How we use your details

Version 2026-10-28.1, effective 28 October 2026.

This notice is for limited companies and LLPs that we have emailed or written to about RotaRound, and for their directors.

Where your details come from

From Companies House, the public register of UK companies, and from your company's own website. From the register we keep your company's name, number and other public register details, and the names of its directors. From your website we keep the business email address shown on it and the page it was on.

Why we use them

To tell your company about RotaRound, by email or by letter. We send one email, and may send one short follow up if you have not opened our link. We rely on our legitimate interests: a business with regular customers may want to hear about software made for it. The law allows limited companies and LLPs to be emailed without their prior consent. Every email says who we are and how to stop hearing from us. We do not contact sole traders.

What we record

If you open the link in our email or scan the code on our letter, we record that you did, whether you watched our video, and when. We use no tracking pixels and no cookies for this.

Who we share them with

We use service providers to send our emails and letters, to check that an email address works, to help us write replies, and to host our systems. They act only on our instructions and under written agreements.

Outside the UK

Some of these providers handle data outside the UK. When they do, we use the safeguards UK law requires. Email [email protected] for details of the safeguards.

If you reply

Your email and our answer stay in our email account while we need them for our conversation. We may use writing tools to help us draft our answer. Our own record of your reply (who wrote, the subject and the date) is deleted twelve months after our last contact with you.

Automated decisions

We choose which companies to contact using public register details. We make no automated decisions about you as a person.

How long we keep them

If we hear nothing back after that, we do not contact your company again. Twelve months after our last contact, we delete the director's name and any named email address. We keep the company's public register details, any general address, the dates we contacted you, and our list of companies that asked not to hear from us, so that we do not contact them again.

Your rights

You can object at any time. Use the unsubscribe link in our email, or email [email protected]. We then stop contacting your company, and delete the personal details we no longer need, keeping only what we need to make sure we do not contact you again. You can also ask for a copy of what we hold, ask us to correct it, or complain to the Information Commissioner's Office at ico.org.uk.

Who we are

[COMPANY LEGAL NAME] Ltd, trading as RotaRound. Contact: [email protected].