Privacy Policy

In order to better provide you with our Service, we collect two types of information about our users: Personally Identifiable Information ("PII") and Aggregate Information.

Personally Identifiable Information

This refers to information that lets us know the specifics of who you are. When you engage in certain activities on this Site, such as registering for an account, downloading or purchasing a product or service, submitting content and/or posting content in a public forum on this Site, or sending us feedback, we may ask you to provide certain information about yourself.

Examples of PII may include:

• First and last name
• Email address
• Mailing address (including zip code)
• Employer, job title and department
• Telephone and facsimile numbers
• Credit card number (when ordering products or services)

Aggregate Information

This refers to information that does not by itself identify a specific individual. We gather certain information about you based upon where you visit on our Site and what other sites may have directed you to us. This information, which is collected in a variety of different ways, is compiled and analyzed on both a personal and an aggregated basis.

Examples of Aggregate Information include:

• The URL of the site you came from
• The URL you visit after our Site
• Your browser type
• Your Internet Protocol (IP) address

When We Collect PII

PlanOps does not collect any PII about you unless you voluntarily provide it to us. However, you may be required to provide certain PII to us when you elect to use certain products or services available on the Site. These may include:

• Registering for an account on our Site
• Uploading individual transaction data obtained from your third-party invoicing or accounting applications (for example, "QuickBooks," "Xero," "Clio" etc.)
• Uploading user-generated content and other information to the Site
• Sending us an email message
• Submitting a form or transmitting other information by telephone or letter
• Submitting your credit card or other payment information when ordering and purchasing products and services on our Site

How We Use Your PII

We will primarily use your PII to provide product or service offerings to you. We also use PII to:

• Enhance the operation of our Site
• Improve our internal marketing and promotional efforts
• Statistically analyze Site use
• Improve our product and service offerings
• Customize our Site's content, layout, and services
• Deliver information and contact you regarding administrative notices
• Resolve disputes, troubleshoot problems, and enforce our agreements

Non-Identifying Use

We may use certain information about you without identifying you as an individual to third parties, for purposes such as:

• Analyzing how the Service is used
• Diagnosing service or technical problems
• Maintaining security
• Personalizing content

Aggregate Information Collection

We may also collect, or our third-party advertising partners may collect, certain Aggregate Information. For example, we may use your IP address to diagnose problems with our servers, software, to administer our Site, and to gather demographic information.

What Are Cookies

Depending on how you use our Site, we will store cookies on your computer in order to collect certain aggregate data about our users and to customize certain aspects of your specific user experience. A cookie is a small data text file which is stored on your computer that uniquely identifies your browser.

Cookies may also include more personalized information, such as your IP address, browser type, the server your computer is logged onto, the area code and zip code associated with your server, and your first name to welcome you back to our Site.

How We Use Cookies

We may use cookies to perform tasks such as:

• Monitoring aggregate site usage metrics
• Storing and remembering your passwords (if you allow us to do so)
• Storing account and advertising preferences that you have set
• Personalizing the Services we make available to you

We use cookies to measure how well our advertising is performing.

Your Cookie Choices

Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some aspects of the Site may not function properly if you elect to disable cookies.

Our Commitment

PlanOps will not sell, trade, or rent your PII to others.

Sharing with Service Partners

We do provide some of our product and service offerings through contractual arrangements made with affiliates, service providers, partners, and other third parties ("Service Partners"). We and our Service Partners may need to use some PII in order to perform tasks between our respective sites, or to deliver products or services to you. For example:

• Releasing your credit card information to the card-issuing bank to confirm payment
• Releasing your address information to the delivery service to deliver products you ordered
• Providing order information to third parties that help us provide customer service

Third-Party Privacy Policies

We will encourage our Service Partners to adopt and promote strong privacy policies. However, the use of your PII by our Service Partners is governed by the respective privacy policies of those providers and is not subject to our control. Other sites accessible through this Site have their own privacy policies and data collection practices. Please consult each site's privacy policy. We are not responsible for the policies or practices of third parties.

Law Enforcement Requests

Occasionally we may be required by law enforcement or judicial authorities to provide PII to the appropriate governmental authorities. In such cases, we will disclose PII upon receipt of:

• A court order
• A subpoena
• A request to cooperate with a law enforcement investigation

We fully cooperate with law enforcement agencies in identifying those who use our services for illegal activities. We reserve the right to report to law enforcement agencies any activities that we in good faith believe to be unlawful.

Aggregate Statistics

We may provide Aggregate Information about our customers' sales, traffic patterns, and related Site information to third-party advertisers, but these statistics do not include any Personally Identifiable Information.

Your Right to Access and Edit

We believe you should have the ability to access and edit the PII that you have provided to us. You may change any of your PII in your account online at any time by linking to your account in accordance with instructions posted elsewhere on this Site.

Deletion Requests

We encourage you to promptly update your PII if it changes. You may ask to have the information on your account deleted or removed; however, some information may not be deleted, such as:

• Past transactions
• Logs of technical support calls
• Residual information retained in backups

Marketing Communications

We may, from time to time, send you email regarding new products and services that we feel may interest you. In addition, if you indicated upon registration that you are interested in receiving offers or information from us and our partners, we may occasionally call or send you direct mail about products and services that may be of interest to you.

Only PlanOps (or agents working on behalf of PlanOps and under confidentiality agreements) will send you these solicitations, and only if you have previously indicated that you wish to receive them.

Opting Out

If you do not want to receive solicitations from us, you can "opt-out" by accessing your account online and editing your account information to no longer receive such offers and mailings.

Cookie Preferences

By modifying your browser preferences, you have the choice to:

• Accept all cookies
• Be notified when a cookie is set
• Reject all cookies

If you choose to reject all cookies, some parts of our Site may not work properly.

Multi-Tenant Architecture

PlanOps is a multi-tenant software-as-a-service platform. Each "Tenant" is a logically segregated workspace in our database that is assigned to a specific client (the "Tenant Owner" or "Client") and contains the Client's data. All data stored within a Tenant is owned and controlled by the Client. PlanOps does not claim ownership over any Customer Data or User Content uploaded, submitted, or generated within a Tenant.

User Accounts

User accounts are created and managed by authorized administrators designated by the Client for that Tenant ("Tenant Administrators"). PlanOps does not create end-user accounts on behalf of a Client unless explicitly requested and authorized by the Client.

Authentication

PlanOps does not store user passwords. Authentication is performed using email one-time passwords (OTP) or equivalent passwordless authentication mechanisms. We may collect and retain information necessary to authenticate users and secure accounts, such as:

• Email addresses
• OTP delivery status
• Session identifiers
• Authentication metadata

Information We Collect

In connection with providing and securing the PlanOps platform, we may collect and process the following categories of information:

• Account and Tenant information: user name (if provided), email address, role/permissions, Tenant identifier, and administrative settings configured by the Client.
• Customer Data and User Content: any information, files, records, text, and other content that users upload, submit, store, or generate inside the Tenant as part of using the service.
• Security and audit data: login events, authentication events, IP address and device/browser metadata, access logs, and audit logs of database modifications.
• Operational and diagnostic data: health, performance, and debug logs generated by the application and transmitted to PlanOps systems for maintenance, reliability, and troubleshooting.

How We Use This Information

We use the information described above strictly to:

• Provide, operate, and maintain the PlanOps platform and its features
• Authenticate users and enforce role-based access controls
• Secure the platform, detect abuse, prevent fraud, and investigate incidents
• Generate audit trails and ensure integrity of system operations
• Provide technical support and troubleshoot issues when requested

We do not use Customer Data or User Content within a Tenant for advertising, marketing profiling, or for any purpose unrelated to providing and securing the service, unless required by law or explicitly authorized by the Client.

Data Safeguards

We use appropriate technical and organizational safeguards to protect Customer Data, including:

• Encryption
• Access controls
• Audit logging
• Secure operational practices

Access to PlanOps systems is restricted to authorized personnel and is monitored. We continuously maintain and improve safeguards to reduce the risk of unauthorized access, disclosure, or loss.

Tenant Data Access Controls

Access to Tenant data is restricted by technical and organizational measures designed to prevent access by users outside the Tenant. PlanOps personnel do not have routine access to Customer Data.

Only a limited number of authorized PlanOps platform administrators may access Tenant data, and only for the following purposes:

• Support and debugging
• Maintenance
• Security investigations
• Legal compliance

Where feasible and appropriate, PlanOps will request the Client's permission before accessing a Tenant for support purposes. We maintain access logging to track administrative access and system activity.

Modifications to Customer Data

PlanOps platform administrators and employees are not permitted to modify Customer Data inside a Tenant except where strictly necessary to provide requested support, resolve technical issues, or address security incidents, and only with appropriate authorization and logging. Client administrators remain responsible for managing users, permissions, and content within their Tenant.

Client Responsibilities

Clients control what data is uploaded, stored, or processed within their Tenant. Clients are responsible for:

• Ensuring they have the legal right to collect, use, and upload Customer Data and User Content into PlanOps
• Ensuring that their use of the platform complies with applicable laws and our Terms of Service

PlanOps may suspend or restrict access to content or accounts when we reasonably believe it is necessary to comply with law, respond to lawful requests, or protect the security and integrity of the platform.

General Principle

We retain personal information only for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Active Subscription Data

Customer Data and User Content stored within a Tenant is retained for as long as the Client maintains an active service agreement or subscription with PlanOps.

Post-Cancellation Period

If a Client's service agreement ends (including cancellation or non-renewal), we retain the Tenant's data for up to 30 days after the end of service to allow for:

• Account recovery
• Data export
• Service transition

After this period, we permanently delete the Tenant's data from our active systems.

Logs & Archives

For security, troubleshooting, and operational integrity, PlanOps maintains certain logs that are retained for a maximum period of 90 days:

• Authentication logs
• Access logs
• Audit logs of modifications
• Diagnostic logs
• Backup archives

After 90 days, these records are deleted or overwritten, unless a longer retention period is required by law or needed to investigate a security incident.

Data Export

Tenant Administrators may be able to export data through the application or by requesting an export from PlanOps. Once exported, that data is controlled by the Client and subject to the Client's own retention and security practices.

Sensitive Information

PlanOps is not intended for the storage of highly sensitive personal information such as:

• Government-issued identification numbers (e.g., Social Insurance Numbers)
• Banking credentials
• Similar sensitive identifiers

Clients are responsible for ensuring they do not upload or store sensitive information that is not required for their use of the platform.

Third-Party Providers

PlanOps uses trusted third-party service providers to operate and secure the platform, including providers for:

• Hosting and infrastructure
• Email delivery
• Monitoring and logging

These service providers may process limited personal information strictly as needed to deliver their services to PlanOps (for example, storing encrypted data, transmitting emails, or processing operational logs).

Provider Requirements

We require these providers to:

• Protect personal information
• Keep it confidential
• Use it only for PlanOps purposes

We do not authorize them to use Customer Data for their own marketing or unrelated purposes.

Our Security Measures

At our Site you can be assured that your PII is secure, consistent with current industry standards. We strive to take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of your PII:

• Encryption: We encrypt all PII in order to prevent unauthorized parties from viewing such information when it is transmitted to us. We also only keep collected information for as long as reasonably necessary.
• Access Control: We limit access to PII only to specific employees, contractors and agents who have a reasonable need to come into contact with your information.
• Infrastructure Protection: We employ physical, electronic, and procedural safeguards to protect PII. Our secure servers and data centers are protected by industry-standard encryption, firewalls, and high-level password protection.
• User Authentication: Access to your PII is available through a password and unique customer ID selected by you. This password is encrypted. We recommend that you do not divulge your password to anyone.

Third-Party Payment Processing

Credit card transactions and order fulfillment are handled by established third-party banking institutions and processing agents (such as PayPal). They receive the information needed to verify and authorize your credit card or other payment information and to process and ship your order.

Internet Limitations

No data transmission over the Internet or any wireless network can be guaranteed to be 100% secure. While we strive to protect your PII, you acknowledge that:

• There are security and privacy limitations inherent to the Internet which are beyond our control
• The security, integrity and privacy of any and all information and data exchanged between you and us through this Site cannot be guaranteed

As we have no control or ability to monitor the security of your device, you should take measures reasonably available to secure your device.

Breach Notification

In the event that PII is compromised as a result of a breach of security, PlanOps will promptly notify those persons whose PII has been compromised, in accordance with the notification procedures set forth in this Privacy Policy, by email, or as otherwise required by applicable law. You agree to immediately notify us and your Clients if you have experienced a breach of security on your device which may have affected the security of our Site or Service.

Minors

Our policy is that we do not knowingly collect, use or disclose PII about minor visitors.

Public Forums

You should be aware that when Personally Identifiable Information is voluntarily disclosed (i.e. your name, email address, etc.) in the discussion forums or other public areas on this Site, that information, along with any information disclosed in your communication, can be collected and used by third parties and may result in unsolicited messages (including unwanted spam messages) from third parties. Such activities are beyond our control and this Policy does not apply to such information.

Contact Us

If you have any questions, concerns or inquiries about our Privacy Policy, or our use of your PII, or our privacy practices, please contact us at:

Scope

Our clients use PlanOps software to collect and process the personal data of individuals, which may include individuals in the EU and/or the UK. In particular, they use the software to manage their marketing lists and campaigns, which includes the processing of the personal data of their customers.

Our Role as Processor

For the purposes of the GDPR (and the UK GDPR), PlanOps acts as a processor of the personal data of data subjects. The controller of the data subjects' personal data is either our client or the customers of our client.

Data Processing Agreements

We only process such personal data in accordance with the instructions of our client and in compliance with our obligations as a processor. We ensure that a data processing agreement is entered into between us and our client in order to ensure that appropriate safeguards are in place.

Scope

This section applies specifically to data that PlanOps accesses, collects, or receives through the Gmail API and Google authentication services (collectively, "Google User Data"). This section supplements the rest of this Privacy Policy and, in the event of a conflict, this section prevails with respect to Google User Data.

What Google User Data We Collect

When you connect your Gmail account to PlanOps, we may access and collect the following types of Google User Data:

• Google account profile information (name, email address)
• Email metadata (subject lines, sender/recipient addresses, timestamps)
• Email message content and attachments that you choose to access through PlanOps
• Authentication tokens required to maintain your connection to Gmail

How We Use Google User Data

PlanOps uses Google User Data solely to provide and improve the functionality of our application that you have requested. Specifically, we use Google User Data to:

• Display and manage your Gmail messages within the PlanOps interface
• Send emails on your behalf through your Gmail account when you initiate such actions
• Enable email-related workflow automation features that you configure
• Provide the integrated email experience you have opted into
• Improve the performance and reliability of our Gmail integration

We do not use Google User Data for:

• Serving advertisements or ad targeting
• Building user profiles for marketing purposes
• Any purpose unrelated to providing or improving PlanOps functionality

Sharing and Disclosure of Google User Data

PlanOps does not sell, rent, lease, or trade Google User Data to any third party.

We do not transfer, share, or disclose Google User Data to third parties except in the following limited circumstances:

• Service providers: We may share Google User Data with trusted sub-processors that help us operate our platform (e.g., cloud hosting providers), strictly under contractual obligations to protect the data and use it only for providing services to PlanOps.
• Legal requirements: We may disclose Google User Data if required to do so by law, court order, or governmental authority.
• With your consent: We may share Google User Data with additional parties if you have given explicit, informed consent.

We do not transfer Google User Data to third parties for purposes unrelated to providing or improving PlanOps functionality.

Data Protection for Google User Data

We implement the following data protection mechanisms specifically for Google User Data:

• Encryption in transit: All Google User Data is transmitted using TLS/SSL encryption.
• Encryption at rest: Google User Data stored on our servers is encrypted at rest.
• Access controls: Access to Google User Data is restricted to authorized personnel on a need-to-know basis, with role-based access controls and audit logging.
• Minimal data collection: We only request the minimum Google API scopes necessary to provide the features you have enabled.
• Token security: OAuth tokens used to access Google services are stored securely and encrypted. We do not store Google account passwords.

Retention and Deletion of Google User Data

Google User Data is retained only for as long as necessary to provide the service functionality you have enabled:

• Active use: Google User Data is retained while your Google integration is active and connected.
• Disconnection: When you disconnect your Gmail integration or revoke access, we delete the associated Google User Data from our active systems within 30 days.
• Account deletion: When your PlanOps account or Tenant is deleted, all associated Google User Data is permanently deleted within 30 days.
• User request: You may request deletion of your Google User Data at any time by contacting us at [email protected]. We will process such requests within 30 days.

You can also revoke PlanOps' access to your Google data at any time through your Google Account permissions settings.

Compliance with Google API Services User Data Policy

PlanOps' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.