Privacy Policy

PlanExa Limited ("PlanExa", "we", "our" or "us") is committed to protecting your privacy and ensuring that your personal information is processed fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, software platform and related services.

By accessing or using our services, you acknowledge that you have read and understood this Privacy Policy.

1. Company Information

2. Information We Collect

Depending on how you use our services, we may collect the following information.

Personal Information

• Name
• Business name
• Company address
• Email address
• Telephone number
• Job title

Account Information

• Username
• Password (encrypted)
• Login activity
• Subscription details
• User permissions
• Account preferences

Business Information

The information stored within PlanExa depends on how your organisation uses the Platform and may include:

• Customer records
• Supplier information
• Employee information
• Appointment and booking data
• Projects
• Invoices
• Quotations
• Financial records
• Documents
• Communications
• Reports
• Operational data entered by authorised users

Payment Information

Payments are securely processed by authorised third party payment providers. PlanExa does not store complete debit or credit card details.

Technical Information

• IP address
• Browser type
• Device information
• Operating system
• Time zone
• Cookies
• Usage statistics
• Error logs
• Security information

3. How We Collect Information

Information may be collected when you:

• Register an account
• Subscribe to our services
• Visit our website
• Use the Platform
• Contact our support team
• Submit online forms
• Connect third party integrations
• Communicate with us by email or telephone

4. How We Use Your Information

We use personal information to:

• Provide and maintain our services
• Administer user accounts
• Process subscriptions and payments
• Deliver customer support
• Improve the Platform
• Develop new functionality
• Monitor system security
• Detect fraudulent activity
• Comply with legal obligations
• Communicate important service updates
• Send marketing communications where permitted by law

5. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests
• Consent where required by law

6. Sharing Information

We may share information with trusted third parties including:

• Payment providers
• Cloud hosting providers
• Software infrastructure providers
• Email and communication providers
• IT support providers
• Professional advisers
• Regulatory bodies
• Law enforcement agencies where required by law

We do not sell personal information to third parties.

7. International Transfers

Where personal information is transferred outside the United Kingdom, we ensure that appropriate safeguards are implemented in accordance with applicable data protection legislation.

8. Data Security

PlanExa maintains appropriate technical and organisational security measures, including:

• Encrypted communications
• Secure cloud infrastructure
• Multi-level access controls
• Password protection
• Routine monitoring
• System backups
• Restricted employee access
• Security updates

Although we use industry-standard security practices, no online system can be guaranteed to be completely secure.

9. Data Retention

Personal information is retained only for as long as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes
• Maintain business records
• Enforce contractual rights

Information that is no longer required is securely deleted or anonymised.

10. Your Rights

Subject to applicable law, you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of your information
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where consent is relied upon
• Lodge a complaint with the Information Commissioner's Office

11. Cookies

Our website uses cookies and similar technologies to:

• Remember user preferences
• Improve website performance
• Analyse visitor activity
• Enhance security
• Improve user experience

You may disable cookies through your browser settings, although certain website functions may no longer operate correctly. See also our Cookie Policy.

12. Children's Privacy

PlanExa is designed for businesses and organisations. We do not knowingly collect personal information directly from children under the age of 13. If we become aware that such information has been collected without appropriate authority, we will take reasonable steps to remove it.

13. Third Party Services

The Platform may integrate with external applications or contain links to third party websites. PlanExa is not responsible for the privacy practices, security or content of third party organisations. Users should review those organisations' privacy policies separately.

14. Marketing Communications

Where permitted by law, we may contact users regarding new products, services, updates or promotions. You may unsubscribe from marketing communications at any time. Important service and account notifications may still be sent where necessary.

15. Data Breaches

If a personal data breach occurs which is likely to result in a risk to individuals, PlanExa will respond in accordance with UK data protection legislation, including notification to the Information Commissioner's Office and affected individuals where legally required.

16. Changes to this Privacy Policy

We may revise this Privacy Policy from time to time. The latest version will always be published on our website. Continued use of the Platform after publication of an updated Privacy Policy constitutes acceptance of the revised version.

17. Contact Us

If you have any questions regarding this Privacy Policy or the processing of your personal information, please contact:

18. Complaints

If you are dissatisfied with how we process your personal information, please contact us first so that we can attempt to resolve your concerns. See our Complaints Policy for how we handle complaints.

You also have the right to lodge a complaint with the Information Commissioner's Office: www.ico.org.uk.

Version 1.0 · Effective Date: 21 July 2026 · © 2026 PlanExa Limited. All rights reserved.

Related: Terms and Conditions · Cookie Policy · Complaints Policy