Privacy Policy

This Privacy Policy explains how PlanAI ("we", "us", or "our") collects, uses, and protects your personal information when you use our AI-powered planning consultation platform.

Last updated: June 15, 2025

1. Information We Collect

1.1 Personal Information

We may collect the following personal information:

• Name and contact details (email address, phone number)
• Organisation and job title
• Account credentials (username and encrypted password)
• Professional information relevant to planning consultations

1.2 Document and Content Data

When using our platform, we process:

• Planning documents and consultation materials you upload
• Public consultation responses and feedback
• Generated summaries and analysis reports
• Geographic data and mapping information

1.3 Technical Information

We automatically collect:

• IP addresses and browser information
• Usage data and platform interactions
• System logs and error reports
• Performance and analytics data

2. How We Use Your Information

2.1 Service Provision

• Process and analyse planning consultation documents
• Generate AI-powered summaries and reports
• Provide geospatial analysis and mapping services
• Maintain and improve platform functionality

2.2 Communication

• Send service updates and important notices
• Respond to your enquiries and support requests
• Provide technical assistance and guidance

2.3 Legal Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and court orders
• Protect our rights and prevent fraud

3. Legal Basis for Processing (UK GDPR)

We process your personal data based on:

• Contract: To provide our services and fulfil our contractual obligations
• Legitimate Interest: To improve our services and ensure platform security
• Legal Obligation: To comply with applicable laws and regulations
• Consent: Where you have provided explicit consent for specific purposes

4. Data Sharing and Disclosure

4.1 Third-Party Services

We may share data with trusted third-party providers:

• Microsoft Azure: For AI processing and cloud infrastructure
• OpenAI: For natural language processing and AI analysis
• Database providers: For secure data storage and management

4.2 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal obligations and court orders
• Protect our rights and prevent fraud
• Respond to government requests or regulatory enquiries

5. Data Security

We implement comprehensive security measures including:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and user authentication
• Secure cloud infrastructure and data centres
• Regular backups and disaster recovery procedures

6. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services and maintain your account
• Comply with legal and regulatory requirements
• Resolve disputes and enforce our agreements

Typically, we retain:

• Account data: For the duration of your account plus 7 years
• Document data: As long as necessary for service provision
• Technical logs: Up to 2 years for security and performance monitoring

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Access: Request copies of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your personal data
• Restriction: Request limitation of processing
• Portability: Request transfer of your data
• Objection: Object to processing based on legitimate interests
• Automated decision-making: Rights regarding automated processing

To exercise these rights, please contact us using the details provided in Section 10.

8. International Data Transfers

Your data may be processed outside the UK and EEA by our third-party service providers. We ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK Government
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules where applicable
• Certification schemes and codes of conduct

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience and analyse platform usage. Our cookies include:

• Essential cookies: Required for platform functionality
• Performance cookies: Help us understand how you use our platform
• Functionality cookies: Remember your preferences and settings

You can manage cookie preferences through your browser settings. However, disabling essential cookies may affect platform functionality.

10. Contact Information

For questions about this Privacy Policy or to exercise your rights, please contact us:

11. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing prominent notice within our platform

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

13. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.