Privacy Policy

Last updated: 18 April 2026

We have written this in plain English because nobody reads legalese. The legal bits are still there — they just read like a human wrote them. If anything is unclear, get in touch.

The short version

- Your data is yours. Always.
- We never sell your data to anyone.
- We never contact your customers.
- You can export everything anytime.
- We delete your data within 30 days of cancellation.
- No tracking cookies. No ads.

1. Who we are

BuildRound is operated by BuildRound Ltd, a company registered in England and Wales. We provide business management tools for outdoor service operators in the United Kingdom. Full registration details, registered office, and ICO number are at the bottom of this page.

2. What we collect

Account information: Name, email address, and password (managed by our authentication provider, Clerk). We need this to create your account and let you sign in.

Business information: Business name, services offered, coverage area, and pricing you enter during setup. We need this to power your booking page and tools.

Operational data: Customers, jobs, invoices, expenses, and payments you create through normal use. This is the core of what BuildRound does for you.

Usage data: We use Plausible Analytics, which collects anonymous, aggregated usage statistics. Plausible does not use cookies, does not track individual users, and is fully GDPR compliant.

3. What we do not collect

- We do not track you across other websites.
- We do not use advertising cookies or pixels.
- We do not collect data from your phone contacts, camera, or location unless you explicitly use a feature that requires it (like route planning).
- We do not read your SMS messages or emails.

4. Legal basis for processing (GDPR Article 6)

What we do	Legal basis
Provide the BuildRound service	Contract — performance of our agreement with you
Send transactional emails (receipts, password resets)	Contract
Keep records for tax and accounting (HMRC)	Legal obligation
Prevent fraud, secure the service, fix bugs	Legitimate interest
Improve the product using anonymous usage data	Legitimate interest
Send product updates or marketing (if you opt in)	Consent

5. Your customers' data

Your customers are your customers, not ours. We store their name, address, phone number, and email only because you entered it to manage your round. We will never:

- Contact your customers directly.
- Market to your customers.
- Share your customer list with anyone.
- Use your customer data after you cancel.

You are the data controller for your customers' data under UK GDPR. We are the data processor — we store it on your behalf and only use it as you instruct. By using BuildRound you enter into a data processing agreement with us on the terms set out in this policy.

6. Where we store your data

Your data is stored on Amazon Web Services (AWS) servers in London (eu-west-2). All data is encrypted at rest and in transit. Backups are taken daily and retained for up to 35 days (production) or 7 days (staging).

7. International data transfers

Most processing happens in the UK. A few third-party services we use are based outside the UK:

- Clerk (authentication) — data processed in the US under the UK Extension to the EU-US Data Privacy Framework.
- Stripe (payments) — processes some data in the US and Ireland under Standard Contractual Clauses.
- Twilio (SMS) — data routed via EU/US infrastructure depending on the recipient, under Standard Contractual Clauses.
- Sentry (error tracking) — EU region.

Where data leaves the UK, we rely on adequacy decisions or Standard Contractual Clauses as required by UK GDPR Articles 44-49.

8. Third-party services

Service	Purpose	Data shared
Clerk	Authentication	Email, name
Stripe	Card payments	Payment details (we never see full card numbers)
GoCardless	Direct Debit	Bank details for DD mandates
Twilio	SMS reminders	Customer phone numbers, message content
AWS SES	Transactional email	Email addresses, message content
AWS Bedrock (Claude)	Pricing + tax suggestions	Aggregated pricing data, never personal customer data
Ideal Postcodes	UK address autocomplete	Postcode you type (not stored by them beyond lookup)
Plausible	Analytics	None (cookieless, anonymous)
Sentry	Error tracking	Anonymous error reports

9. Automated decision-making

We use AWS Bedrock (a Claude model) to suggest prices and estimate tax amounts based on aggregated data. These are suggestions only — you make every final decision. No decisions with legal or significant effects are taken automatically. You are not subject to any processing under GDPR Article 22.

10. Cookies

We use essential cookies for authentication only (keeping you signed in). We do not use advertising, tracking, or analytics cookies. Plausible Analytics does not use cookies at all. Full details on our Cookies page.

11. How long we keep your data

Category	Retention
Your account + operational data	Until cancellation + 30 days
Backups	Up to 35 days rolling
Invoices and financial records	7 years (HMRC legal requirement)
Server and security logs	90 days
Support correspondence	2 years

12. Data export and deletion

Export: You can export all your data (customers, jobs, invoices, expenses) at any time from Settings in CSV format. No questions asked.

Deletion: If you cancel your account, we delete all your operational data within 30 days. Financial records retained only as required by HMRC (see above). You can also request immediate deletion by emailing privacy@buildround.com.

Portability: Your exported data is in standard formats (CSV) that can be imported into other tools. We never lock you in.

13. Your rights under UK GDPR

- Access: See what data we hold about you.
- Rectification: Correct any inaccurate data.
- Erasure: Request deletion of your data.
- Restriction: Limit how we use your data.
- Portability: Export your data in a standard format.
- Objection: Object to processing based on legitimate interests.
- Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, email privacy@buildround.com. We will respond within 30 days as required by law. No fee in most cases.

14. Right to lodge a complaint

If you are not happy with how we handle your data, you can complain to the UK's Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint. We'd prefer you came to us first so we can fix it, but it's your right and you don't have to.

15. Children's data

BuildRound is not for children. You must be at least 18 to use our service. We don't knowingly collect data from anyone under 18. If you believe a child has signed up, email privacy@buildround.com and we'll delete the account.

16. Changes to this policy

If we make significant changes, we will email you at least 14 days before they take effect. Minor wording changes will be updated here with the date at the top.

17. Contact us

Privacy questions: privacy@buildround.com. General enquiries: hello@buildround.com. Full company details below.