Privacy notice
Last updated: 11 October 2026
This notice explains what personal data RoundSorted handles, why, and your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018). RoundSorted is run by PT Digital Limited (registered in Scotland), company number SC903532, registered office 48 West George Street, Office 2/3, Glasgow, G2 1BP (“we”, “us”). Questions: hello@roundsorted.co.uk.
Two different roles
We are the controller for data about the businesses that use RoundSorted and the people who visit our website — for example an owner's name, email, login and billing details, and messages sent to us.
We are a processor for the data businesses put into RoundSorted about their customers and staff — names, addresses, phone numbers, orders, delivery records and invoices. The business (for example your baker or window cleaner) is the controller of that data and decides how it's used. If you're one of their customers, please contact that business first about your data; we'll help them respond.
What we collect as controller
- Account details: your name, business name, email address, phone number (if given), password (stored only as a secure hash) and your business's chosen web address.
- Billing details: your plan and payment history. Card details are handled by Stripe; we never see or store your full card number.
- Messages: what you send through our contact form or by email.
- Technical data: IP address and basic request logs, used for security, preventing abuse and fixing faults.
- Route planner: the addresses and postcodes you type into the free route planner are sent to our server to work out the route and are not saved. They are passed to postcodes.io (to find each postcode) and OSRM (to work out driving times).
Cookies and analytics
We use one essential cookie to keep you logged in; it's always on because the app can't work without it.
On our public website (not inside your account, and not on your customers' order or invoice pages) we count visits with our own first-party analytics, only if you click "Accept analytics" on the banner. If you do, your browser stores a random visitor ID and the site records the pages you view, how you arrived (for example a search engine or a link) and roughly how long you stayed. It's used only to see which pages are useful. It isn't shared, sold or used for advertising, and we don't use Google Analytics or advertising cookies. If you choose "No thanks", nothing is stored or sent. To change your mind, clear this site's data in your browser and choose again.
Why we use it, and our lawful basis
- To provide RoundSorted to your business — performance of our contract with you.
- To take payment and keep accounts — contract, and legal obligation (tax and accounting records).
- To send service emails such as password resets, billing notices and important changes — contract and legitimate interests.
- To keep the service secure and prevent abuse — legitimate interests.
- To answer your messages — legitimate interests.
- To tell you about new features — legitimate interests, and you can opt out at any time with one click or by emailing us.
Data we process for businesses (as processor)
For each business using RoundSorted we store the customer and staff details they enter: names, delivery addresses and postcodes, phone numbers and email addresses, standing orders and one-off changes, delivery records (including driver notes and any photos taken as proof of delivery), invoices and payment status. We use it only to provide the service to that business, under the data processing terms in our terms of service. We never sell it or use it for our own marketing.
Customers who change their orders through a business's self-service link, or pay an invoice by card, do so on behalf of that business. Card payments go through the business's own Stripe account.
Who we share data with (sub-processors)
We use these providers to run RoundSorted. Each only gets the data it needs and is bound by data protection terms.
| Provider | What for | Where |
|---|---|---|
| Vercel Inc. | Hosting the website and app | UK/EU and USA (UK IDTA / Data Privacy Framework safeguards) |
| Neon Inc. | Database (where account and business data is stored) | UK (London) |
| Resend (Plus Five Five, Inc.) | Sending emails such as password resets and invoices | USA (safeguards as above) |
| Stripe Payments Europe Ltd / Stripe, Inc. | Billing businesses for their RoundSorted plan | EU/UK and USA (safeguards as above) |
| OpenStreetMap, OSRM (project-osrm.org) and postcodes.io | Map tiles, driving times and postcode look-ups. Only postcodes or coordinates are sent, not names. | UK/EU |
Businesses may also connect their own Stripe account to take card payments from their customers. Stripe acts under its own agreement with the business.
We'll also share data if the law requires it, or to protect our rights or someone's safety. We will update this list before adding a new sub-processor.
How long we keep it
- Account and business data: while the account is open, then deleted within 90 days of closing it.
- Billing records: for 6 years after the end of the financial year they relate to, as tax law requires.
- Contact messages: up to 2 years, unless they become part of an ongoing account.
- Request logs: a short period (normally no more than 30 days).
- Route planner addresses: not stored.
Keeping it safe
Data is encrypted in transit (HTTPS) and stored with a managed database provider. Passwords are hashed. Each business's data is kept separate from every other business's, and access by our own staff is limited to what's needed to support you.
Your rights
You have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Email hello@roundsorted.co.uk; we'll reply within one month. If your data is held by a business that uses RoundSorted, contact them — they're the controller — and we'll help them.
If you're unhappy with how we've handled your data, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
Changes
We'll update this notice when things change and show the date at the top. If a change is significant, we'll email account holders.
Who we are
PT Digital Limited (registered in Scotland), company number SC903532, registered office 48 West George Street, Office 2/3, Glasgow, G2 1BP
Email: hello@roundsorted.co.uk
See also our terms of service.