Privacy Policy

1. Who We Are

Planfirme, Inc. is operated from Texas, USA. When this policy says "Planfirme," "we," "us," or "our," it refers to Planfirme, Inc. and the Planfirme application available at planfirme.app.

For privacy questions, data requests, or to exercise your rights under this policy, contact us at hello@planfirme.app with "Privacy Request" in the subject line.

2. Information We Collect

Information you provide directly:

• Account information — your email address, used to create and access your account via magic link authentication.
• Project content — project names, tasks, messages, budget items, decisions, vendor notes, and photos you upload within the app.
• Helpmate information — names and email addresses of helpmates you invite to shared projects.
• Voice notes — audio recordings you create within the app. These are transcribed using OpenAI Whisper and the transcript is stored in your project. Audio files are not retained after transcription.
• Payment information — processed securely by Stripe. We do not store your card number, expiry, or CVC on our servers.
• Booking information — if you use the Planfirme booking widget on your website, your clients' names, email addresses, requested services, and selected appointment times are collected and stored on your behalf. See Section 9 for details.

Information collected automatically:

• Usage data — basic information about how you use the app, used to improve the product.
• Device information — browser type, operating system, and general location (country/region) for security and performance purposes.
• Error logs — technical error reports via Sentry to help us identify and fix issues.
• IP address — used for general location detection (country/region) via a location detection service to set your default language. Not stored permanently.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account
• Deliver the Planfirme service — your projects, checklists, messages, and collaboration features
• Translate content in real time
• Transcribe voice notes using OpenAI Whisper
• Send transactional emails — magic links, trial notices, and account notifications
• Process payments and manage your subscription via Stripe
• Moderate photos for prohibited content
• Provide customer support when you contact us
• Monitor and improve the reliability and performance of the app
• Comply with legal obligations

We do not use your data to serve you advertisements. We do not sell your data to any third party. We do not use your project content to train AI models.

4. How We Share Your Information

We share your information only in the following limited circumstances:

• With helpmates you invite — project content is visible to helpmates you explicitly add to a project.
• With service providers (sub-processors) — we use trusted third-party services to operate Planfirme. Each provider accesses only what is necessary to perform their function and is contractually prohibited from using your data for any other purpose. You may request our full sub-processor list by emailing hello@planfirme.app.
• For legal reasons — if required by law, court order, or to protect the rights and safety of our users or the public.
• In a business transfer — if Planfirme, Inc. is acquired or merges with another company, your information may transfer as part of that transaction. We will notify you before that happens.

5. Photo Moderation

Photos uploaded to Planfirme are automatically scanned by an automated content moderation service — not viewed by humans — to detect prohibited content such as explicit material and violence. This process happens instantly in transit. Photos that pass are stored securely in your project. Photos that are flagged are not stored and you will be notified. No one at Planfirme or our moderation service views your photos.

6. Translation

When you use Planfirme's real-time translation features, the content being translated (messages, task names, vendor notes) is sent to our translation service provider. Google processes this content solely to return the translation and does not use it to train models or for any other purpose. Planfirme has a signed Data Processing Agreement with our translation service provider covering this use. Translated content is stored in your project alongside the original.

7. Voice Notes

When you record a voice note in Planfirme, the audio is sent to OpenAI Whisper for transcription. The transcript is stored in your project. The original audio file is not retained after transcription is complete. OpenAI processes the audio solely for transcription and does not use it to train models under our API agreement.

8. Data Retention

Your data belongs to you. When you cancel your subscription or your trial ends, your account moves to read-only mode. Your projects, tasks, messages, photos, and all associated data are retained indefinitely. There is no expiration window and no deletion deadline.

If you resubscribe at any time, everything is restored immediately, exactly where you left off.

If you request account deletion by contacting hello@planfirme.app with "Account Deletion Request" in the subject line, we will permanently delete all your personal data within 30 days. This action is irreversible.

9. Booking Widget — Client Data

Planfirme offers an embeddable booking widget that business owners (Planfirme subscribers) may place on their websites. When a client of a Planfirme subscriber uses the booking widget, that client's name, email address, requested service, and selected appointment time are collected and stored in Planfirme's database on behalf of the subscribing business owner.

Booking clients who wish to have their data deleted may contact the business owner directly, or email hello@planfirme.app with "Booking Data Deletion" in the subject line, including their name and the business owner's name.

10. Sub-Processors

We work with a limited number of third-party service providers (sub-processors) to deliver Planfirme. Each is bound by a Data Processing Agreement meeting applicable privacy law requirements. You may request our current sub-processor list by emailing hello@planfirme.app.

11. Security

Planfirme uses industry-standard encryption in transit (HTTPS/TLS) and at rest. Authentication is handled via secure magic links — no passwords are stored. Access to your data is restricted by row-level security policies enforced at the database level. File storage uses private buckets with signed URLs that expire after a short window.

If you believe your account has been compromised, contact us immediately at hello@planfirme.app with "Security Issue" in the subject line.

12. Children's Privacy (COPPA)

Planfirme is not intended for use by anyone under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it immediately. If you believe a child under 13 has used Planfirme, contact us at hello@planfirme.app.

13. Your Privacy Rights

Depending on where you live, you may have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — request correction of inaccurate or incomplete data.
• Right to erasure — request deletion of your personal data. We will delete all your data within 30 days of a verified request.
• Right to data portability — request your data in a structured format. Planfirme supports PDF export of all project data.
• Right to restrict processing — request that we limit how we use your data in certain circumstances.
• Right to object — object to processing based on legitimate interests.
• Right to withdraw consent — where processing is based on consent, withdraw it at any time.
• Right to opt out of sale — we do not sell personal data. Ever.

To exercise any of these rights, email hello@planfirme.app with "Privacy Request" in the subject line. We will respond within 30 days.

14. GDPR — European Users

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the following applies:

Lawful basis for processing: We process your personal data based on (a) performance of a contract — to deliver the Planfirme service; (b) legitimate interests — to operate, improve, and secure the service; and (c) consent — where you have explicitly consented.

International data transfers: Planfirme stores data in the United States. We use Standard Contractual Clauses and Data Processing Agreements with all sub-processors to ensure appropriate safeguards for transfers outside the EEA.

You have the right to lodge a complaint with your local data protection authority. To contact us about a GDPR request, email hello@planfirme.app with "GDPR Request" in the subject line.

15. U.S. State Privacy Rights

• California (CCPA/CPRA) — California residents have the right to know what personal information we collect, delete it, opt out of its sale (we do not sell data), and receive non-discriminatory treatment for exercising these rights.
• Virginia (VCDPA) — Virginia residents have the right to access, correct, delete, and obtain a copy of their personal data, and to opt out of targeted advertising and profiling (we do not engage in either).
• Colorado (CPA) — Colorado residents have similar rights to Virginia residents above.
• Other states — we respect applicable privacy laws in all U.S. states and will respond to verified requests from residents of any state.

To exercise state privacy rights, email hello@planfirme.app with "Privacy Request — [Your State]" in the subject line. We will respond within 45 days.

16. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page and notify you by email if the changes are material. Your continued use of Planfirme after changes are posted constitutes your acceptance of the updated policy.