Privacy Policy.

Planning Beats Limited (“we”, “us”, or “our”) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and share your data when you use our platform, including data accessed through Google, Microsoft, and Meta (WhatsApp) APIs.

We offer services internationally and currently support users in the United Kingdom, Republic of Ireland, United States, Canada, Australia, and New Zealand. Our platform is currently available in English only.

We process data in line with applicable laws such as the UK GDPR, EU GDPR, CCPA/CPRA (USA), PIPEDA (Canada), APPs (Australia), and the Privacy Act 2020 (New Zealand).

1) Information We Collect

• Account Information – Name, email, password, business name, contact info.
• Usage Data – Event and booking activity, system interactions, device/browser information.
• Payment Information – Processed by PayProGlobal (subscriptions) and Stripe (client payments).
• Music Preferences – Songs, playlists, client requests and comments.
• Support & Communication – Messages you send us, help requests, troubleshooting details.

Google User Data (only if you connect Google services)

• Gmail API: email metadata (sender, recipient, subject, date) and message content, accessed only as necessary to provide user-requested features (e.g., sending/reading within Planning Beats, AI-assisted replies, email logging/history).
• Google Calendar API: event details (title, time, location, participants) for syncing with Planning Beats.
• Google Places API: venue/location information for search and booking features.

Microsoft User Data (only if you connect Microsoft services)

• Outlook Mail API: email metadata and message content, accessed only as necessary to provide user-requested features (e.g., sending/reading within Planning Beats, AI-assisted replies, email logging/history).
• Outlook/Office 365 Calendar API: event details for syncing with Planning Beats.

WhatsApp Messaging Data (only if you connect a WhatsApp Business Account)

• Business account identifiers: WhatsApp Business Account (WABA) ID, phone number ID, display name, and business profile information.
• Message content and metadata: sender and recipient phone numbers, timestamps, message status (sent/delivered/read), template names, and message bodies for messages sent or received through Planning Beats.
• Media: images, documents, audio, and other media you or your clients send/receive via WhatsApp, retained for the duration needed to deliver and display the message.
• Templates: message template definitions and approval status from Meta.
• Webhook events: delivery and read receipts forwarded to us by Meta.

2) Legal Bases for Processing

• Consent – For connecting Google, Microsoft, Meta/WhatsApp, or Spotify accounts and for marketing where required.
• Contract – To deliver the services you request.
• Legal Obligation – For compliance and record-keeping.
• Legitimate Interests – To maintain, secure, and improve our services and provide support.

3) How We Use Your Data

• Deliver and manage the platform’s features (bookings, events, music planning).
• Sync and manage calendars you connect (Google or Microsoft).
• Send and receive WhatsApp messages between you and your clients (booking confirmations, reminders, enquiries, support) using Meta’s WhatsApp Business Platform / Cloud API.
• Manage WhatsApp message templates, opt-ins, and delivery status.
• Enable team collaboration and client communications.
• Process payments securely via trusted processors.
• Provide email functionality you request inside Planning Beats (Gmail/Outlook).
• Provide AI-assisted tools for emails and workflows on a per-request basis.
• Improve our services, troubleshoot issues, and enhance security.
• Send important service updates and, where permitted, marketing communications.

4) Third-Party Integrations and Services

• PayProGlobal – Business subscriptions and billing.
• Stripe – Client-facing payments.
• Google Calendar API – With your consent, used to sync your events between Planning Beats and Google Calendar; we access only the event data necessary to provide the sync.
• Gmail API – With your consent, used to read, send, and manage email within Planning Beats; we access only the email data necessary to provide requested features (e.g., composing/sending, reply assistance, logging/history).
• Google Places API – Used for venue search and related booking features.
• Microsoft Outlook/Office 365 Calendar API – With your consent, used to sync your events.
• Microsoft Outlook Mail API – With your consent, used to read, send, and manage email within Planning Beats (same limits and protections as Gmail).
• Meta / WhatsApp Business Platform (Cloud API) – With your consent, used to send and receive WhatsApp messages on behalf of your business. We connect via Meta’s Embedded Signup and access only the WhatsApp Business Account(s) you authorise. Meta processes message delivery in accordance with the WhatsApp Business Messaging Policy and Meta’s own privacy terms.
• Spotify API – Used (with your consent) to import/manage playlists and track metadata.
• YouTube API – Used for song previews; we do not access your YouTube account data.

We only connect to these services when you choose to link your account, and only for the specific features you request.

5) Disclosure of Google, Microsoft & Meta/WhatsApp User Data

• We do not sell or rent Google, Microsoft, or Meta/WhatsApp user data.
• We do not share Google, Microsoft, or Meta/WhatsApp user data with advertisers.

We only disclose Google, Microsoft, or Meta/WhatsApp user data to:

• Our internal team (employees/contractors) under confidentiality, for support, troubleshooting, and delivering features you request.
• Our infrastructure/service providers (e.g., secure hosting, databases, email/message processing and logging, backups) acting strictly as processors under data protection agreements.
• Legal authorities when required by law, regulation, or valid legal process.

General Rule: We do not transfer or disclose your Google, Microsoft, or Meta/WhatsApp user data to third parties except as described in this Privacy Policy, and only for the purposes of providing or improving the functionality of Planning Beats.

6) Data Retention and Deletion

• General account and business records are retained as long as needed to provide services, support, security, and comply with legal obligations.
• Connected accounts: Gmail/Outlook and Google/Microsoft Calendar tokens and any cached copies used for functionality are deleted immediately upon disconnection by you.
• WhatsApp Business data: Message content and metadata are retained for the period necessary to display conversation history in Planning Beats and to comply with Meta’s platform requirements. Tokens, WABA linkage, and cached message data are deleted immediately upon disconnection of your WhatsApp Business Account.
• Backups: Residual encrypted copies may persist in routine backups for a limited period consistent with our disaster-recovery schedule, but are not used for active processing and are securely overwritten on rotation.
• You may request full account deletion at any time by emailing info@planningbeats.com. When the retention period expires or upon your verified deletion request, we delete or irreversibly anonymise your personal data unless a longer period is required by law.

7) Data Security

• Encryption in transit and at rest for appropriate data classes.
• Secure authentication and session management.
• Role-based access controls with least-privilege principles.
• Audit logging and monitoring for security events.
• Backups and disaster recovery procedures.
• Vendor due diligence & DPAs with infrastructure/service providers handling personal data.

8) Cookies and Analytics

We use cookies and similar technologies to:

• Remember preferences and keep you signed in.
• Understand platform usage and performance.
• Improve user experience.

See our Cookie Policy for details, including controls for managing your preferences. We do not pass WhatsApp, Gmail, or Outlook message content into third-party analytics tools.

9) Children’s Privacy

The service is not intended for users under 16. Parental consent is required for under-16 use via invite.

10) Your Data Rights

Subject to applicable law, you may have the right to access, correct, delete, restrict, or object to processing of your personal data, and to data portability and withdrawal of consent.

Contact us at info@planningbeats.com. UK residents may also contact the Information Commissioner’s Office (ICO).

11) International Data Transfers

Your data may be processed in the UK, EU (including Ireland), US, Canada, Australia, and New Zealand. We use appropriate safeguards, such as EU–UK adequacy decisions where applicable, Standard Contractual Clauses (SCCs), and frameworks like the UK–US Data Bridge, as applicable.

12) User-Generated Content

You are responsible for content you upload (e.g., notes, music choices, comments). We do not proactively moderate content but may remove or restrict content where legally required or to enforce our Terms.

13) Changes to This Policy

We may update this Privacy Policy from time to time. If we change how we use Google, Microsoft, or Meta/WhatsApp user data in a material way, we will notify you in-product and/or by email. The “Last Updated” date shows the latest revision.

14) Other Terms

This Privacy Policy forms part of our Terms of Service.

15) Contact Information