Legal
Sub-processors.
Last Updated: 4 October 2026
Sub-processors are the companies that handle the data in your Planning Beats account on our behalf, so that we can run the service. This page lists them, as our Data Processing Agreement requires.
1) Our Sub-processors
What it does: Hosts the Planning Beats app, its databases, file storage and backups.
Data involved: All the data in your account.
Where: Ireland (AWS Europe (Ireland) region, eu-west-1).
What it does: AI processing for Smart import and the setup assistant, through Anthropic’s commercial Claude API. Our contract is with Anthropic Ireland, Limited.
Data involved: The files and text you give to those features, and the account information the setup assistant needs to do what you ask. Nothing is sent unless you use them.
Where: Stored in the United States. Anthropic may route requests through other regions it lists in its own documentation. Transfers are covered by the Standard Contractual Clauses and the UK Addendum.
What it does: Delivers the emails Planning Beats sends for you and to you, such as notifications and messages that do not go through your own connected mailbox. Postmark is part of ActiveCampaign.
Data involved: The recipient’s name and email address, the content of the email, and whether it was delivered or opened.
Where: United States.
What it does: Our development partner. KeyDev builds and maintains the Planning Beats app for us and runs our error-monitoring server, which uses Sentry software to record the technical details when something goes wrong so the fault can be found and fixed.
Data involved: Technical error reports, which can include the user’s ID, IP address, browser details and fragments of the data on screen when the error happened. KeyDev’s engineers can also access account data where that is needed to maintain, support or fix the service.
Where: Operated from Bulgaria, in the European Union.
2) Services You Connect Yourself
These are not our sub-processors. You connect each one with your own account, it only receives data for the features you switch on, and it handles that data under its own terms with you. You can disconnect any of them at any time.
- Google – Gmail, Google Calendar and Google Meet.
- Microsoft – Outlook mail, Outlook calendar and Microsoft Teams.
- Meta – WhatsApp Business Platform.
- Zoom – Video meetings.
- Stripe – Card and bank payments from your clients, paid into your own Stripe account.
- Twilio – Text messages (SMS) to and from your clients.
- Xero and QuickBooks – Accounting.
- Spotify – Playlist import.
- Your own AI app – ChatGPT or Claude, if you connect one in Settings, Connect AI.
3) Other Services We Use
- PayPro Global – Our online reseller and the merchant of record for Planning Beats subscriptions. You buy your subscription from PayPro Global, so it handles your payment and billing details as a controller in its own right, under its own terms and privacy policy. It does not receive your clients’ data.
- Google Places, YouTube and Apple Music – Venue search, song search, artwork and previews. They receive the search terms needed to return a result.
4) Changes to This List
Before a new sub-processor starts handling customer data, we update this page and tell account holders by email or in the app at least 14 days in advance. If you have a data protection concern about a change, email info@planningbeats.com within those 14 days. Clause 8 of the Data Processing Agreement explains what happens next.
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