This is a plain-language summary of how PinPlanner handles your data, written to reflect exactly what the product actually does. It hasn't yet had a formal legal review, and one field below (who operates PinPlanner) still needs to be confirmed before this is finalised.
Who this policy is about
This policy covers PinPlanner (pinplanner.uk), a web app for planning and assigning resources to sites on a map. It applies to anyone who signs up for an account, uses the app, or contacts us.
PinPlanner is provided by [legal entity/trading name and registered address to confirm]. For any question about this policy or your data, email support@pinplanner.uk or use the contact page.
Information we collect
What you give us directly
- Your name and email address, when you create an account
- Your password (we never see or store it in plain text - authentication is handled by our infrastructure provider, Supabase, using industry-standard hashing)
- The email addresses of anyone you invite to a project or team
- Project, list, and place data you enter - names, labels, and the addresses you're planning around. These addresses can be real UK locations (e.g. an engineer's base, a job site), which may count as personal data if they identify a specific person
- Anything you send us via the contact form - your name, email, and message
What's collected automatically
- Basic technical information needed to run the service securely (e.g. request metadata used by our bot-protection provider, Cloudflare Turnstile)
- Error/diagnostic details if something goes wrong, kept to the minimum needed to fix the problem
We don't run analytics or advertising tracking of any kind - no Google Analytics, no ad pixels, no behavioural tracking. We only collect what's needed to provide the service and keep it running.
How we use your information
- To create and run your account, and provide the core features of the app
- To verify UK addresses against Ordnance Survey data, so places are located accurately
- To display the interactive map (via Google Maps)
- To send you emails about your own account - sign-up confirmation, password resets, and security notifications (for example, if your email address changes)
- To send collaboration emails on your behalf - letting someone know you've invited or added them to a project or team. This applies even if they don't have a PinPlanner account yet; we only use their email address for this purpose
- To respond if you contact us for support
- To keep the service secure and prevent abuse (e.g. bot protection on sign-up and login)
We don't use your data for advertising, and we don't sell or rent it to anyone.
Who we share information with
Other people you invite
If you share a project, everyone you've invited to it can see everything in that project - place names, addresses, and any labels you've added - not just you. This includes any personal data those addresses might contain (for example, if a "resource" is a named individual's base address). Read-only members can see but not change it; edit members can also change it. This is how sharing is designed to work, so make sure you're comfortable with what a project contains before inviting someone to it.
Service providers
We use a small number of third-party services to run PinPlanner. Each only receives the data it needs to do its specific job:
- Supabase - hosts our database, handles authentication, and runs our backend logic. Our database is hosted in the EU (Ireland).
- Ordnance Survey - receives the addresses you enter, in order to verify and locate them accurately. Ordnance Survey is a UK public body.
- Google Maps - powers the interactive map display. Google may process standard technical data (like IP address) as part of loading map tiles, under Google's own privacy policy.
- Resend - delivers our transactional emails (confirmations, invites, notifications). Only the recipient's address and the email content pass through Resend.
- Cloudflare (Turnstile) - provides bot/spam protection on our sign-up, login, and password pages.
Beyond the people you choose to invite and the service providers above, we don't share your data with anyone else, except where we're legally required to (for example, in response to a valid court order).
Where your data is stored
Our core database is hosted in the EU. Some of the third parties above (including Google) are US-headquartered companies and may process data outside the UK/EU as part of their global infrastructure. Where that happens, it's covered by those providers' own standard safeguards for international transfers.
How long we keep your data
- Account data: kept for as long as your account is active
- Account deletion: when you delete your account, it's scheduled for permanent deletion 7 days later - logging back in during that window cancels the deletion. After 7 days, your account and everything you own (projects, teams, and everything nested under them) is permanently and irreversibly deleted.
- Contact form messages: kept only as long as needed to handle your enquiry
- Diagnostic/error logs: used purely to help us fix problems, and always automatically deleted after a short period
Your rights
Under UK data protection law, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate data - most of this you can do yourself from your Account settings
- Delete your data - you can delete your own account at any time from Account settings, which triggers the process described above
- Object to or restrict certain processing
- Request a copy of your data in a portable format
- Complain to the UK Information Commissioner's Office (ICO) if you think we've mishandled your data
To exercise any of these rights, email support@pinplanner.uk. We'll respond within a reasonable time, and in any case within the timeframe required by law.
Cookies and local storage
PinPlanner doesn't use cookies, and doesn't use tracking or advertising cookies of any kind. We do use your browser's local storage - a similar but separate technology to cookies - for two purposes, both strictly needed to run the app you're using:
- Staying signed in - your session, and a timestamp used to automatically sign you out after a maximum session length, for security
- Remembering how you left the app - things like which project you last had open, which lists you've hidden, sort order, your coverage-area settings, and your preferred export format
All of this stays on your own device, is never sent to us or anyone else, and is never used to track you elsewhere. It exists purely so the app remembers your own settings between visits.
Security
We rely on our infrastructure providers' security measures, including encryption of data in transit, encryption at rest, and access controls restricting who can see your data. Passwords are never stored in plain text. No system is completely secure, but we take reasonable steps to protect your information.
Children's privacy
PinPlanner is a business planning tool and isn't intended for, marketed to, or knowingly used by children. We don't knowingly collect data from anyone under 13.
Changes to this policy
If we make material changes to this policy, we'll update the date at the top and, for significant changes, let existing users know by email.
Contact us
Questions about this policy or your data: support@pinplanner.uk, or the contact page.