RoundProbyCleanlynk

Privacy policy

Last updated 14 October 2026

The short version

We hold what RoundPro needs to run your round, and nothing for advertising. Your customers’ details belong to your business: we only look after them for you. We never sell information, the database is in London, and you can download everything or ask us to delete it. Questions: info@cleanlynk.co.uk.

  1. 1. Who we are

    1. 1.1RoundPro is run by Cleanlynk Ltd, a company registered in England and Wales (company number 16187747), whose registered office is Unit 2 Trench Lock 3, Telford, Shropshire, TF1 5ST ("we", "us"). We're registered with the Information Commissioner's Office, registration number C2052292. This policy explains what personal information RoundPro holds, why, who it goes to, how long it's kept, and your rights.
    2. 1.2Questions, or anything to do with your information: email info@cleanlynk.co.uk. We reply within one month, usually much sooner.

  2. 2. Two kinds of information, two different roles

    1. 2.1About the people who use RoundPro — business owners, their team, and anyone visiting our website — we decide what's collected and why. For that information we're the "controller", and this policy is our notice to you.
    2. 2.2About a business's own customers — the names, addresses and job history a window cleaner keeps in RoundPro — the business decides. They're the controller and we only process it on their behalf, to run RoundPro for them (we're their "processor"). If you're a customer of a window cleaner, their privacy notice covers you, and they're the people to ask; see "If you're a window cleaner's customer" below.

  3. 3. What we hold about people who use RoundPro

    1. 3.1Your account: your name, email address, mobile number (if you give it), your role in the business, and your password — stored only in scrambled form, so nobody, including us, can read it.
    2. 3.2Your business: its name, address, contact details, VAT number, the bank details you choose to show on invoices, and your settings.
    3. 3.3Billing: your plan, when you pay and what for. Card and bank details for paying us are taken and held by Stripe, never by us.
    4. 3.4Signing in and security: a sign-in session on each device you use, and the internet (IP) address of sign-in attempts and other checks that stop people guessing passwords or overloading the service. If you turn on two-step sign-in, the key your authenticator app uses (stored encrypted) and your recovery codes (stored scrambled, so nobody can read them).
    5. 3.5Your phones: when each phone or computer last synced, how many changes are still waiting on it, what sort of device it is (for example "iPhone") and whether RoundPro has been added to its Home Screen. This lets your business see that work done out of signal hasn't arrived yet. It never includes the changes themselves.
    6. 3.6What you do in RoundPro: the work you mark done, skip or time, payments you record, photos you take and messages you send, each with the time it happened. RoundPro doesn't track where anyone is.
    7. 3.7Location: only when you use a feature that needs it, and only with your phone's permission. Arrival prompts compare your position with the next house on the phone itself, and nothing is sent to us. "Pin here" saves where you're standing as that house's map pin. The water station finder uses your position to list the nearest stations, and it isn't stored.
    8. 3.8Recommendations: if you sign up through another business's RoundPro link, we note which business recommended you, so we can give them their free month.
    9. 3.9Error reports: if something goes wrong on a page, a report of the error goes to Sentry with an ID code for you and your business, the page address (with any private link codes removed) and your browser type. Never your name, email or your customers' details.
    10. 3.10Messages with us: anything you send to us, such as feedback or support questions.

  4. 4. Why we use it, and our legal reasons

    1. 4.1To provide RoundPro under our agreement with your business ("contract"): your account, your round, invoices, messages, backups, syncing phones, and taking payment for your plan.
    2. 4.2To keep RoundPro secure and working, and to fix problems ("legitimate interests"): sign-in checks, limits that stop abuse, error reports, and checking that scheduled jobs ran. We use as little as we can for this.
    3. 4.3To keep the records the law requires ("legal obligation"): for example, records of what we've charged you, for tax.
    4. 4.4To tell you about RoundPro: emails you need about your account (like trial reminders and changes to these terms) are part of the service. Anything else, such as news about features, we'll only send if you're happy to receive it, and every one has a way to stop.
    5. 4.5We don't sell anyone's information, use it for advertising, or let other companies use it for their own purposes.

  5. 5. Who we share it with

    We use these suppliers to run RoundPro. Each only gets what it needs for its job, under a contract that requires it to keep the information secure and use it only for us. This list also covers businesses' customers' details where the supplier handles them.

    • Vercel · UK (London), with some handling in the US
      Runs the RoundPro website and app
      Gets: Everything passes through it while you use RoundPro
    • Neon · UK (London)
      The database
      Gets: All records
    • Cloudflare (R2) · EU / worldwide
      Stores job photos and receipt scans
      Gets: Photos and scans
    • Resend · US
      Sends emails, and receives replies to the leads assistant
      Gets: The email and who it's to (and replies from leads)
    • The SMS Works · UK
      Sends texts
      Gets: The text and the mobile number it's to
    • Stripe · UK / EU / US
      Payments to us, and card and Direct Debit payments a business takes from its customers
      Gets: Payment details (held by Stripe), names, emails and amounts
    • Ideal Postcodes · UK
      The address finder
      Gets: The postcode or address being looked up
    • postcodes.io · UK
      Finding where a postcode is on the map
      Gets: Postcodes only
    • what3words · UK
      Exact pins from three words
      Gets: The three words or map position
    • Stadia Maps · EU / US
      The map pictures
      Gets: Which part of the map is shown, and your internet (IP) address
    • Hetzner · Germany
      Drive times between houses
      Gets: Map positions only
    • Meta (Facebook) · US / worldwide
      Only if a business connects its Facebook Page: Messenger conversations with the Page
      Gets: Messages to and from the Page, the person's name on Facebook and their Messenger ID for that Page
    • Anthropic · US
      The Live screen summary, "Help me write", the leads assistant and ROSIE
      Gets: For ROSIE (owners and admins who use it): what they write to it and the records it looks up to answer. For the summary: team members' names and the day's figures, no customer details. For writing help: the text you ask it to improve. For the leads assistant (only if a business switches it on): the lead's details and messages, the price list and what the business has written about itself. Not used to train its models
    • Sentry · EU (Germany)
      Error alerts
      Gets: Error details, ID codes and browser type, with names, emails and private codes removed
    • Apple, Google or Mozilla · Worldwide
      Delivering notifications to your phone, if you turn them on
      Gets: The notification's words
    • Xero · UK / worldwide (your Xero account)
      Only if your business connects it: copies invoices, payments and expenses into your Xero
      Gets: Those records, including customers' names
    • TrueLayer · UK
      Only if your business connects it: brings in bank payments to match to invoices
      Gets: Your business bank transactions
    • HMRC · UK
      Only if your business connects it: sends VAT returns and Income Tax quarterly updates and final declarations you've checked and agreed to send, and reads your periods, returns, tax calculations, charges and payments
      Gets: The figures in those returns and updates, your VAT number and (for Income Tax) your National Insurance number, plus the device and connection details HMRC requires with every return (your internet (IP) address, browser, screen size, time zone and a device ID) to prevent fraud

    When you tap Directions, the address opens in the maps app you've chosen (Google Maps, Apple Maps or Waze) under that company's own privacy policy. We may also share information if the law requires it, to protect people from harm or fraud, or with a buyer if RoundPro is ever sold (who would have to keep to this policy).

  6. 6. Requests from the police, courts and other authorities

    Sometimes a public authority (such as the police, a court or a government body) may ask us for information about someone. When that happens:

    1. 6.1We check every request to make sure it's lawful, properly made and from who it says it's from, before we share anything.
    2. 6.2If a request isn't lawful, is too broad or isn't properly made, we push back, and challenge it where the law lets us.
    3. 6.3We only share the minimum information the request lawfully requires.
    4. 6.4We keep a record of each request: who made it, what they asked for, the legal basis, what we decided and why, and what we shared.
    5. 6.5Where the law allows, we tell the business whose records are involved, so they can tell the people concerned or object themselves.

  7. 7. Information leaving the UK

    1. 7.1RoundPro's database is in London. Some suppliers above handle information in the EU or the US. When they do, it's protected by the UK's adequacy regulations (the EU, and US companies certified under the UK Extension to the EU–US Data Privacy Framework) or by the UK's approved contract terms (the International Data Transfer Agreement or Addendum).

  8. 8. How long we keep it

    1. 8.1Your account and your business's records: for as long as your business uses RoundPro.
    2. 8.2After an account is closed: we delete its records, including its nightly backups, within 90 days. Copies in the database's short recovery history are gone within a further 14 days. Download a backup before you close if you want to keep anything.
    3. 8.3What we've charged you: 6 years, as tax law requires.
    4. 8.4Sign-in sessions: until you sign out or they expire. Records of sign-in attempts and other security checks: about 2 days.
    5. 8.5Each phone's sync status: until 60 days after the phone was last used.
    6. 8.6Conversations with ROSIE: until you start a new one, or 30 days after the last message. Changes it made stay in the business's change log.
    7. 8.7Error reports: up to 90 days in Sentry.
    8. 8.8Emails and texts sent: a log of what was sent to whom stays with the business's records, so they can see what their customers were told.

  9. 9. Keeping it safe

    1. 9.1Everything travels encrypted (HTTPS). Passwords are stored scrambled, and secret keys for connected services (such as Xero) are encrypted.
    2. 9.2Each business's records are kept separate, and every request is checked so one business can never see another's. We test this regularly by trying to break in, more than a hundred different ways.
    3. 9.3Only people who need to, and only to support you or fix a problem, can look at a business's records.
    4. 9.4If you ask us for help, you can let RoundPro support into your account: you make a code in Help and read it to us. We can then see your account as you do, for an hour at most, and only change things if you said we could. We never send messages or take payments for you. You can end it at any time, and Help shows what we did.
    5. 9.5If something goes wrong that puts your information at risk, we'll tell the businesses affected without delay, and the Information Commissioner's Office where the law requires it.

  10. 10. Cookies and what's saved on your device

    1. 10.1RoundPro only uses cookies it needs to work, so there's no cookie banner: one to keep you signed in, one that remembers who recommended you (for 60 days, if you came through a recommendation link), and short-lived ones (10–15 minutes) while you connect Xero, HMRC or your bank. If your business sends VAT returns from RoundPro, one more keeps your browser's details (screen size, time zone and a device ID) because HMRC requires them with every return.
    2. 10.2To work without signal, RoundPro saves pages and the changes you make on your phone until they're sent. It also remembers small choices there: light or dark, tips you've closed, and a random ID for the device so its sync status can be shown.
    3. 10.3No advertising or tracking cookies, and no analytics that follow you around the web.

  11. 11. Your rights

    1. 11.1You can ask us for a copy of your information, to correct it, to delete it, to limit how we use it, to object to how we use it, or to have it in a form you can take elsewhere (a business owner can download a full backup at any time). Where we rely on your consent, you can withdraw it whenever you like.
    2. 11.2Email info@cleanlynk.co.uk. We may need to check it's really you. We'll reply within one month.
    3. 11.3If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk or 0303 123 1113.

  12. 12. If you're a window cleaner's customer

    1. 12.1Your window cleaner uses RoundPro to keep your details, plan their round, and send you reminders, invoices and receipts. They decide what's kept and why; we look after it for them.
    2. 12.2To see, correct or delete what they hold, or to stop messages, contact your window cleaner — their details are on your invoices and emails. Most messages also have a link to stop them. If you can't reach them, email us and we'll pass your request on and help them deal with it.
    3. 12.3Your card or Direct Debit details, if you pay that way, are held by Stripe for your window cleaner. Neither RoundPro nor your window cleaner can see your full card or account number.

  13. 13. Data processing terms for businesses

    These terms are part of RoundPro's terms and conditions. They cover your customers' details and your team's, which you're responsible for and we process on your behalf.

    1. 13.1What we process: the personal information you and your team put into RoundPro or that it collects for you — customers' names, addresses, contact details, job and payment history, notes, photos and messages, and your team's details and work records. We process it to provide RoundPro, for as long as you use it.
    2. 13.2Your instructions: we only use it to provide RoundPro as you set it up and use it, and as these terms describe. If we think an instruction breaks data protection law, we'll tell you.
    3. 13.3Connected systems: if you make an API key, add a webhook or sign in to connect another system (such as a CRM, Zapier or an AI assistant), sending your information to it and accepting changes from it is your instruction. That system's provider works for you, not us, so it isn't one of our suppliers.
    4. 13.4Leads: enquiries your business sends RoundPro (for example from a Facebook lead form) are kept with your records, and if you switch it on RoundPro messages those people for you — a quote, a thank-you, or a single reminder. With the AI assistant on, their replies on Messenger or by email come back to RoundPro and an AI (Anthropic's Claude) writes answers using your price list and what you've told it, saying it's an automated assistant; the conversation is kept with the lead. We act on your instructions, as with your customers' details.
    5. 13.5Facebook Messenger: if your business connects its Facebook Page, people who message it become leads in RoundPro — their name from Facebook, their messages and the Messenger ID Facebook gives them for your Page. We keep your Page's access token encrypted, and delete it when you disconnect. Someone who messaged a Page can ask that business, or us, to delete their messages (see roundpro.app/facebook/data-deletion).
    6. 13.6Confidentiality: everyone who can access it for us is bound to keep it confidential.
    7. 13.7Security: we keep it secure as described in "Keeping it safe" above.
    8. 13.8Suppliers: you agree to us using the suppliers listed in "Who we share it with". We'll update that list at least 14 days before adding a new one, so you can object; if you do and we can't sort it out, you can close your account. We hold each supplier to terms that protect the information as well as these do.
    9. 13.9Helping you: we'll help you answer people who ask to see, correct or delete their information (much of it you can do yourself in RoundPro), and with security, breach notices and data protection assessments where that's reasonable.
    10. 13.10Breaches: if we become aware of a breach affecting your information, we'll tell you without undue delay, with what we know, so you can meet your own duties.
    11. 13.11At the end: when you close your account we delete your information as set out in "How long we keep it". Before then you can download a full backup.
    12. 13.12Checking: we'll give you the information you reasonably need to show we keep to these terms, and answer your reasonable questions about it.
    13. 13.13Your side: you're responsible for having a lawful reason to hold your customers' and team's details and for telling them how you use them (your own privacy notice). Only put in what you need.

  14. 14. Children

    1. 14.1RoundPro is for businesses and isn't meant for anyone under 18.

  15. 15. Changes to this policy

    1. 15.1If we change this policy, we'll update the date at the top. For important changes we'll also tell business owners by email or in RoundPro before they take effect.

Terms and conditions · Back to RoundPro

Cleanlynk Ltd · Registered in England and Wales, company number 16187747 · Registered office: Unit 2 Trench Lock 3, Telford, Shropshire, TF1 5ST · ICO registration C2052292