Privacy Policy

1. Introduction Welcome to PlanEase. We are committed to protecting your privacy and handling your personal data in an open and transparent manner. This Privacy Policy explains how PlanEase ("we", "us", or "our") collects, uses, shares, and protects personal information when you use our wedding planning platform at https://planease.co/ (the "Service"). PlanEase Limited is the data controller for the personal data described in this Privacy Policy (unless stated otherwise). Where you use PlanEase to process your clients' and guests' data, you are typically the controller and we act as your processor. By using PlanEase, you agree to the collection and use of information in accordance with this policy. 2. Who We Are Company Name: PlanEase Limited Website: https://planease.co/ Contact Email: hello@planease.co We are a UK-based SaaS provider offering wedding planning software to professional wedding planners. 3. Information We Collect 3.1 Information You Provide Directly Personal Details: Name and email address (and any other details you choose to add to your profile) Billing Information: Billing address and payment-related information needed to process your subscription and maintain billing records Client Data: Data uploaded or created by wedding planners, such as guest lists (including RSVP status, dietary requirements, and seating), wedding details, timelines, budgets, vendor information, tasks, documents, proposals, contracts, questionnaires, and other planning materials Client Portal and Instant Booking data: Information your clients enter when using the portal or Instant Booking flows (for example contact details, signatures, and payment details handled by Stripe) Communications: Messages, emails, and support requests (including via Crisp chat) User-Generated Content: Photos, documents, mood boards, guest photo uploads, and other files AI Assistant inputs: Messages and context you send to Bella (our AI wedding assistant), which may include planning details you choose to share 3.2 Information We Collect Automatically Usage Data: Pages viewed, features used, time spent, and interaction patterns Device Information: IP address, browser type, operating system, device identifiers, and screen resolution Cookies and Similar Technologies: See Section 10 and our Cookie Policy 3.3 Information from Third Parties Payment Processors: Transaction data and payment confirmations from Stripe (including Stripe Connect for client payments paid to planners) Integration Partners: Data you choose to sync from other platforms or tools Security providers: Signals from hCaptcha used to prevent bot abuse 4. How We Use Your Information 4.1 To Provide the Service Create and manage your account Deliver core platform features (client management, guest tracking, budget tools, vendor coordination, proposals, Instant Booking, etc.) Enable collaboration between you and your clients through the client portal Process subscription payments and client payments routed via Stripe Connect Provide customer support and respond to your inquiries Power optional AI assistance (Bella) when you use that feature 4.2 To Process Payments Process subscription payments and manage renewals Facilitate Instant Booking deposits and invoice payments to your connected Stripe account Prevent and detect fraudulent transactions Keep financial records for accounting and tax purposes 4.3 To Communicate with You Send transactional emails (account confirmations, password resets, payment receipts, booking/payment reminders) Deliver notifications for key actions (RSVP updates, etc.) Send service announcements and product updates Respond to support requests Send marketing communications only with your consent (you may opt out anytime) 4.4 To Improve and Develop the Service Analyze usage patterns (with consent where required for analytics cookies) Develop new features Conduct research and testing Monitor and troubleshoot technical issues 4.5 For Legal and Security Purposes Comply with legal obligations Enforce our Terms of Service Detect, prevent, and address fraud, security issues, or abuse Protect the rights, property, and safety of PlanEase, our users, and the public 5. Legal Basis for Processing (UK GDPR) Performance of a Contract: Providing the Service you subscribe to Legitimate Interests: Running and securing the Service, preventing fraud, providing essential support tooling (balanced against your rights) Legal Obligation: Accounting, tax, and other legal requirements Consent: Marketing communications and non-essential cookies/analytics (Google Analytics, Meta Pixel, PostHog) 6. Data Sharing and Disclosure We do not sell your personal information. We share personal data only as needed to run PlanEase. 6.1 Essential Service Providers (examples) Supabase – hosting, database, authentication, and storage Stripe – subscription billing and Stripe Connect client payments Google Analytics – website analytics (with consent) Meta (Facebook) – advertising measurement via Meta Pixel (with consent) PostHog – product analytics (with consent; EU hosting where configured) Crisp – customer support chat on planner-facing pages hCaptcha – bot protection on public forms and booking flows Email delivery and infrastructure providers as required to operate the Service AI model providers – to power Bella when you use the AI assistant (limited to the content needed to respond) These providers are required to protect your data and use it only to provide services to us (or as otherwise required by law), except where you interact with them under their own terms (for example paying via Stripe Checkout). 6.2 Legal Requirements We may disclose information if required by law or to protect rights, security, or safety. 6.3 Business Transfers If PlanEase is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, with notice where required. 6.4 With Your Consent We may share information when you explicitly consent. 7. Data Security We implement appropriate technical and organizational measures, including encryption in transit and at rest where appropriate, secure authentication and access controls, monitoring, and staff confidentiality obligations. No method of transmission or storage is 100% secure. 8. Your Data Protection Rights Under UK data protection law you may have rights to access, rectification, erasure, restriction, portability, objection, and withdrawal of consent. To exercise rights, email hello@planease.co. You may also complain to the Information Commissioner's Office (ICO). Where you are the controller of Client Data, you remain responsible for responding to requests from your clients and guests; we will assist as your processor where appropriate. 9. UK GDPR and Governing Law This Privacy Policy is intended to comply with the UK GDPR and the Data Protection Act 2018 and is governed by the laws of England and Wales. 10. Cookies and Tracking Technologies We use essential/functional cookies and, only with your consent, analytics and advertising technologies (GA4, Meta Pixel, and PostHog). See our Cookie Policy for details and controls: https://planease.co/cookie-policy Consent defaults deny analytics storage until you accept. You can change preferences anytime via Cookie Settings. 11. International Data Transfers Your data is primarily processed in the United Kingdom / EEA where practicable. Transfers outside the UK/EEA use appropriate safeguards (adequacy decisions, standard contractual clauses, or other lawful mechanisms). 12. Third-Party Links We are not responsible for privacy practices of external sites linked from the Service. 13. Children's Privacy PlanEase is not intended for individuals under 18. We do not knowingly collect personal information from children. 14. Data Retention and Inactive Accounts We retain personal data while your account is active and as needed to provide the Service and meet legal obligations. You may delete your account subject to our Terms. For free-tier accounts that become inactive, we may apply the following schedule (paid subscriptions are exempt from automatic deletion and require manual review): After about 90 days of inactivity: reminder email After about 180 days: final notice with export guidance After about 210 days: account may be scheduled for deletion (recovery window) After about 240 days: permanent deletion of the account and associated data where applicable Logging in resets inactivity. You can request export help at hello@planease.co before deletion. 15. AI Assistant (Bella) If you use Bella, prompts and relevant context are processed to generate responses and improve reliability/safety of the feature. Do not submit sensitive data you do not want processed by AI providers. We do not use your Client Data to train public foundation models except as described in our agreements with providers or with appropriate safeguards / aggregation where applicable. 16. Changes to This Privacy Policy We may update this policy from time to time. Significant changes will be posted with a new "Last Updated" date and, where appropriate, notified by email. Continued use after changes become effective constitutes acceptance. 17. Contact Us Email: hello@planease.co Website: https://planease.co/