Legal
Privacy Policy.
Last Updated: 4 October 2026
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, Meta (WhatsApp) and Zoom APIs.
Planning Beats Limited
17 Youngs Orchard
Abbeymead, Gloucester
GL4 4RR, United Kingdom
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).
Planning Beats handles two kinds of personal data, and our role is different for each.
Your own data. Information about you as our customer: your account, your billing and how you use Planning Beats. We decide how this is used, so we are the controller.
Data you put into Planning Beats. Information about your clients, leads, staff, venues and other contacts that you add, import or collect through Planning Beats. You decide what is collected and why, so you are the controller and we are your processor. We handle it only to provide the service, on your instructions, under our Data Processing Agreement.
If you are a client of a business that uses Planning Beats, that business is responsible for how your information is used. Please contact them first. We will help them answer your request.
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 PayPro Global (subscriptions) and Stripe (client payments).
- Client and Business Records – Information you add, import or collect about your clients, leads, staff, venues and bookings: names, email addresses, phone numbers, addresses, event details, notes, planning answers, messages, contracts, invoices and song requests. We process this on your behalf.
- Files You Upload – Exports, spreadsheets, documents, screenshots and notes you give to Smart import or the setup assistant.
- 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, replying, 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, replying, 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.
For the data you put into Planning Beats about your clients and other contacts, you are the controller and you choose the legal basis. We process that data on your instructions.
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 you choose to use, such as Smart import, the setup assistant and AI apps you choose to connect, using your Planning Beats business data and the files you give them. These tools do not receive Gmail or Google Calendar data.
- Improve our services, troubleshoot issues, and enhance security.
- Send important service updates and, where permitted, marketing communications.
4) Third-Party Integrations and Services
- PayPro Global – 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, replying, 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.
- Zoom – If you connect Zoom, we use Zoom’s API only to create, update and delete the Zoom meetings for calls booked through Planning Beats. We store your Zoom access tokens (encrypted), your Zoom user ID and email address, and each meeting’s ID and join link. We do not access recordings, chat, meeting content or participant lists. When you disconnect Zoom in Planning Beats, or remove our app from your Zoom account, we delete your Zoom tokens, user ID and email address.
- 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.
- Apple Music – Used for song search, artwork and previews, and to bring in playlists your clients choose to share.
- Google Meet and Microsoft Teams – If you connect your Google or Microsoft account, used to create the video call links for meetings booked through Planning Beats.
- Twilio – If you connect your own Twilio account, used to send and receive text messages (SMS) between you and your clients.
- Xero and QuickBooks – If you connect your accounting software, we send it the invoice and payment records needed to keep your accounts up to date.
- Anthropic (Claude API) – Powers Smart import and the setup assistant, as explained below.
- Amazon Web Services (AWS) – Hosts the Planning Beats app, its databases, file storage and backups.
- Postmark – Delivers the emails Planning Beats sends that do not go through your own connected mailbox.
- KeyDev – Our development partner. Builds and maintains the app and runs our error monitoring (Sentry software), so we can find and fix problems.
Where a service above needs your own account, we only connect to it when you choose to link that account, and only for the specific features you request. AWS, Anthropic, Postmark and KeyDev act on our behalf as service providers (sub-processors). The current list is on our Sub-processors page.
We do not sell your data or your clients’ data, and we do not use your clients’ data for advertising. We share personal data only with the service providers described in this policy, where the law requires it, or where it is needed to protect Planning Beats and the people who use it.
Smart import and the setup assistant are optional. When you use them, the files and text you provide are sent securely to Anthropic’s commercial Claude API, which reads them and returns the information in a structured form. Examples are exports, spreadsheets, PDFs, screenshots and notes from your previous system, your price list or your contract. They can include your clients’ names, contact details, event details, notes, planning answers and song choices.
You check before anything is saved. Smart import shows you each booking it has worked out, and nothing is imported until you submit it. The setup assistant saves nothing until you review and apply it. These tools organise information. They do not make decisions about people.
Used only for your request. The content is processed to carry out the import or setup you asked for, and as needed for security and support.
Not used to train AI models by default. Anthropic’s commercial terms say that content sent through its commercial API is not used to train its models by default. Anthropic keeps API inputs and outputs for a limited period and then deletes them, with exceptions such as legal requirements and investigating misuse. These are Anthropic’s terms, not ours, and they can change. Anthropic publishes the current position in its privacy documentation for commercial customers.
Anthropic is our sub-processor. It handles this content on our behalf under a data processing agreement.
What not to upload. Card numbers, bank account details, passwords or login details. Smart import is not built for these.
Your responsibility. You must be entitled to hold your clients’ information and to use Planning Beats to process it for you.
AI apps you connect yourself. If you connect your own AI app, such as ChatGPT or Claude, it can read and change data in your account within the access you approve when you connect it. That provider handles the data under your own agreement with them, so it is not our sub-processor. As set out in section 3, these tools do not receive Gmail or Google Calendar data.
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.
Planning Beats’ use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs (including Gmail and Google Calendar) will adhere to the Google User Data Policy, including the Limited Use requirements. We do not use Google user data to create, train or improve generalized or foundational AI or machine learning models, and we do not send Gmail or Google Calendar content to third-party AI services.
Used only to provide user-facing features you explicitly request (e.g., composing/sending email, reading and replying within Planning Beats, threading/logging your conversation history). Not used for targeted advertising, profiling, reselling, credit decisions, or building separate databases. Not sent to AI services and not used to train AI models. Deletion on disconnection: All mail access tokens and any cached mail data we hold for functionality are deleted immediately when you disconnect the respective Google or Microsoft account.
Used only to sync and display your events as requested by you. Not used for advertising or resale; not used to train AI models. Deletion on disconnection: All calendar tokens and any cached calendar data we hold for functionality are deleted immediately when you disconnect the respective account.
Used only to perform venue/location searches and related booking functionality. We do not retain Places data longer than necessary to fulfil your request.
Used only to provide messaging features you explicitly request — sending approved templates, replying to client conversations, displaying message history within Planning Beats, and delivering booking notifications you configure. Not used for targeted advertising, profiling, reselling, or building separate marketing databases. Not used to train AI models. We comply with the WhatsApp Business Messaging Policy and Meta Commerce Policy.
Roles: Planning Beats acts as a Tech Provider under Meta’s WhatsApp Business Platform. The business owner who connects their WhatsApp Business Account is the controller of the messaging conversations with their own clients; Planning Beats processes that data on the business’s behalf to deliver the messaging features.
Recipient consent: You are responsible for ensuring you have a lawful basis and the recipient’s opt-in before messaging them via WhatsApp through Planning Beats.
Deletion on disconnection: All WhatsApp access tokens, WABA linkage, and any cached message data we hold for functionality are deleted immediately when you disconnect your WhatsApp Business Account, subject to legal retention requirements.
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.
- AI features: Content sent to Anthropic for Smart import or the setup assistant is kept by Anthropic only for the limited period set out in its own terms (see section 4). The files you upload, and the information taken from them, are stored in your Planning Beats account and kept on the same basis as the rest of your account data.
- 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.
On our marketing website (planningbeats.com) we use Google Analytics, Jetpack site statistics and the Meta Pixel to understand visits and measure our advertising. The Meta Pixel also runs on the app’s sign-up page. On our website we ask before using these, and they stay switched off unless you choose Accept. You can change your choice at any time using Cookie settings, also found at the bottom of every page, and you can block or delete cookies in your browser settings. 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).
If your information was given to us by a business that uses Planning Beats, please contact that business first. They are the controller of your information, and we will help them respond.
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. Anthropic, which powers our AI features, stores data in the United States. Our contract with Anthropic includes the Standard Contractual Clauses and the UK Addendum.
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. Changes to the companies that process data on our behalf are shown on our Sub-processors page. The “Last Updated” date shows the latest revision.
14) Other Terms
This Privacy Policy forms part of our Terms & Conditions. Where we process personal data on your behalf, our Data Processing Agreement also applies.
15) Contact Information
Planning Beats Limited
17 Youngs Orchard, Abbeymead, Gloucester, GL4 4RR, United Kingdom
Email: info@planningbeats.com
Built with working DJs since 2024. Because nothing existed that fit how a DJ business actually runs.