see a round's information

• The people the round adds under People. A worker sees only their own jobs, and sees prices only if the owner allows it.
• The round's first owner gets an email when a customer emails the quotes address, replies to a quote or writes into a chat. It shows the customer's name and up to 600 characters of what they wrote.
• Liam, as the person running Roundly, when needed to fix a problem, restore a backup or answer a Help question.
• No other round can see yours.

What Liam is sent by email

Some things are emailed to Liam's own business mailbox, which Google runs, so he can answer people and keep Roundly safe:

• Each new round that signs up: the round's name and the owner's email.
• Every question typed into Help, with who asked, which round, and whether Help answered it. If you tap "Send this to Liam", he also gets anything you added. Any screenshots stay in Roundly and are deleted 48 hours after he replies.
• A warning when someone hits a sign-in limit, with the email address or internet address that hit it.
• A note when an owner sends a customer file for us to import: the round, the file's name and the owner's note. The file itself stays in Roundly and is deleted 48 hours after Liam marks it done.
• Notes about a round's Roundly plan, such as a payment problem.

On your phone

So Roundly works with no signal, the app keeps a copy of your round on the phone, along with changes and photos waiting to send. That copy stays after you log out. Please don't use Roundly on a phone other people use. If you have, clear the browser's saved data for Roundly afterwards.

Backups

A copy of Roundly's information is taken every night and kept on Liam's own encrypted computer, so nothing is lost if something goes wrong. Each nightly copy is deleted after 90 days.

Liam has also made some copies by hand, for example before a big change. These are not yet deleted after 90 days. A tidy-up that deletes them is being built.

Once a week, a copy of Dropby Window Cleaners' own round, and nothing from any other round, goes to an iCloud folder shared only with Dropby's co-owner, so Dropby can keep working if Liam can't. The newest four are kept.

Apart from that, and a round's own copy of its own information, backups are not shared with anyone.

How long it is kept

For as long as your round uses Roundly. When you remove a customer, they go from your screens, but the history of changes still holds their details.

When you bin a customer from Old customers, their phone number, email, address, map spot and notes are wiped, from the history of changes too. Their visits and money stay, under their first name and the first letter of their surname (like "Louise S."), because you need them for your tax records.

You can start deleting from inside the Roundly app. Open More, then Your account (or tap your letter at the top, then Your account). If you work on someone's round, tap Delete my account: your sign-in is taken off at once. If you own the round, tap Delete my round: the round closes at once, and Roundly then deletes the round's information after sending you a copy of it. You can also do this without the app on our delete your account page.

If you would rather ask by email, or you want something removed completely, email [email protected] and it will be deleted. Copies in the nightly backups go within 90 days after that.

What you can ask for

You can ask to see the information Roundly holds about you, to have it corrected or deleted, or to object to how it is used. Email [email protected].

If you are a customer of a round that uses Roundly, it is usually quickest to ask that round first. You can also email Roundly directly.

If you are unhappy with how your information is handled, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes to this page

If this page changes, the date at the top changes too.