Overview
PlanWell provides customer relationship management, booking, planning, communication, document, scheduling, contract, invoicing, payment, and event-day tools for service businesses. This policy describes the information PlanWell processes when a business owner, team member, client, collaborator, or other authorized person uses the service.
Each business controls the records in its workspace and decides who can access an event. PlanWell processes that information to operate the service.
Information We Collect
Account & Business Information
We collect information used to create and secure an account, such as name, email address, phone number, authentication details, business name, the kind of business you run and the events you mostly work on, how you heard about PlanWell (if you tell us), workspace membership, roles, preferences, and support communications. We use the phone number to help you set up and do not share it.
Event & Relationship Information
Authorized users may add client, lead, guest, household, team, vendor, venue, timeline, task, questionnaire, note, message, file, inspiration, proposal, contract, invoice, budget, payment, and event-day information. This can include contact details and other information the business chooses to collect for an event.
Payments
Stripe processes card, bank, identity, tax, and payout information. PlanWell stores transaction identifiers, status, amounts, fees, refunds, and reconciliation details needed to show payment activity. PlanWell does not store complete card or bank-account credentials.
Device & Service Information
We receive standard technical information such as browser and device type, IP address, timestamps, session activity, error details, notification subscriptions, and security or audit events. We use it to deliver, protect, troubleshoot, and improve the service.
Google Integrations
Google connections depend on availability and workspace setup. Where offered, access is optional and requested only when an authorized business user starts a specific connection. The descriptions below also cover connections made before an integration was hidden.
Google Calendar
PlanWell can read the connected account’s calendar list and read, create, update, or remove calendar events selected for synchronization. We use that access only to show availability, prevent scheduling conflicts, and synchronize PlanWell schedule records chosen by the user.
Google Sheets
PlanWell reads the user-selected spreadsheet and range, up to 500 rows, so the user can review and map contacts or vendors before importing them. It stores the mapped PlanWell records and limited source details needed for a later user-initiated sync.
Sending Email Through Gmail
When an authorized workspace owner or manager connects Gmail for sending, PlanWell asks only for permission to send email. It uses that access to send the workspace’s client messages, such as invitations, reminders, invoices, and event updates, from the business’s own Gmail address, and those messages appear in the business’s Sent folder. This permission cannot read, search, change, or delete mail, and PlanWell does not request any other Gmail access for sending.
Google Drive File Links
A business can attach a Drive file to an event by choosing it in Google’s file picker. Access is limited to the files the business picks. PlanWell uses that single selection to confirm the file with Google and saves the file’s identifier, name, type, and size so the workspace team can open it from the event. It does not read or download the file’s contents, see other Drive files, or keep the short-lived access Google issues for the selection. The file itself stays in Drive under the owner’s sharing settings.
Google Data Controls
OAuth refresh tokens are encrypted and available only to trusted server operations. Users can disconnect Google inside PlanWell or revoke PlanWell in their Google Account. Disconnecting stops future access; records the user already chose to import remain until they are edited or deleted in PlanWell.
PlanWell’s handling of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google data is not sold, used for advertising, or accessed by people except with the user’s permission, for security, when required by law, or in another case allowed by that policy.
Other Connected Services
The descriptions below explain data handling when a service is used; they do not promise that every service is available to connect. New Outlook, Teams, Zoom, and QuickBooks connections depend on launch availability. Existing connections can still be managed or disconnected inside PlanWell. Optional connections start only when an authorized user chooses them. PlanWell encrypts the access tokens and passwords these connections rely on and uses them only in trusted server operations.
Signing In With Google, Apple, or Microsoft
If you choose to sign in with Google, Apple, or Microsoft, that provider confirms your identity and shares your name and email address with PlanWell. With Sign in with Apple, you can choose to share a private relay address instead of your own.
Microsoft Outlook Calendar and Mail
A business can connect a Microsoft account to synchronize a selected Outlook calendar in the same way as Google Calendar, including creating Microsoft Teams meeting links for scheduled items. If the business also turns on sending, PlanWell sends the workspace’s client messages from the business’s Outlook address through Microsoft, and they appear in the business’s Sent Items. PlanWell asks Microsoft for permission to send mail, not to read it.
Yahoo Mail
A business can send the workspace’s client messages from a Yahoo address by entering an app password generated in Yahoo Account Security. PlanWell checks the password with Yahoo’s mail server, stores it encrypted, and uses it only to send those messages. Deleting the app password in Yahoo, or disconnecting in PlanWell, ends that access.
Zoom
When a business connects Zoom, PlanWell creates, updates, and cancels Zoom meetings for the appointments the business schedules with Zoom. It sends Zoom the meeting title, start time, and length, and stores the meeting’s join link so invitees can join.
Intuit QuickBooks Online
A business can connect a QuickBooks Online company to send accounting records to it. When the business chooses a one-way handoff, PlanWell sends client names, email addresses, phone numbers, and company names as customers, along with invoices, payments, refunds, payment-processing fees, and, if the business turns them on, business expenses. PlanWell reads the company’s name, country, and email and its item, account, and tax settings so the business can map records correctly.
Zapier
A business can add a Zapier webhook address to send selected workspace events to their own Zapier account, such as a new inquiry, a booked event, a signed contract, a paid or past-due invoice, a refund, a completed task, a schedule change, or a pipeline stage change. Each delivery carries the details of that event, which for an inquiry includes the inquirer’s name, email, phone, and message. Once delivered, the business’s Zapier account and the services it connects handle that information under their own terms.
Push Notifications
If you allow notifications in the PlanWell iPhone or iPad app, PlanWell sends each notification’s title, a short message, and a link to Apple’s Push Notification service, which delivers it to your device. Browser notifications are delivered the same way through your browser’s push service. You can turn notifications off in PlanWell or in your device settings.
How We Use Information
- Provide the PlanWell features a user requests.
- Authenticate users and enforce workspace, role, event, and client-portal permissions.
- Deliver messages, invitations, reminders, notifications, documents, and payment status.
- Prevent duplicate processing, fraud, abuse, unauthorized access, and data loss.
- Monitor reliability, investigate errors, provide support, and improve product performance.
- Comply with applicable obligations and enforce PlanWell policies.
We do not sell personal information or use workspace content for behavioral advertising.
Retention & Deletion
PlanWell retains information while an account or workspace is active and as needed for service delivery, security, dispute handling, legal compliance, and reliable backups. Authorized owners can export workspace data and schedule workspace deletion from Administration. Any authenticated user can export account data and schedule account deletion from User Settings. Scheduled deletion has a 30-day recovery window before eligible PlanWell records and stored files are removed or anonymized according to their relationship to other workspaces.
Stripe, Google, Microsoft, and other connected providers apply their own retention policies to information held in their services.
Security
PlanWell uses role-based access controls, tenant-scoped database policies, encrypted provider tokens, signed links, private file storage, audit records, request validation, and bounded background processing. No internet service can guarantee absolute security, so users should protect their login credentials and contact PlanWell promptly about suspected unauthorized access.
Your Choices
Depending on where you live, you may have rights to access, correct, export, delete, or restrict certain personal information. PlanWell provides account and workspace controls for many of these actions. For another privacy request, use the PlanWell contact form. We may need to verify the request and the requester’s authority over the relevant account or workspace.
PlanWell is intended for businesses and event participants, not for children to use independently. Workspace owners should collect and share information only when they have an appropriate reason and authority to do so.
We may update this policy as PlanWell changes. The effective date will identify the current version, and material changes will be communicated when required.