A privacy notice for your customers and team

What it is#

The law asks your business to tell your customers and team what details you keep about them, why, for how long, and how they can ask about them. That is a privacy notice. Below is a short one to start from.

It is a starting point, not legal advice. Your business is responsible for its own privacy notice: check it says what you actually do, and change it where it does not.

When to use it#

Use it if you do not have a privacy notice yet, or to check yours covers what you keep in RotaRound. Put it on your website, or send it with your first email to a new customer or team member.

How to do it#

Sign in to RotaRound in this browser. The notice below then shows your trading name, and the public email and phone from Business details. Signed out, it shows blanks.
Press Copy the notice, paste it where you keep your documents, and change anything that does not match what you do.
Put it on your website. Then, in Settings, Data and privacy, type its address in Your privacy notice link and press Save link.

Privacy notice: [Your business name]

[Your business name] keeps some details about its customers and its team so that it can do its work. This notice says what we keep, why, for how long, and how to ask about it.

What we keep. For customers: your name, contact details, the address of each property we visit, your access instructions, the service we agree with you and its price, the visits we make, and the messages we send you. For our team: your name, contact details, working hours, time off and the visits you are given.

Sickness. If you are on our team and tell us you are ill, we may note the reason. We keep it only to manage absence, it is protected (kept encrypted, and seen only by the people who run the team), and we handle it under employment law.

Why. To agree and carry out the work you ask us for, to keep you up to date about your visits, to invoice for the work, and to run our team. Our reason in law is that we need these details to provide the service you asked for and to keep the records the law requires.

How long. While you are a customer, or work with us. After that we keep the records we must for tax and accounting for six years, then they are deleted.

Who we use. We use a scheduling service to keep these records and send our emails. It handles your details only on our instructions, and it uses companies of its own for hosting, email and address lookup, under the same duties. We do not sell your details or use them for anyone else's advertising.

Your rights. You can ask to see the details we hold about you, to correct them, or to delete them where we no longer need them. Ask us at [your email address] or [your phone number]. If you are not happy with our answer, you can complain to the Information Commissioner's Office at ico.org.uk.

What your customer sees#

Your customer portal and each team member's page say who holds their details: "Your details are held by" your business, and that RotaRound provides the software you use. With a privacy notice link saved, that line links to your notice. Without one, it links to a short RotaRound page that says the same and that requests go to your business.

What happens next#

If someone asks your business about their details, you answer them. If they write to RotaRound instead, we pass the request to you and help you answer it. You can see, export, correct and delete a customer's or team member's details in RotaRound yourself.

Good to know#

Every company RotaRound uses is named, with what it does and where, on The companies we use. We tell you at least 30 days before we add or replace one that handles your customers' and team members' details, by email and on your dashboard.
Our data processing terms, section 11a of the terms, set out what RotaRound does with these details for you.