Privacy Policy

Introduction

This Privacy Policy explains how Planim ("we", "us", "our") collects, uses, stores, and protects your personal information when you use our calendar and scheduling platform at planim.app.

By using Planim, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our service.

Information We Collect

Account Information

When you create an account, we collect:

• Email address and name — for authentication and identification
• Password (hashed) — if you register with email, stored securely using bcrypt
• OAuth profile data — if you sign in with Google, Microsoft, or Discord (name, email, avatar)

Workspace and Calendar Data

When you use Planim, we store:

• Workspaces — names, descriptions, settings, member lists
• Teams — names, members, colors, visibility settings
• Events — titles, descriptions, times, participants, recurrence rules, RSVP status, tags
• Availability — working hours, exceptions, time-off periods

Integration Data

If you connect third-party services, we may access:

• Google Calendar / Microsoft Outlook — calendar names, event times, and free/busy status for syncing
• Slack / Discord / Microsoft Teams — workspace/server info, channel names for sending notifications
• Google Meet / Microsoft Teams — meeting links generated for events

We only access the data necessary for the integration to function. We do not read your emails, files, or unrelated calendar details.

Google API Services User Data Policy

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

• We only access Google Calendar data (calendar names, event times, free/busy status) to provide calendar synchronization features within Planim
• We do not use Google user data for advertising or to serve ads
• We do not share Google user data with third parties except as necessary to provide and improve the service, or as required by law
• We do not use Google user data to train AI or machine learning models
• Users can revoke Planim's access to their Google data at any time through their Google Account permissions or through Planim's integration settings

AI Chat Data

If you use the AI assistant, we store:

• Conversations — messages you send and AI responses
• Tool actions — records of events created, updated, or searched by the AI on your behalf

AI conversations are processed using third-party AI providers (currently OpenAI). Messages are sent to these providers for processing but are not used to train their models.

Technical Data

We automatically collect:

• IP address and approximate location
• Browser type and operating system
• Pages visited and features used
• Cookies — for authentication sessions and locale preferences

Analytics Data

We use PostHog for product analytics to understand how users interact with Planim. PostHog operates in cookieless mode — it does not store cookies or use browser local storage for tracking. Instead, anonymous usage data is kept in memory only for the duration of your browser session.

When you are logged in, we associate analytics events with your user ID, email, and name to understand feature adoption and improve the product. This data is processed by PostHog Cloud (hosted in the US).

How We Use Your Information

We use your data to:

• Provide and operate the Planim service
• Authenticate you and manage your sessions
• Sync calendars across integrations
• Send notifications about events and schedule changes
• Process AI assistant requests
• Improve the service and fix issues
• Send important service-related communications

We do not use your data for advertising or sell it to third parties.

Data Sharing

We share your information only in these cases:

• Third-party integrations — when you explicitly connect Google, Microsoft, Slack, Discord, or Teams
• AI processing — conversation data sent to AI providers for generating responses
• Analytics — usage data sent to PostHog Cloud for product analytics (no tracking cookies)
• Infrastructure providers — hosting (server infrastructure), CDN (Cloudflare), database services
• Legal requirements — if required by law or to protect our rights

All third-party providers are bound by their own privacy policies and data processing agreements.

Data Storage and Security

• Data is stored on servers located in Europe
• All connections use TLS encryption (HTTPS)
• Passwords are hashed with bcrypt
• Authentication uses secure httpOnly cookies with JWT tokens
• Access to production systems is restricted and monitored
• Personal Access Tokens (PAT) are stored as hashed values

Cookies

We use the following cookies:

Cookie	Purpose	Duration
Session cookies	Authentication (JWT)	Until logout
NEXT_LOCALE	Language preference	1 year
Refresh token	Session renewal	30 days

We do not use third-party tracking cookies or advertising cookies. Our analytics service (PostHog) operates without cookies.

Your Rights

You have the right to:

• Access your personal data stored in Planim
• Correct inaccurate information in your profile and settings
• Delete your account and associated data
• Export your event and calendar data
• Withdraw consent for optional data processing (e.g., disconnect integrations)
• Object to certain data processing activities

To exercise these rights, contact us at [email protected].

Data Retention

• Active accounts — data is retained as long as your account is active
• Deleted accounts — personal data is removed within 30 days of account deletion
• AI conversations — stored for the lifetime of the conversation, deletable by the user
• Expired tokens — Personal Access Tokens are cleaned up automatically after expiration

Children's Privacy

Planim is not intended for children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us at [email protected].

Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you via email or through a notice on our website. Your continued use of Planim after changes take effect constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or your personal data, contact us at:

• Email: [email protected]
• Website: planim.app