PlanMyGrid

Privacy Policy

Effective 1 September 2026. This policy describes how PlanMyGrid collects, stores, and protects information when you use the planner, AI helpers, sharing features, or billing tools.

Data we process

  • Account profile: name, email address, avatar, and the authentication provider identifiers needed to sign you in.
  • Workspace content: grids, post metadata, captions, share links, analytics events, and AI results when you choose to sync them.
  • Client media and delivery: files you upload to a workspace's media library, collections, delivery links, and files clients send you through upload request pages — including the sender's email address when they choose to provide it.
  • Planning content: canvas boards, cross-channel drafts (captions, images, and dates planned for other platforms), and approval feedback from your clients including their name and email when they leave it.
  • Client credentials (Vault): logins your clients hand to you through the Vault are encrypted with AES-256-GCM before storage — our database only ever holds ciphertext. We keep an access log of who revealed a credential and when. Hand-back links purge our copy of the secret and retain only the log.
  • Billing artefacts: Stripe customer IDs, subscription status, plan selections, invoices, and payment history for Pro users.

Where data lives

  • Browser storage: offline grids, AI drafts, and recent media remain on your device until you clear them from Settings → Data controls.
  • Our database and application servers run on Hetzner in Falkenstein, Germany. Synced grids, media references, share analytics, actions history, and user profile records live there.
  • Uploaded media and client files are stored with Backblaze B2 in its EU Central region (Amsterdam).
  • Both primary stores are inside the EU. Some of the sub-processors listed below operate outside the EU; where they do, transfers rely on that provider's Standard Contractual Clauses.
  • Backups: encrypted daily snapshots of our database retained for up to 30 days for disaster recovery.

When we share data

  • Stripe receives name, email, Stripe customer ID, and subscription metadata to process billing for the Pro, Studio, and Agency plans.
  • OpenAI receives temporary prompts, color palettes, and publicly reachable image URLs only for AI captioning, hashtag generation, and grid analysis. Assets are never logged or used to train OpenAI models.
  • Vault credentials are never shared with any third party, never leave our infrastructure except over TLS to you or to the client you release them to, and are never used for any purpose other than showing them to authorised workspace members.
  • We do not sell, broker, or rent any personal data and we do not run ad networks.

Sub-processors

  • Hetzner Online GmbH (Germany) — application servers and the PostgreSQL database. Processes all account and workspace data.
  • Backblaze B2 (EU Central, Amsterdam) — media, client files, and encrypted database backups.
  • Vercel (United States, global edge) — hosts the website and app front end; processes request metadata.
  • Cloudflare (global edge) — content delivery in front of images; caches media and processes request metadata.
  • Stripe (United States) — payments and subscriptions. Receives name, email, Stripe customer ID, and subscription metadata.
  • Resend (United States) — transactional and inbound email, including mail sent to and from workspace domains. Receives recipient addresses and message content.
  • Titan Email (United States) — outbound mail from hey@planmygrid.com.
  • OpenAI (United States) — AI captions, hashtags, and grid analysis. Receives temporary prompts, colour palettes, and publicly reachable image URLs. Assets are never logged or used to train OpenAI models.
  • Google (United States) — Sign in with Google. Receives the email address, name, and Google account identifier of users who choose it.
  • Meta Platforms (United States) — Instagram and Facebook connection and publishing, for users who connect an account. Receives access tokens and the content you publish.
  • LinkedIn (United States) — LinkedIn publishing, for users who connect an account.
  • TikTok (United States) — TikTok connection, for users who connect an account.
  • Sentry (United States) — error monitoring. May receive a user identifier and IP address alongside an error trace.
  • Plausible Analytics (EU) and Vercel Analytics — cookieless, aggregate website analytics. Neither sets cookies or builds a profile of you.
  • We do not sell, broker, or rent any personal data and we do not run ad networks. We will update this list before adding a new sub-processor that handles personal data.
  • If you process your own clients' personal data in PlanMyGrid, our Data Processing Agreement at planmygrid.com/dpa governs that relationship and incorporates this list.

How we protect it

  • Every request is authenticated with a signed token, and access to workspaces, grids, and client files is authorised in the application layer on each request. Data is encrypted at rest.
  • TLS secures every network request. Sensitive environment keys (database credentials, OpenAI, Stripe) live only on the server, and the database is not reachable from the public internet.
  • Client credentials in the Vault are encrypted with AES-256-GCM under a separate key, so database access alone does not reveal them.
  • Administrative access is limited to the operator of the service, with an audit log of administrative actions.

Your rights & controls

  • Export: download a JSON or ZIP of your grids from Settings at any time. Media exports include the watermark visible in-app.
  • Delete: remove cached data locally or permanently delete your account (and all synced assets) from Settings → Data controls.
  • Access & correction: email hey@planmygrid.com to update billing details, request audit logs, or obtain a full export for compliance reviews.

Quick references

  • Data processor: PlanMyGrid, 85 Great Portland Street, London, UK
  • Data sub-processors: Stripe (billing), OpenAI (optional AI features)
  • Contact: hey@planmygrid.com • Response time: within one business day

More resources

  • Request DPA or SOC reports → hey@planmygrid.com
  • Security disclosures → security@planmygrid.com
  • Data request workflow → planmygrid.com/data-usage

Questions?

Email hey@planmygrid.com. We respond within one business day and are happy to discuss DPAs, residency requirements, or security reviews.