Privacy Policy

Publication date 12/24/2019

Previous document version

The Privacy Policy describes the guidelines for our collection and use of personal data that you enter into our Sites regulated by this policy, as well as the data you enter when using the Service and Mobile Applications. The Privacy Policy describes how we use your personal data in ways that you can choose, and it informs you of how you can access this data and modify it. Personal data is information about you that can be used directly or indirectly to identify you (name, address, phone number, date of birth, email address, etc.) Data that cannot be used to identify you, such as anonymized data, is not considered personal data.

In the Policy, you can also review several types of content and data, and methods for collecting and using content and data, that any of our resources may or may not currently use.

We will tell you about these possibilities now since we're planning to continue being flexible in providing additional features without needing to update our Policy every time we make changes to our site, services, and/or applications.

A. Contact forms

When you register an Account on our site, a form is used to collect your contact data (including name and email address). This is done to create your Account; request information and support, and send us suggestions regarding the Service.

We receive and store all of the data that you enter on our Sites, through the Mobile Application, or by any other method, including by email or in a chat with a representative from our customer service department. If you contact us for support, we will save information about the kind of assistance that was provided to you.

We use your information to contact you about changes to the functionality of our products, which are our Sites, Services, and Mobile Applications. We may also contact you about special offers that we think will be of interest to you. If you do not want to receive these messages, change your settings as indicated in the section "Updating your information" below.

The service allows you to import contacts, tasks, transactions, directory entries, and other data into your Account by uploading a file or copying and pasting data from another source. You can also load data to Planfix using an API.

We use this information solely for the legitimate purpose of importing your data as you specify. If you provide us with personal data about your contacts, tasks, transactions, and information stored in structured directories, we use it only for the purposes for which you provided it to us.

If you believe that one of your contacts has provided us with your personal data and you want to delete it from our database, write to us via your preferred method of communication.

B. Cookies and other similar technology

Like most websites, we collect certain information automatically when you visit our Service, read our emails, or communicate with us.

Cookies and other tracking techniques are used on our Sites, Service, and Mobile Apps so you do not have to log in each time you visit.

We usually collect this information using various tracking techniques, including cookies, web beacons, and similar technology.

For example, we collect information about your device and its software, such as your IP address; browser type; Internet service provider; platform and device type; operating system; date and time stamp; and unique identifier.

We also collect information about how you use the Service. For example, the site you came from and the site you go to next; pages you visit; links you click; how often you access the Service; whether or not you open emails; whether or not you click links in emails; and which other actions you take in the Service when you use it on various devices.

We use cookies for better display of our Service, to save you time, to guarantee the best technical support, and to anonymously track your use of the Service.

For example, cookies help us:

  • (a) track whether or not you are logged in to the system, so we can display the features available to you;
  • (b) remember your settings on the pages you visit, so we can display your preferred content on your subsequent visits;
  • (c) display personalization of content and background information on the Service, as well as on our other websites and applications;
  • (d) collect analytics; measure trends in traffic and use of Sites, Service, and Mobile Applications; and better understand the demographics of our users;
  • (e) diagnose and eliminate technical problems in the Service, Sites, and Mobile Applications;
  • (f) plan and improve the Service, Sites, and Mobile Applications.

Most browsers allow you to disable or reject certain cookies. You can do this by configuring your browser settings. Use your browser's "Help" function to get additional information about rejecting cookies.

Cookies are associated with your customer number, which in turn is linked to your Account data. You can control the use of cookies at the browser level. However, if you decide to completely disable them you may lose access to certain features on our Sites, Services, and Mobile Applications, including the ability to actually use them.

If you want to use features that require the use of cookies, you must accept the use of cookies for our Sites, Services, and Mobile Applications, thus giving us permission to link your data as described above.

C. Log data

As with other Internet resources, data is collected on our Sites, Service, and Mobile Applications automatically. The information received is stored in log files and may include IP address; browser type; data about your Internet service provider, sites visited, and operating system; date and time of page view; as well as data about navigation sequence.

We use the information gathered when using our Sites, Services, and Mobile Applications to personalize search results, diagnose problems on the server, and administer our Sites, Service, and Mobile Applications. We also obtain a variety of demographic information from this data, which helps us improve our Sites, Service, and Mobile Applications and makes your visit to our Sites and the use of our Service and Mobile Applications more pleasant for you.

D. Tracking

We also use tracking tools such as CI codes (transition tracking) and ISC (source tracking). Our Mobile Applications automatically record the device's operating system, model, application version, device identification number, and customer number. We send this data back to our web services. These results are not shared with third parties and are used exclusively for making decisions about the characteristics of our main user categories in order to optimize our services for different types of users.

E. Mobile Applications

We use analytics software to better understand how our programs work on your phone. This software can track how and how often you use our applications. It can gather generalized data about how our applications are used and information about their performance. It can also tell us the place from which you downloaded our Applications. We do not link the information stored in our analytics software to other personal data sent through our Mobile Applications.


We use security features to protect against the loss, inappropriate use, or alteration of data we control. We comply with the generally-accepted standards for protecting personal data when it is being transferred and once it has been received. In addition, we provide features within the Service for protecting data and security, including:
  • Using RSA encryption in the channel for transferring data from user devices to the service and vice versa.
  • Providing two-factor authentication for login.
  • Providing a feature for limiting Account access based on IP address.
  • Providing a feature for limiting Account access based on time.

If the Service or third-party services whose integrations you use gather non-public personal information from you, we or the third-party services take measures to protect this information during transfer. However, there is no entirely secure method of transferring data in an electronic format over the Internet, or for storing electronic data. Consequently, we cannot guarantee the absolute protection of your data.

If you use third-party software integrated with the Service (such as Google Docs, Box, or Dropbox), your information will be processed by third-party companies, and we cannot guarantee that this information will be processed in a secure manner.

If you have any questions regarding the security of your personal data, you can write to us via your preferred method of communication. We can store your data as long as your Account is active or as long as we need your information to provide your services, comply with our legal obligations, resolve disputes, and execute agreements.

Communication with the Service

We may send one or more welcome messages, which may verify a user's password or name. In addition, we may send you updates, service announcements, administrative messages, or other important information about one or more sites and/or our services.

We may also send you newsletters, notices, or other information about products, services, and special offers that we believe may interest you. You can unsubscribe from these messages at any time. We usually provide an unsubscribe link in the email for this purpose.

Additional Service users

When you add additional users to your account, we send them an invitation to join our Service and ask them to provide additional contact information, including email address.

When you use this service, you are giving us your assurance that you have an active business or personal relationship with these users that is sufficient to avoid liability under any law that applies to unsolicited email.

In this situation, you will be considered the originator of any such email or another electronic message that is sent, and we will be considered simply the service provider that facilitates the sending of an email or another electronic message.

Information exchange

Owners and managers

Depending on the configuration and settings established by your Account owner in the Service, we can share your information with the Account owner or other employees associated with your Account. For example, an employer or manager may have access to certain information about how you use the Service

Other users, you interact with through the Service

The Service is designed so that users can publish and exchange content, collaborate, and communicate. Your information will be available to other users with whom you have decided to interact with the Service.

If you are accessing the Service because another user of the Service has invited you, remember that the use of your information is also governed by this Privacy Policy. Please read this Privacy Policy before providing any personal information or user content.

Links between Accounts

The Service provides a feature for group work between different Accounts. When accounts are linked, data is transferred that was previously added to the Service: your full name, language used, avatar (picture). When connecting a person from a different Account to a task in your Account, information about this task will be transferred to the person's account: name, description, dates, and other data from system fields, attached files, and checklist items. The following data will also be transferred to all people attached to a task: full name, language, avatar (picture).

Specific services

We may have agreements with other parties to provide you with additional services. When you or your organization use these services, we may transfer personal data to these third-party services. In these cases, we will use commercially reasonable efforts to limit the provision of information necessary to provide such services.

Integrations with third-party services

The Service may contain links to the third-party websites of our partners or advertisers, or links to social networks. Moreover, our users may post links to third-party websites. If you click a link to any of these websites, make sure they have their own privacy policies and that we are not responsible for their policy. We highly recommend that you read their Privacy Policy and Terms of Use to understand how they collect, use, and share data. We are not responsible for the privacy practices or content on third-party resources.

Google Analytics

We use Google Analytics to gather data about the use of our Sites and Services, such as the frequency of users' visits, pages visited, and the sites they visited before getting to our Site. Google Analytics collects only the IP addresses assigned to you on the day you visit this Site, but not your name or other identifying information.

Google Analytics places a permanent cookie in your web browser to identify you as a unique visitor the next time you visit this Site. No one can use this cookie file except Google, Inc. We use the data received through Google Analytics only to improve our Sites, Service, and Mobile Applications

Google's ability to use and transfer to third parties the data collected by Google Analytics about your visits to a specific Site is governed by Google's Privacy Policy. You can prohibit Google Analytics from recognizing you on repeat visits to this Site by disabling Google Analytics cookies in your browser.

Google Contacts

When enabling the integration of a selected list of contacts to the Service with Google Contacts, the Service will create a new group of contacts in Google Contacts with the contacts from the list. The following information is sent from the Service to Google Contacts: full name, position, company name, email address, phone number, date of birth, contact notes, address, messenger/social media names or handles.

When enabling integration, the Service only gains access to the contacts that are in the group of contacts created by the service in Google Contacts. The Service only adds/modifies/deletes contacts from the group of contacts it creates.

When a user with admin permissions deletes a contact or contacts in the Service, the Service deletes the corresponding contact(s) from Google Contacts.

When Google Contacts integration is disabled, information about contacts will not be updated, but the contacts will not be deleted from your Google account. You must delete the contacts from Google Contacts yourself as needed.

Updating data

We may receive data about you from other sources, including from publicly available databases and from third parties from whom we acquire information. We may use this data in conjunction with the data we already have about you. This allows us to update, expand, and analyze our data; find new clients, and provide you with a service tailored to your interests. If you provide us with personal data about other people (or other people provide us data about you), we use this data exclusively for the purposes for which it was provided.

"Do not track" signals

Please note that in your browser settings you can set a "Do Not Track" signal to be sent automatically to the websites and services that you use. Our industry has not yet developed a framework for handling these signals. Like many other websites and web services, we do not respond to "Do not track" signals that we receive from our visitors' browsers at this time.

Procedure for deleting an Account from the Service

If there is no new activity in an Account (such as adding new tasks or actions) for one month, Planfix will automatically freeze the Account. One week before an account is frozen, the Account owner will receive a warning and a suggestion to be active in the Account if they are planning on using it in the future.

A frozen Account can be unfrozen up to one month after the day it was frozen. Only the Account owner can unfreeze an account. If a frozen Account is not unfrozen after one month, the Service will automatically delete the account and all of its data.

We store a copy of an Account for 180 days so it can be recovered at the Account owner's request. After 180 days, all Account data will automatically be permanently deleted.

Updating your data

You can modify or update your account data at any time or decline to receive messages from us. To do this, log in to your Account and go to the section Employee Profile > Subscriptions and Notifications.

Please note: the collection, use, and disclosure of this data is required to the extent that your personal information is reasonably necessary for us to provide our services and ensure that the Service operates correctly for our other users. You cannot refuse the collection, use, or disclosure of this data without halting your use of the service.

We will use commercially reasonable efforts to promptly make any changes to this data that you request.


At your request, we will provide you with information on whether or not we are storing or processing your personal data on behalf of a third party. To receive access to this data, correct it, or request that it be deleted, write to us via your preferred method of communication.

We will respond to your request for access, or we will modify or delete your data within thirty (30) days.

Transmitting data abroad

If you visit our Sites or use our Service while in a country other than the one where our servers are located, then your data will be transmitted across national borders when you communicate with us. In addition, you acknowledge and agree that in order to maximize efficiency and promptness in processing customer requests and messages, our customer support teams operate worldwide.

Therefore, when you write to us from the country where you live, your message may be accepted by a representative from another country (including, for example, a country outside the European Economic Area) and the information you provide will be transmitted to this country. Regardless of the circumstances, your information will be processed in accordance with this Privacy Policy. When you use our Service, communicate with Customer Support or exchange electronic data with us, you are agreeing to such a transfer.

Compliance with laws and enforcement

We cooperate with the government and with law enforcement officials in order to comply with laws and ensure that they are obeyed. We disclose information about you to the government or law-enforcement officials if, at our sole discretion, we deem it necessary or appropriate for responding to a claim and court order (including, but not limited to, a subpoena); protecting our property and rights or the property and rights of third parties; ensuring public or personal safety; or preventing or terminating activities that we feel are illegal or unethical.

To the extent permitted by the law, we will take reasonable steps to notify you if we are required to provide your personal information to third parties as part of a lawsuit.

Information regarding children

The Children's Online Privacy Protection Act (COPPA) governs the online collection of data from people under the age of 13. The Policy of our Service prohibits knowingly collecting or maintaining personal data relating to any person under 13 years of age.

If you are not yet 13 years of age and you know that you have already provided personal data through our Service, please have your parents or guardian write to us immediately via your preferred method of communication so we can delete this data from the Service.

Changes in our practice

We reserve the right to modify this Privacy Policy at any time. If we decide to modify our Privacy Policy, we will publish the changes in the present Privacy Policy and any other places we feel it's necessary, so that you always know what data we are collecting, how we are using it, and under which circumstances, if any, we disclose it.

If we make significant changes to this Policy, we will notify you here, by email, or by a notification on our home page, at least thirty (30) days before the changes take effect.

If you accept the modifications to the Privacy Policy, you do not need to do anything. If you do not accept the modifications, you must stop using our Sites, Service, and Mobile Applications. If you continue using our Sites, Service, and Mobile Applications after the new Privacy Policy goes into effect, this means that you agree with the changes and have accepted them.

Questions and contact information

If you have any remaining questions about confidentiality or rules for using data, you can ask them to our Customer Support Service at any time, via your preferred method of communication.