Privacy Policy

1. Who We Are

Data controller for ProjectPlanner’s own business and website processing: ProjectPlanner Systems Ltd, 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ. Contact: info@projectplanner.us. If you have questions about personal information, contact us using the details above.

2. Information We Collect

We may collect:

• account and identity information such as name, work email address, telephone number, job title and company
• billing and transaction information
• login, authentication and security information
• support requests and communications
• information about use of the website and Platform, including technical logs, device/browser information and IP address
• Customer Data stored by customers in the Platform, which we generally process as a processor on the customer’s instructions rather than as our own controller.

3. How We Use Personal Information

We may use personal information to:

• create and administer accounts
• provide, maintain, secure and improve the Platform
• provide customer support
• process payments and manage subscriptions
• communicate service notices and important account information
• detect, prevent and investigate fraud, misuse, security incidents and technical problems
• comply with legal obligations
• maintain business records and protect our legal rights; and
• where permitted by law, send relevant business marketing communications, with appropriate opt-out controls.

4. Lawful Bases

Depending on the circumstances, we rely on contractual necessity, legal obligations, legitimate interests, or consent where consent is required. Where we process Customer Data on behalf of a customer, the customer generally determines the lawful basis and purpose of that processing, and our processing is governed by the DPA.

5. Sharing Personal Information

We may share personal information with service providers that help us operate ProjectPlanner, such as hosting, infrastructure, authentication, email, payment, analytics, security, support and professional service providers. We may also disclose information where required by law, to protect rights or safety, or in connection with a business sale, restructuring or financing, subject to applicable law.

A named list of the processors we currently use is published at https://www.projectplanner.us/processors.

6. International Transfers

Some service providers may process information outside the UK. Where this occurs, we will use a lawful transfer mechanism and appropriate safeguards required by applicable data protection law.

7. Retention

We keep personal information only for as long as reasonably necessary for the purposes described in this Policy, including to provide services, maintain business and financial records, resolve disputes, enforce agreements and comply with legal obligations. Retention periods vary according to the type of information and purpose. Product usage events and sessions are kept for 13 months. Unfinished organisation set-ups that never activated are reviewed after 12 months and may be deleted.

8. Your Rights

Subject to applicable law, individuals may have rights including access, rectification, erasure, restriction, objection, data portability and the right to withdraw consent where processing relies on consent. To exercise a right, contact info@projectplanner.us. We may need to verify identity before responding.

9. Complaints

If you have a concern about how we use personal information, contact us first so that we can investigate and try to resolve it. You may also complain to the Information Commissioner’s Office (ICO) where applicable.

10. Cookies and Similar Technologies

The ProjectPlanner website and Platform may use cookies or similar technologies that are necessary for authentication, security, functionality and preferences, and may use analytics or other technologies where permitted or where consent is required. A separate cookie notice may be provided where appropriate.

11. Changes to this Policy

We may update this Privacy Policy to reflect changes in law, technology, services or our processing activities. The latest version will be published on the ProjectPlanner website and will show its effective date.

12. Product analytics and public statistics

We record product usage events (for example that a page was opened or a timesheet was signed) so the platform owner can operate and improve Project Planner. Those events store identifiers, categories and paths — not names, emails or free-text notes.

We may publish anonymised, aggregated platform statistics (for example total hours or timesheet value processed). These never identify you or your organisation. Figures are rounded down and are not published from fewer than five real organisations.

The platform owner’s console can access organisation and user records needed for support, security and billing. Login emails in that console are masked until revealed, and reveals are audited.