Version: 2026-07-22
Last updated: 22 July 2026
RoundWiz is operated by Edansa Innovations Ltd, a company registered in England and Wales (company number 15789915), registered office: Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA.
Contact for privacy matters: privacy@roundwiz.co.uk.
Edansa Innovations Ltd is registered with the UK Information Commissioner's Office (ICO), registration number ZB781779.
1. The two roles we play
RoundWiz is used by window cleaning and similar round-based businesses to manage their own clients. That means two different sets of personal data flow through the service, and our legal role is different for each:
(a) Your account data. We are the controller. If you hold a RoundWiz account, we decide how and why your account information is processed, and this policy describes that in full.
(b) Your business's client data. We are the processor. The client records you enter into RoundWiz (your customers' names, addresses, phone numbers, job notes, payment status) belong to your business. You are the data controller for that information; we process it only on your instructions, under the Data Processing Agreement in our Terms of Service.
If you are a client of a window cleaning business that uses RoundWiz and you want to access, correct or delete your information, please contact that business directly: they control your data. If you contact us, we will forward your request to them without undue delay.
The rest of this policy is mainly about (a): the data we control.
2. Data we collect as controller
| Data | Where it comes from | Why |
|---|---|---|
| Email address, name | You, at sign-up | Account identity and login codes |
| Login and security events (login-code requests, sign-ins, IP address, device/browser info) | Automatically | Security, fraud and abuse prevention |
| Terms/privacy acceptance records (version accepted, timestamp, hashed IP) | You, at sign-up or re-acceptance | Evidence of agreement (legal obligation/contract) |
| Billing details and subscription status | You and our payment provider | Charging for the service (full card details are held by the payment provider, not us) |
| Application logs (requests, errors, timing; personal identifiers such as email addresses are hashed before logging) | Automatically | Diagnosing faults, keeping the service secure and reliable |
| Security audit records (sign-up and sign-in attempts, account deletion and export requests; email addresses are hashed) | Automatically | Detecting and investigating misuse of an account |
| Support communications | You | Helping you |
| Website analytics (pages viewed, how you reached the site, approximate location, device and browser type) | Automatically, but only if you accept analytics cookies | Seeing which pages are worth keeping and how people find RoundWiz |
We do not sell personal data, and we do not use your data (or your clients' data) for advertising.
3. Logging and monitoring (BetterStack)
We use BetterStack for uptime monitoring and infrastructure logs. Server logs include IP addresses, browser information, request paths and error details. Personal identifiers such as email addresses are hashed before they reach logs.
Our lawful basis for this is legitimate interests (keeping the service secure and reliable). Logs are retained for 3 days and then deleted automatically. BetterStack processes this data in the EU.
We do not record session replays. We ran session-replay recording during a closed beta to help us find bugs. That ended on 22 July 2026 and the recording is switched off. If we ever bring it back we will ask for your consent first and update this policy before we do.
4. Lawful bases
| Purpose | Lawful basis |
|---|---|
| Providing the service, login codes, billing | Performance of a contract |
| Recording your acceptance of terms, tax/accounting records | Legal obligation and legitimate interests |
| Security logging and abuse prevention | Legitimate interests |
| Service emails about material changes affecting your account | Legitimate interests / contract |
| Weekly summary email about your own round (see section 10) | Legitimate interests, with one-click unsubscribe |
| Marketing email (only if we introduce it) | Consent, separately requested, never pre-ticked |
| Website analytics (see section 9) | Consent, given through the cookie banner and withdrawable at any time |
5. Who we share data with (sub-processors and recipients)
We share personal data only with the providers below, only as needed to run RoundWiz:
| Provider | Purpose | Location |
|---|---|---|
| Fly.io, Inc. | API hosting and compute | United Kingdom (London) |
| MongoDB, Inc. (Atlas) | Database hosting and backups | EU (Ireland) |
| Better Stack, Inc. | Logging, uptime monitoring, session replay | EU |
| Mailgun (Sinch) | Sending login codes and service email | EU |
| Cloudflare | Web app hosting (Pages), bot protection (Turnstile) on the sign-up and login forms | Global edge |
| OpenRouteService (HeiGIT gGmbH) | Turning a property address into map coordinates. Receives the address only, never a name or contact details | Germany (EU) |
| "Sign in with Google" if you choose it, and the web fonts the app uses (which means Google sees your IP address when a page loads) | Per Google's privacy policy | |
| Google (Analytics) | Website analytics on roundwiz.co.uk, only if you accept analytics cookies | Per Google's privacy policy, including the United States |
| consentmanager | Showing the cookie banner and recording the choice you make on it | EU |
| Stripe Payments Europe, Limited | Subscription payments | Ireland (EU), with onward transfers to the United States |
We may also disclose data where required by law, or as part of a sale or restructuring of our business (in which case this policy continues to apply to the data transferred).
6. Where data is stored and international transfers
RoundWiz stores your data in the EU (Ireland) and processes it in the United Kingdom, both covered by the UK's adequacy regulations. If any provider processes data outside the UK or EU, we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
7. How long we keep data
| Data | Retention |
|---|---|
| Account and workspace data | Life of the account, then deleted within 90 days of account closure |
| Consent/acceptance records | 6 years after account closure (evidence of agreement) |
| Billing records | 6 years (UK tax law) |
| Security audit records | 90 days |
| Application logs | 3 days |
| Login codes | 10 minutes (they expire and are then deleted) |
| Website analytics data | The retention period set on our Google Analytics property, after which Google deletes it automatically |
| Your cookie banner choice | Held by consentmanager until you change it or it expires, so we are not asking on every page |
8. Security
Data is encrypted in transit and at rest. Access is workspace-scoped, so one business can never see another's data. We use one-time email login codes instead of stored passwords, rate-limit sensitive endpoints, hash personal identifiers in logs, and mask personal data in session replays. Production access is limited to authorised personnel.
9. Cookies and local storage
Strictly necessary storage. Keeping you signed in, remembering app preferences on your device, and Cloudflare Turnstile's bot-protection token on the sign-up/login pages. The service cannot work without these, so they do not depend on your consent.
Analytics, only if you say yes. On our public website at roundwiz.co.uk we use Google Analytics 4 to see which pages people read and how they found us. It sets cookies in your browser. It runs only if you accept analytics in the cookie banner, and if you decline, the Google Analytics script is never loaded at all.
The cookie banner. The banner is provided by consentmanager, which stores your choice so we are not asking you again on every page. You can change or withdraw that choice at any time through the same banner, and withdrawing it does not make anything we did while you had given it unlawful.
We do not use advertising cookies, and analytics never touches your client records: it sees pages on the marketing website, not the data inside your account.
10. Emails we send you
Account and service emails. Sign-in codes, billing notices, and messages about your trial, subscription or account status. These are part of running your account, so they have no unsubscribe link. If you have an account, you get these.
The weekly summary. On Monday mornings we send a short summary of your own round: what is due, what is outstanding. It is on by default and it is not advertising, but you can switch it off at any time. Every one carries an unsubscribe link, your email client's one-click unsubscribe works on it, and there is a "Weekly summary email" toggle in Settings. Turning it off does not affect your account emails.
Marketing. We do not send marketing email. If we ever do, we will ask you to opt in first, in a separate, unticked box.
11. Your rights
Under UK data protection law you have the right to: access your data; correct it; delete it; restrict or object to processing (including processing based on legitimate interests); data portability; and to withdraw consent where consent is the basis.
To exercise these rights, email privacy@roundwiz.co.uk. We will respond within one month.
We do not make any decision about you by automated means alone, and we do not profile you.
We are not required to appoint a Data Protection Officer and have not appointed one. Privacy questions go to privacy@roundwiz.co.uk and reach a person.
Remember: for data about you held by a window cleaning business in RoundWiz, that business is the controller; please direct rights requests to them (section 1).
12. How to complain
If you are unhappy with how we have handled your personal data, please tell us. You do not have to use any particular form of words.
Complain to us. Email privacy@roundwiz.co.uk with "Complaint" in the subject, or write to Edansa Innovations Ltd at the registered office address at the top of this policy. Tell us what happened and what you would like us to do about it.
What we will do. We will acknowledge your complaint within 30 days of receiving it. Where we can look into it and answer you inside those 30 days, we will just send you the answer. Otherwise we will acknowledge it, look into it, keep you posted, and tell you the outcome as soon as we can.
If you are still unhappy. You can complain to the Information Commissioner's Office at any point, including before you come to us:
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you are a client of a window cleaning business that uses RoundWiz, that business is the controller for your data, so complain to them first. If you complain to us instead, we will pass it on to them without undue delay and tell you we have done so.
13. Children
RoundWiz is a business tool for users aged 18 and over. We do not knowingly collect data from children.
14. Changes to this policy
Each version of this policy carries a version date. For material changes we will notify account holders by email or in the app and, where the change affects how we use your data, ask you to acknowledge the new version at your next login.