Privacy policy
A clear view of the information behind your business.
Last updated: June 2026
1. Who this policy covers
This policy describes the handling of personal information through Roundhouse’s website and business software. Roundhouse provides booking, customer, training, billing, staff, inventory and AI-assisted business tools.
For information a business uploads about its participants, customers or staff, that business determines the purposes of processing and Roundhouse processes information to provide the agreed services. Contact that business first about its booking records, communications or employment records. Roundhouse handles its own sales enquiries, account administration and support correspondence.
2. Information involved
Depending on the features used, information may include names and contact details; business and account details; bookings, attendance and certificates; prerequisite documents and verification results; invoices, payment references, refunds and credits; customer messages and notes; staff availability, time-off and timesheets; and inventory or corporate training records.
Technical information may include device and browser details, IP addresses, sign-in events and activity logs. Only provide information needed for the service. Avoid including unnecessary medical details, identity documents or other sensitive information in free-text notes, AI prompts or support enquiries.
3. How information is used
The purposes are to deliver requested services, coordinate bookings and training, maintain customer accounts, process billing, respond to enquiries, support users, operate selected AI features, investigate misuse and meet applicable obligations. Where consent is required, it must be obtained for the relevant purpose. Optional marketing choices are separate from essential service communications.
4. Demo enquiries
Our demo form sends your name, work email, business details and message through FormSubmit to roundhouseappcan@gmail.com so we can respond to your enquiry. FormSubmit processes the submission for delivery and spam prevention; Gmail processes the resulting email. These providers handle information under their respective privacy policies. A spam-verification step may use cookies or related security technologies. Submitting an enquiry does not reserve a meeting or subscribe you to marketing. Do not include participant records or sensitive documents in a demo request.
5. AI-assisted features
AI features may process selected records, prompts, documents and communications to provide prerequisite analysis, draft messages and proposals, booking assistance, forecasts and operational insights. AI output may be inaccurate or incomplete. Businesses should review consequential decisions, including eligibility, certification, staffing and compliance outcomes.
Contact us for information about the AI providers used for a particular feature, processing locations, retention arrangements and model-training practices before submitting sensitive information.
8. Retention and protection
Information should be retained only as needed for the disclosed purposes, contractual commitments and applicable legal obligations. Record types may require different retention periods. Contact us for the retention, account-closure and deletion arrangements applicable to your records.
Roundhouse follows industry-standard security measures, including access restrictions and appropriate administrative and technical safeguards. No system can promise absolute security. Refer to our security page for more information about platform security.
9. Your choices and requests
Contact us to request access to or correction of information we control, ask about deletion, withdraw consent where applicable, or raise a privacy concern. We may need to verify your identity and authority. Legal or recordkeeping obligations can limit deletion or withdrawal. Requests concerning records controlled by a customer business will be directed to that business, with assistance where appropriate.
You can opt out of optional marketing communications using the instructions in a message or by contacting us. Necessary booking or account messages may continue. You may also contact the privacy regulator with jurisdiction over your concern.
10. Participants under the age of majority
Roundhouse business accounts are intended for adults authorized to act for an organization. Businesses offering courses or classes to minors are responsible for appropriate notices, parent or guardian consent where required, and limiting the information collected.
11. Updates and contact
We update this policy as our services and practices change and identify the revision date above. Material changes will be communicated as required by applicable law. Questions may be directed to our privacy contact at the address below.
Contact Roundhouse at hello@Roundhouse.app or write to 333 Seymour, Vancouver, BC V6B 5A6, Canada.