Last updated [date of publication]
In short
- We collect what PlanPicPro needs to work: your account, your company's surveys, billing details and security logs.
- Surveys belong to the company they're made for. We process them on that company's behalf.
- No advertising, no tracking, no selling of data. PlanPicPro is hosted in Germany.
- Delete your account yourself, in the app or on the Account page. To see or correct your data, email support@planpicpro.com.
1. Who we are
PlanPicPro is provided by RM DMS Hungary Kft., [registered office], company registration number [Cg. number], tax number [tax number]. We are the controller for the processing in section 3. Contact: support@planpicpro.com, for privacy questions too.
We haven't appointed a data protection officer, as the law doesn't require one for our processing. [Our representative in the UK (Article 27 UK GDPR): name and address, if one is appointed.]
2. Your company's surveys
Projects, floor plans, pins, notes and photos belong to the company they are created in. That company decides what is recorded and who sees it: it is the controller, and we process the data for it, on its instructions, under our Data Processing Agreement. If you have a question about survey data, for example because you appear in a survey photo, please contact the company that carried out the survey. If you contact us, we pass your request on to it.
Inside a company, managers see each member's name, email address and role, when they joined, and what they created and changed in the company's projects. Members see each other's names and email addresses. Your phone number and country aren't shown to anyone.
If a company invited you, its manager gave us your email address. We keep the invitation (your email address, the role, who invited you and when) until you accept or decline it or the company cancels it, and we email it to you on the company's behalf.
3. What we collect, why, and for how long
| What | Why | Legal basis | How long |
|---|---|---|---|
| Your account: email address, password (stored only as a one-way hash) and, if you sign up on the website, your name, phone number and country. | To create your account, sign you in, and show your name in the companies you belong to. | Contract (Art. 6(1)(b) GDPR) | Until your account is deleted. If you never confirm your email address, we delete the account after 7 days. |
| Company details, if you register a company: its name, address, phone number, VAT or tax number and country. | To set up the company and identify our customer. | Contract (Art. 6(1)(b)) | Until the company is closed. |
| Your memberships: the companies you belong to, your role and when you joined. | To give you access to your companies. | Contract (Art. 6(1)(b)) | Until you leave the company or your account is deleted. |
| Two-step verification, if you turn it on: your authenticator app's secret key. | To check the codes from your app. | Contract (Art. 6(1)(b)) | Until you turn it off or your account is deleted. |
| Sign-in sessions: for each device you're signed in on, its IP address, browser or device type, and when it signed in and last renewed. | To keep you signed in, to let you sign out everywhere, and to spot misuse of your account. | Contract; our legitimate interest in security (Art. 6(1)(f)) | Until the session ends: when you sign out there or everywhere, sign in on another browser (or, for the app, another phone), change or reset your password, or your account is deleted. |
| Sign-in log: sign-ups, sign-ins, sign-outs and password or email changes, with the time and IP address. | To detect and investigate misuse of accounts. | Legitimate interest in security (Art. 6(1)(f)) | 1 year. |
| Access logs: for each request to planpicpro.com, the IP address, time, address requested, result, browser type and referring page. Sign-in tokens and cookies are left out. | To keep the service secure and find faults. | Legitimate interest in security (Art. 6(1)(f)) | 30 days. |
| Security record: who deleted or restored an item, unshared a project, removed a member, changed a role or cancelled an invitation, and when. | To investigate incidents and disputes. | Legitimate interest in security (Art. 6(1)(f)) | 1 year. |
| Emails we send you: sign-up, password-reset and email-change codes; notices when your password, email or two-step verification changes; invitations. No marketing emails. | To run and secure your account. | Contract; legitimate interest in security for the notices (Art. 6(1)(f)) | We delete each email from our systems once our email provider accepts it, and undeliverable ones after a day. |
| Billing, for a company that buys seats: the buying manager's email address, the company's Stripe customer and subscription IDs, seats, billing interval, status and renewal date, and Stripe's notifications about the subscription. Card details, the cardholder's name and the billing address are entered on Stripe's own pages. | To sell and manage the subscription, and keep accounting records. | Contract (Art. 6(1)(b)); legal obligation for accounting records (Art. 6(1)(c)) | Subscription details while the company exists; Stripe's notifications 90 days; invoices and accounting records 8 years, as Hungarian accounting law requires. |
| Messages to us: what you write to support@planpicpro.com and our replies. | To answer you. | Legitimate interest in answering (Art. 6(1)(f)); contract, for customers | Up to 2 years after the matter is settled, longer only if needed for a legal claim. |
Our legitimate interests are keeping PlanPicPro and its accounts secure, detecting and investigating misuse and incidents, and establishing or defending legal claims. You can object to this processing (section 8).
To have an account you must give an email address and a password; on the website the form also asks for your name, and for a company its name. Without them we can't create the account or company. Everything else is optional. We don't make decisions about you by automated means, and don't profile you.
4. The app on your device
The app keeps your sign-in in the device's secure storage (Keychain on iOS, Keystore on Android) and your company's surveys in its own storage on the device, so that you can work offline. Signing out deletes them from the device, after warning you about changes that haven't synced. If you're signed out from elsewhere (you signed in on another phone, or signed out everywhere), the app hides them until you sign in again; another account signing in deletes them. They are left out of the device's backups (iCloud, Google). The app asks for the camera and your photos only to add plans and photos. It asks for your location only to record where a photo is taken with its camera: one reading at that moment, stored with the photo as evidence of the place and time, never in the background and never at any other time. If you refuse, photos are saved without it. A photo you pick from your gallery may carry the place where it was taken, if your camera stored it there.
5. Cookies and local storage
We don't use cookies, analytics, advertising or tracking. The portal keeps your sign-in and the company you last picked in your browser's local storage, because it can't work without them; signing out removes your sign-in.
The portal's typeface comes from our own server: no page loads anything from another company.
6. Who receives your data
- Our service providers, who process it for us: our hosting provider (netcup, Germany) and our email provider. See the list of sub-processors and other services.
- Stripe, for payments: as our processor, and as an independent controller for its own legal duties and fraud prevention (stripe.com/privacy).
- The companies you belong to, as section 2 describes.
- Authorities, courts and our advisers, when the law requires it, or to establish or defend legal claims.
We don't sell personal data.
7. Transfers outside the EEA
PlanPicPro is hosted in Germany. Stripe also processes data in the USA. It is certified under the EU–US Data Privacy Framework, covered by the European Commission's adequacy decision of 10 July 2023, and also uses the Commission's standard contractual clauses. [Email provider: say where it processes data, and the safeguard if that is outside the EEA.] For users in the UK, transfers from the UK to the EEA are covered by UK adequacy regulations.
8. Your rights
You have the right to:
- get a copy of your personal data, and to have it in a machine-readable format (access, portability);
- have it corrected or completed (rectification). You can change your email address and password on the Account page yourself;
- have it deleted (erasure), or its use restricted while a question about it is settled;
- object to processing based on our legitimate interests, on grounds relating to your situation.
Email support@planpicpro.com, from the address you use for PlanPicPro if you can; we may ask you to confirm that it's you. We answer within one month, or tell you within that month if a complex request needs up to two more. It's free, unless a request is clearly unfounded or excessive. You can delete your account yourself, on the portal's Account page or under Account in the app; it's deleted at once. What you added to your companies' projects stays with each company, without your name. A company you're the only member of is closed with your account; if you're the only manager of a company with other members, make one of them a manager first, or close the company. You can also write to us, and we'll delete your account within one month. For survey data, see section 2.
9. Complaints
Please tell us first, and we'll try to put it right. You can also complain to a supervisory authority, in particular where you live or work. Ours is the Hungarian National Authority for Data Protection and Freedom of Information (NAIH): 1055 Budapest, Falk Miksa utca 9–11; postal address 1363 Budapest, Pf. 9; +36 1 391 1400; ugyfelszolgalat@naih.hu; www.naih.hu. In the UK: the Information Commissioner's Office, ico.org.uk, 0303 123 1113.
10. Security
Connections are encrypted (HTTPS); each company's data is separated inside the database; passwords are checked against known breaches and stored only as hashes; two-step verification is available; and signing out everywhere takes effect at once. The full list is in Annex 2 of the Data Processing Agreement.
11. Changes to this notice
When we change this notice, we update the date at the top. If a change matters to you, we also tell you by email before it takes effect.