Privacy Policy

Planra ("we", "us") is run by Planra, postal address available on request at legal@planra.co (company number not yet registered). We are the controller of the personal data described in this policy, except for workspace content: when a business or team uses Planra, the workspace owner decides what goes into the workspace, and we process that content on their behalf under our Data Processing Agreement.

Privacy contact: privacy@planra.co
EU representative (GDPR Art. 27): not yet appointed; contact privacy@planra.co
UK representative (UK GDPR Art. 27): not yet appointed; contact privacy@planra.co

We do not use your data for advertising, we do not build advertising profiles, and we make no decisions about you based solely on automated processing that have legal or similarly significant effects.

AI features in Planra are optional. Every feature that uses AI also has a manual way to do the same job, and nothing is sent to an AI model until you or a workspace member uses an AI feature or sets up an agent.

What is sent, and to whom

• Planra AI. Project plans and the new-project wizard, task generation and AI subtask breakdown, task suggestions, daily briefings, describe-to-diagram, ask-your-workspace queries, risk analysis, GitHub repository scans, audio transcription, and the workspace search index are processed by Google's Gemini API (Google LLC). We send the text, audio or task data the feature needs, such as task titles and descriptions.
• How Google handles it. Planra currently uses Google's unpaid Gemini API service. Under Google's terms for that service, Google may use the content sent to it, and the responses, to provide, improve and develop Google products and services, and human reviewers may read it. Google also keeps prompts and responses for a limited time to detect abuse. For this reason, please do not put confidential or sensitive personal information into Planra AI features. See Google's Gemini API Additional Terms.
• Your own AI provider. If you connect your own provider key (for example OpenAI, Anthropic, or a custom OpenAI-compatible endpoint), agents that use it send their prompts and workspace context to that provider. That provider handles the data under your own agreement with them, not under Google's terms or ours. We store your key encrypted and use it only to make the calls you set up. Features in the list above still use Planra AI.
• External agents. If you create an API key or connect an MCP client (for example Claude Desktop, Cursor or n8n), that tool can read and change workspace data within the key's permissions. The tool's own provider then processes that data under your agreement with them.

Agents

Agents act in a workspace only after a member hires and configures them. Each agent has a trust level (supervised, trusted or autonomous), budgets and approval gates; higher-risk actions wait for a person to approve them unless the workspace chose otherwise. Every agent action is recorded in the workspace's provenance timeline. Raw agent prompts and AI responses are cleared after 30 days; the record of what the agent did, and agent chat history, stay with the workspace.

Workspace search index

When a workspace member builds the workspace memory index, the text of docs, task comments and agent deliverables is turned into embeddings (lists of numbers that capture meaning) by the Gemini API and stored in our database. The index refreshes once a day for workspaces that built one, is used to ground agent answers in your own content, and is only searchable inside that workspace. Deleting an item removes it from the index; deleting the workspace deletes the index.

AI output can be wrong, so review it before you rely on it. Work done by an agent is shown under the agent's name in the workspace's activity and provenance timeline, so people can tell it apart from work done by a person.

We do not sell your personal information or share it for cross-context behavioural advertising.

Service providers (subprocessors)

We use a small number of providers to run Planra: Clerk (sign-in and billing) and its payment processor, Supabase (database and file storage), Vercel (hosting), Google (Gemini API for Planra AI), and Resend (email delivery). The full list, with what each receives and where, is on our Subprocessors page.

Services you choose to connect

When you connect Google Workspace, Slack, GitHub, Discord, Linear, Jira, your own AI provider, a webhook, or an MCP client, we send that service the data needed for the connection to work. Those services act under your own agreement with them.

Other people, by your choice

• Members and guests of a workspace can see the content of that workspace according to their role.
• Anyone with a share link, client-portal link, published-doc link, whiteboard share link or public form link can see what that link exposes. You control these links and can revoke them.

Legal and business reasons

We may disclose information if the law requires it, to protect people's safety or our rights, or as part of a merger, acquisition or sale of assets, in which case this policy continues to apply to your data.

If you connect a Google account to a workspace, Planra requests these permissions:

• Google Calendar events — to create, update and remove calendar events for tasks you choose to sync.
• Google Docs and Google Sheets — to create documents and spreadsheets when you export a project plan or tasks.
• Google Drive (only files Planra creates) — to save and open the files created by those exports.
• Your Google account email — to show which account is connected.

We use this access only to provide those features when you ask for them. We store the connection tokens in our database, encrypted, and delete them when you disconnect Google or the workspace is deleted. You can also revoke access at any time from your Google account permissions. We do not sell Google user data, use it for advertising, or use it to train AI models, and people at Planra do not read it unless you ask us to for support, it is needed for security, or the law requires it.

Planra's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

These periods are enforced by scheduled jobs in our code.

Backups kept by our database provider may hold deleted data for a short period until they are overwritten.

You can delete your account in Settings. When you do, we immediately delete your profile, your personal projects and every workspace in which you are the only member, including its files. Workspaces you share with others are not deleted: we remove your membership and, if you owned one, pass ownership to another member. Content you added there (tasks, comments, docs) stays with that workspace and may still show your name. Records listed in section 7 (such as audit logs, e-signature records and email-delivery records) are kept for the periods shown there and then deleted. We also ask Clerk to delete your sign-in account; if that step fails we tell you, so you can contact us to finish it.

Export: Settings → Data & Privacy downloads the projects, boards, tasks, docs and time entries of every workspace you belong to as JSON. Boards can be exported as CSV, docs as Markdown, text or HTML, and workspace owners can export the agent provenance timeline. For a complete copy of everything we hold about you, email privacy@planra.co.

Depending on where you live, you have the right to:

• Access the personal data we hold about you and get a copy.
• Correct data that is wrong or incomplete (most of it you can edit yourself).
• Delete your data (see section 8).
• Restrict how we use your data while a complaint or correction is being resolved.
• Portability: receive your data in a machine-readable format.
• Object to processing based on our legitimate interests.
• Withdraw consent at any time where we rely on consent, without affecting earlier processing.
• Complain to a data-protection authority. In the EU/EEA, contact the authority in the country where you live or work. In the UK, contact the Information Commissioner's Office (ico.org.uk). We would appreciate the chance to help first.

To use these rights, email privacy@planra.co from the email address on your account, or sign in and use the account settings. We verify requests by confirming they come from the account's email address or a signed-in session, and we answer within one month (we may extend this by two more months for complex requests and will tell you if we do). If you are a member of a workspace someone else owns, we may refer requests about that workspace's content to its owner, who controls it.

California and other US states

If you live in California or another US state with a consumer privacy law, you have the right to know what personal information we collect, use and disclose (described in sections 2 to 5), to access and delete it, to correct it, and not to be discriminated against for using these rights. We do not sell or "share" personal information (as those words are defined in the CCPA) and do not use sensitive personal information to infer characteristics about you. You may use an authorised agent to make a request; we will ask the agent for proof of authority and may ask you to confirm the request directly.

We use only what the service needs to work. We do not use analytics, advertising or cross-site tracking cookies, so we do not show a cookie banner.

Our fonts are served from our own site; we do not load third-party fonts or trackers. You can clear cookies and site data at any time in your browser settings; clearing Clerk cookies signs you out.

We protect data with encryption in transit (HTTPS) and at rest, strict workspace isolation checks on every request, role-based access (viewers cannot change anything), encrypted storage of AI provider keys and some integration tokens, rate limiting, and an audit log. No system is perfectly secure; if we learn of a personal data breach that affects you, we will tell you and the relevant authority as the law requires. More detail, and how to report a vulnerability, is on our Security page.

We and most of our providers are based in the United States, and our main database is hosted in the United States (US East). When personal data from the EU/EEA, the UK or Switzerland is transferred to a country without an adequacy decision, we rely on the European Commission's Standard Contractual Clauses (with the UK Addendum and Swiss amendments) in our agreements with providers, or on the provider's certification under the EU-US Data Privacy Framework and its UK and Swiss extensions. You can ask us for a copy of the relevant safeguards at privacy@planra.co.

Planra is a tool for business and professional use and is only for people aged 18 or older. We do not knowingly collect personal data from anyone younger. If you believe someone under 18 has given us personal data, contact privacy@planra.co and we will delete it.

We may hold data about you because a Planra user put it there: for example if you were invited to a workspace, mentioned in a task, filled in or signed a form, sent an email to a workspace's intake address, or opened a client portal or shared link. In those cases the workspace that collected it decides how it is used (it is the controller) and we process it on its behalf. Contact that organisation first; you can also contact us at privacy@planra.co and we will help. Public pages hosted by Planra show links to this policy and a way to report abuse.

When we change this policy we post the new version here, update the date at the top and summarise what changed in the box at the top of the page. If a change means we will use personal data in a materially different way, we will ask for your consent where the law requires it.