This Privacy Policy describes how Planlyx ("Planlyx," "we," "us") collects, uses, discloses, and protects personal information. It applies to planlyx.com, the Planlyx application, the client portal, public enquiry forms, and related services (together, the "Service").

Planlyx is offered to businesses in the United States and is designed to process information about individuals located in the United States.

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1. Our two roles

Planlyx is a service that design firms use to operate their businesses. Planlyx therefore receives personal information in two different capacities, and the way in which you may exercise your rights depends on which capacity applies to you.

We act for ourselves — as the responsible business — for the information of the firms that subscribe to Planlyx: the account details of firm owners and team members, billing information for their Planlyx subscriptions, and information about visitors to our own website. Part A of this policy covers that.

We act on behalf of a subscribing firm — as that firm's service provider — for everyone the firm brings into the Service: the firm's clients, its vendors and consultants, its prospects, people who submit its enquiry forms, people who email it at its Planlyx address, and people who pay its invoices online. For that information, the firm — not Planlyx — decides what is collected and why, and the firm is responsible for it. Some of it may also be used by Planlyx, but only in de-identified form, as Section 3b describes. Part B explains what that means for you.

If a design firm holds your information, questions about why it holds that information should be directed to that firm. Part B explains how to contact the firm and how we will assist.

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Part A — Information we are responsible for

2. Information we collect

Account information. When a firm registers, we collect the registering person's name and email address, the firm's name, and account settings. Team members and vendors added to a firm provide their name and email when they accept an invitation.

Billing information. For a firm's own Planlyx subscription: subscription status, plan, and billing history. Payment card details are entered only on pages hosted by our payment processor, Stripe. We do not receive or store card numbers. Payments a firm's clients make to the firm are described in Section 11.

Communications with us. If you email us, or send us a message through the contact form on planlyx.com, we keep the correspondence. The contact form asks for your name, email address, and phone number so that we can reply by the method you prefer, and optionally your firm's name, together with your message. We use these details only to respond to you and to follow up on that correspondence. We do not add you to a marketing list because you contacted us. Messages about the Service from people who use it under our Terms of Service may also be used in de-identified form, as Section 3b describes.

Website and security information. When you use the Service, our infrastructure providers process standard request data (such as IP addresses and browser type) to deliver pages and maintain security. On our public forms — account registration, our own contact form on planlyx.com, and firms' enquiry forms — on the pages where someone answers a firm's questionnaire through a link, and on the page on which a firm's client pays an invoice, we use a one-way hashed form of the visitor's IP address for rate limiting and abuse prevention. On account registration and firms' enquiry forms we record it with the submission; on the questionnaire pages and the invoice payment page we record it with each attempt, for rate limiting only, and on the invoice payment page we delete it after 30 days. We do not store these IP addresses in readable form. To protect public forms from automated abuse, we use Cloudflare Turnstile, which receives the visitor's IP address directly, and from our servers when we check the result (see Section 4).

Analytics. The application, the client portal and the invoice payment page at app.planlyx.com — everything your firm's and your clients' data passes through — contain no analytics, telemetry, or advertising technology. The page on which a client enters payment details is Stripe's, not ours (Section 5a). No tracking scripts, no advertising pixels, no third-party analytics, and only the cookies necessary to sign you in and keep your session secure.

Our public marketing website at planlyx.com — which holds no customer data — uses two web-analytics services to measure how the website is used: Google Analytics 4 and Vercel Analytics. They record page views, approximate location derived from IP address, referring site, and device and browser type. We use this only to improve the website.

We run no advertising technology anywhere. Advertising storage is disabled in Google Analytics on every visit, we do not run ad pixels, and we do not build advertising audiences. For visitors in the EEA, the UK, and Switzerland, analytics storage is disabled by default, so Google Analytics operates without cookies there. Fonts and document-rendering assets are served from our own domain.

3. How we use information

We use the information in Part A to provide, secure, and support the Service; to create and administer accounts; to bill subscriptions; to send transactional messages (sign-in links, invitations, notifications, billing notices); to prevent abuse of our public forms; to communicate with you about the Service, including — for business contacts — occasional marketing about Planlyx, which you can opt out of at any time; and to comply with law.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not use personal information for targeted advertising. Section 3b describes how we may use content in de-identified form to develop and improve our products and services, including machine-learning models. Our agreement with the provider that powers the in-app assistant described in Section 3a prohibits that provider from training models on what we send it.

3a. The in-app assistant

The Service includes an assistant in its help panel that answers questions about using Planlyx. Its use is optional: searching the guides and contacting support do not involve it, and the Service can be used without it.

What is sent when you use it. The message you type, the recent messages in that conversation, and — only when you ask about your own subscription — your firm's plan name, subscription status, trial end date, and active-project counts. Passages from our own help guides are sent with it so the assistant answers from them.

What is not sent. The assistant is not given project files, drawings, plan sets, comments, client messages, invoices, or contact records, or any information belonging to another firm.

Who processes it. Messages are processed by Anthropic PBC (United States) on our behalf, under a contract limiting its use of them to providing the service to us.

Training. Anthropic does not use these messages to train machine-learning models. We may use conversations with the assistant in de-identified form, as Section 3b describes.

How long it is kept. We keep a conversation for 12 months after its last message, then delete it automatically. Anthropic deletes the messages we send it within 30 days, except where a message is flagged under its usage policy, in which case it may hold it for up to two years.

What it can and cannot do. The assistant answers questions; it cannot make changes to your account, send anything, or read your project data. Its answers are drawn from our help guides and may be inaccurate; you should verify any answer before relying on it.

3b. Using de-identified content to improve Planlyx

What we may use. Under Section 4.2 of our Terms of Service, we may de-identify the content that a firm's Owners and team members, and vendors who have accepted our Terms of Service, submit to the Service, and use the de-identified data to analyze, develop, train and improve Planlyx's products and services, including machine-learning models. This covers files and typed content alike — for example drawings and project files, messages, notes, comments, proposals, questionnaires a firm sends, messages to Planlyx support, and conversations with the in-app assistant. It applies to content already in the Service as well as content added later.

What we do not use. Content submitted by people who have not accepted our Terms of Service, either themselves or through the firm they work for — such as a firm's clients, people who pay a firm's invoices, people answering a firm's questionnaires, and people who email into the Service — is not used this way. Nor are the payment records Stripe reports to us for a firm's invoices.

Only in de-identified form. Any information we use this way is de-identified first. De-identified means it can no longer reasonably be linked to any individual, household, firm, client, project or property. We take reasonable measures to keep it that way, we will not attempt to re-identify it (except to test that its de-identification works), and we contractually require anyone we share de-identified data with to do the same.

Opting out. An Owner of a firm may opt the firm out by emailing legal@planlyx.com. An opt-out takes effect when we receive it and applies to the firm's content that has not yet been de-identified. De-identified data already created, and models already trained, are not affected. An Owner may withdraw an opt-out the same way.

Deletion. Deleting content, or the end of an account, does not reach de-identified data already created from it or models already trained with it. What happens to the content itself is described in Sections 7 and 9.

4. Service providers

We disclose information to service providers that host and operate the Service under contracts limiting their use of it to providing services to us:

Address suggestions and checks. As someone types a project address into an address field — in the Service, or on a firm's public enquiry form — our servers send the text typed so far, and nothing else, to Google Maps Platform (Places) to return address suggestions. Your browser does not contact Google, so Google does not receive your IP address from us. When a suggestion is chosen, we ask Google for that place's full address (which adds the ZIP code). When the field is left without a suggestion being chosen, and when a public enquiry form is submitted, we send the address text to Google again to check whether it matches a real address and to offer a "Did you mean…" correction. We do not store these lookups. On an enquiry submitted through a public form we record only whether the address was matched; the address a person chooses or types is saved as their own entry. Google's handling of the requests it receives is governed by the Google Privacy Policy (https://policies.google.com/privacy), and use of address suggestions is subject to the Google Maps/Google Earth Additional Terms of Service (https://www.google.com/help/terms_maps/).

We may also disclose information when required by law or legal process; to protect the rights, safety, or property of Planlyx, our customers, or others; or in connection with a merger, acquisition, or sale of assets, in which case this policy's protections follow the information.

5. Services your browser contacts directly

Apart from the payment pages described in Section 5a, the Service's own features do not cause your browser to communicate directly with a third party that is not our service provider. Address suggestions, in particular, pass through our servers (Section 4).

5a. Paying a firm's invoice online

When a design firm that uses Planlyx has connected its own Stripe account, its clients can pay its invoices online. The client follows a link to a Planlyx page showing the invoice, and from there is taken to a payment page hosted by Stripe, LLC, as our service provider (Section 4), for the firm's own Stripe account. What the payer enters on Stripe's page — card or bank details, bank sign-in, name, email address and billing address — goes to Stripe, for the firm, and is also handled under the firm's agreement with Stripe and Stripe's Privacy Policy (https://stripe.com/privacy). Stripe keeps a customer record in the firm's Stripe account from those details. Planlyx does not receive card numbers, bank account numbers or bank sign-in details. Stripe reports the result of the payment to Planlyx; Section 11 describes what Planlyx keeps.

6. Data location

The Service is hosted in the United States: application hosting, database, file storage, email transmission, and the assistant described in Section 3a are all operated from U.S. regions. Subscription billing and invoice payments are handled by Stripe, a U.S. company. The website-analytics services and Google's address service described in Section 4 are operated by U.S. companies and may process the request data described there on infrastructure outside the United States.

7. How long we keep information

We keep account information for as long as an account is active, and afterwards for as long as reasonably needed for the purposes described in this policy — including maintaining business records, resolving disputes, enforcing agreements, and complying with law. While an account is active we do not apply a fixed retention period to account information, and you may request deletion as described in Section 9; firms may request deletion of their account data under the Data Processing Addendum. When a firm's subscription lapses, a fixed period does apply to that firm's stored files. After a grace period — 14 days after a failed payment or a trial that ends without converting, 7 days after a cancellation takes effect — the account narrows to its Owner, and the files stored in it — drawings, project files and attachments — are kept until the end of a retention window of 90 days if the firm has held a paid subscription, or 30 days if a trial never converted, and are then deleted. The window runs from when the account narrows or, after a cancellation, from when the cancellation takes effect. We notify the firm's Owner when the account narrows and again approximately 30, 14 and 5 days before the window ends, and restoring the subscription at any point before the end stops it. This is set out in Section 12.5 of the Terms of Service and, under Section 12.5(e) of those Terms, does not operate until at least 30 days after it is published. Separately from the live service, we keep backup copies of the database (apart from sign-in records) and of stored files with an independent provider, so that your records and documents can be recovered if they are lost, corrupted or deleted. A daily copy is kept for 90 days and a monthly copy for 365 days. These copies are written under a retention lock that the backup system itself cannot remove, and that cannot be shortened from within the service; lifting it takes separate administrative access to the storage provider. The periods above are minimums — a copy is not automatically destroyed when its lock expires. Accordingly, when we delete information at your request, we remove it from the live service, but backup copies already taken cannot be removed before their retention period ends. Backups are never used to run the service; they are read only to check they still work, or to carry out a recovery.

Other categories have their own fixed periods: assistant conversations are deleted 12 months after their last message (Section 3a), and inbound email that arrives at a firm's filing address but cannot be matched to a deal is deleted 90 days after it is filed or dismissed. The hashed IP addresses recorded on the invoice payment page are deleted after 30 days. Records of payments a firm's clients make on its invoices are part of that firm's records: they are kept while the firm's account exists and are treated like the firm's other records when it ends. Payment and customer records in a firm's own Stripe account are kept by the firm and Stripe, not by Planlyx, and deleting or closing a Planlyx account does not remove them. Support requests you send us through the help panel are not subject to that period; they are business records and are retained independently of any assistant conversation from which they arose.

Notices we send about a lapsed subscription. When a subscription lapses we email the firm's Owner, and we email the firm's clients and consultants the date on which their portals will close. We keep a copy of each of those messages — the subject, the text we sent, the address we sent it to, and whether it was sent and whether it bounced. We keep them because they are the record of what we told a firm and its clients, and when, before anything was removed from its account, and they are kept for that reason after the account itself has gone. They are visible to Planlyx only. Apart from greeting the recipient, they name only the firm, dates and totals — never a client, a project, or a property address.

8. Security

We protect information with measures appropriate to a service of this kind: sign-in is by emailed link, so the Service stores no passwords; each firm's data is segregated from every other firm's, enforced at the database layer; uploaded project files are held in private storage that users of the Service reach only through short-lived signed links; the database maintains point-in-time recovery backups; a further copy of the database and of every stored file is held with a separate provider under a retention lock the backup system itself cannot remove, so that records survive deletion or corruption at the primary provider; and consequential records are append-only by design. Authorized Planlyx personnel can access customer data where needed to operate and support the Service — through an operator console, and directly in the database and file storage; direct database access uses a read-only credential by default. Reading data is not recorded in a firm's activity record. Changes we make to an account through the operator console, such as a billing change or a suspension, are recorded in an internal log and, where they affect the account, in that account's activity record. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your privacy rights

Depending on your state of residence, you may have rights to know what personal information we hold about you, to access it, to correct it, to delete it, to receive a portable copy, and to not be discriminated against for exercising these rights. Because we do not sell personal information, do not share it for cross-context behavioral advertising, and do not use it for targeted advertising or profiling that produces legal or similarly significant effects, there is no such processing from which to opt out; we do not sell or share personal information, whether or not an opt-out preference signal is received. Where our marketing website receives a Global Privacy Control signal, we disable analytics storage for that visit.

To exercise a right, email legal@planlyx.com from the email address associated with your information. We will verify your identity — ordinarily by confirming control of that email address — and respond within the time required by your state's law (generally 45 days, extendable once with notice). You may use an authorized agent if the agent provides proof of your written authorization and we can verify your identity. If we decline a request, we will explain why, and you may appeal by replying to our response; we will answer your appeal within the time your state's law requires and, if we deny it, tell you how to contact your state Attorney General.

Limits on deletion. Parts of the Service are deliberately built as permanent records — approval records and project activity logs exist to preserve evidence of business transactions, and their integrity is a core feature of the product. Where the law entitles you to deletion, we will delete your personal information, except information we are permitted to retain — for example, to complete a transaction the information was collected for, to maintain records of legal significance, to detect security incidents, or to comply with law. Where a record structure cannot be erased without destroying the integrity of others' records, we will de-identify your information within it so that it no longer identifies you. Where a firm's subscription has lapsed and its retention window has run, the files it stored are deleted; the activity and approval records described above are not rewritten by that, and the limit in Section 7 on backup copies applies to both.

Portability. The Service's export today produces PDF documents of project records. We will provide your information in a portable format to the extent technically feasible, which currently means those documents plus a copy of your identity and contact records.

10. Children

The Service is for business use and is not directed to anyone under 18. We do not knowingly collect information from children. If you believe that information about a child has been submitted to the Service, contact us at legal@planlyx.com and we will take appropriate action.

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Part B — Information we process on behalf of firms

11. Individuals whose information a firm submits

If you are a firm's client reviewing drawings in a portal, a vendor working on a firm's project, a prospect a firm has contacted, someone who submitted a firm's enquiry form, someone who corresponded with a firm at its Planlyx address, or someone who paid a firm's invoice online — the firm you dealt with is responsible for your information. Planlyx processes it on that firm's behalf to provide the Service to it, under a contract that prohibits us from selling it, sharing it, or using it for our own purposes — except that we may use it in de-identified form, as Section 3b describes.

What the Service holds on a firm's behalf can include: your name and contact details; notes the firm keeps about you; project content, drawings, comments, and approvals; messages between you and the firm (the Service keeps a permanent log of correspondence, which is part of its function as a system of business records); and, if you approved a proposal, a record of your name, email, organization, IP address, and browser identifier captured at the moment of approval , which is retained as a record of the approval for both parties.

Payments on a firm's invoices. If you pay a firm's invoice online, the Service keeps a record of the payment for the firm: the amount, the date, its status (for example, whether a bank payment is still clearing, or whether it was refunded or disputed), the payment method type (card, bank transfer, or another type Stripe reports), and Stripe's reference numbers. It does not keep your name, email address, card or bank details with that record. Stripe's reports to us, and the payment details we read back from Stripe, can include those details. We do not read or store them: we match the payment to the invoice by Stripe's reference numbers. Your payment details, and a customer record made from what you entered on Stripe's page, are held in the firm's own Stripe account, by the firm and Stripe (Section 5a). To exercise privacy rights over them, contact the firm; for Stripe's own handling, see Stripe's Privacy Policy.

Payment links. Invoice emails and reminders from a firm that offers online payment carry a link to a payment page for that invoice. Anyone who holds the link — including anyone the email is forwarded to — can open the page without signing in and see the firm's name and contact details, the invoice number, title, amount and due date, and the invoice's payment status (for example, whether it has been paid, refunded, disputed or cancelled, how much was refunded, or whether a bank payment is still clearing), and can pay it. The link stops accepting payment when the invoice is paid, recalled or voided, when the firm stops offering online payment, or when the link expires.

To exercise privacy rights over this information — access, correction, or deletion — contact the firm you dealt with. The firm decides how to respond, because the information is theirs to control. If you contact us instead, we will forward your request to the firm and let you know we have done so; we do not respond to it in the firm's place.

12. Email from firms

Firms can send email through the Service, including commercial outreach. Every commercial message sent through the Service must carry the sending firm's physical postal address and an unsubscribe link. Unsubscribing applies to the firm that emailed you: it stops that firm's commercial email to you through the Service, while messages about business you actually have with the firm (such as invoices or approval requests for your own project) continue. Unsubscribe requests are honored automatically and immediately upon processing, and bounces and spam complaints likewise suppress further commercial email from that firm.

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13. Changes to this policy

We may update this policy by posting an updated version with a new effective date. An update takes effect when it is posted, and continued use of the Service after that constitutes acceptance.

14. Contact us

Planlyx legal@planlyx.com