Privacy Policy

1. Introduction

PlanBatch ("we", "our", "us") is operated by Commerce Consulting Services SIA (registration number 40203320589, VAT LV40203320589), Ganību dambis 11a - 1, Rīga, LV-1045, Latvia. We are the data controller for personal data processed through our web application at planbatch.com (the "Service"). This Privacy Policy explains how we collect, use, share, and protect your personal data, and your rights under the GDPR.

2. Data We Collect

• Account data: email address, display name, and company name (provided during registration or via Google sign-in)
• Content data: templates, images, videos and their cover images, brand assets, article text, and post copy you create or upload. For a video we also read its length, file size and dimensions from the file. If you connect a website (see below), this also includes the post titles, excerpts, links and images that site sends us
• Connected websites: if you connect a site to PlanBatch (for example with our WordPress plugin), we store the site's address and name, and an API key for it. The key is stored hashed; we keep only a short prefix so you can recognise it on the Connections page, along with when it was last used. You can revoke a key at any time from the Connections page
• Images fetched from a connected site: when a connected site shares a post, we download the images it references and store our own copy. We do this rather than linking to your site so that a post already scheduled still publishes with its image if the original is later moved or deleted
• Social media tokens: OAuth access tokens for the social accounts you connect (LinkedIn, Facebook, Instagram, Threads, Pinterest, Bluesky), and the account or page identifiers needed to publish, kept on encrypted storage
• Team invitations: when an account owner invites someone to work on their brands, we store the invited email address, the brands and the role offered on each (editor or approver), who invited them, and when. The invitation link is stored only as a hash, works for 14 days, and only for the address it was sent to. The invited person may have no PlanBatch account yet; we hold the address only to deliver and honour the invitation
• Team membership: for a person who has accepted an invitation, which brands they can reach and in what role. Posts, drafts and batches they create record them as the author, and comments and approval decisions they make are stored with their name. Their display name (or the first part of their email address if they have not set one) is shown to the account owner and to the other people on the same brand next to what they authored. Their full email address is visible to the account owner only
• Usage data: generation counts, plan tier, and feature usage
• How you found us: when you create an account we attach to it the domain of the website that linked you to us (for example google.com, never the full address and never any search terms), the path of the first page of ours you opened, and any campaign tags that were in the link you followed. We keep this so we can tell which pages and which sources actually help people find PlanBatch. Until you sign up these details are held only in the open browser tab and are never written to your device; they travel with your signup request and are attached to the account it creates, so if you leave and come back later nothing is carried over
• Billing data: your plan, subscription identifiers, and the purchase consent record (including timestamp, IP address, and browser information) captured when you buy a paid plan. Payment card details are collected and processed directly by our merchant of record, Freemius, and never reach our servers
• Mailing list: if you give us your email address on our website without creating an account, we store that address and which page you gave it on. This is separate from an account; you can ask us to remove it at any time using the contact address below
• Email preference record: if you opt in to hearing from us about PlanBatch, we store that choice together with the exact wording you were shown, when you made it, and the IP address and browser information at the time. We keep the same record when you opt back out, so that both the permission and its withdrawal can be evidenced
• Technical data: browser type, IP address, and device information (collected automatically)

3. Legal Bases for Processing

We process your personal data on the following legal bases under Article 6(1) GDPR:

• Performance of a contract (Art. 6(1)(b)): to create and operate your account, provide the Service, and publish content on your behalf at your direction
• Legal obligation (Art. 6(1)(c)): to keep accounting and tax records
• Legitimate interests (Art. 6(1)(f)): to secure the Service, prevent fraud and abuse, and maintain and improve the Service, including asking for feedback from people who did not finish setting up; and to deliver an invitation an account owner asked us to send to a colleague or client who is not yet our user, and to show the people working on a brand who authored a post or comment
• Consent (Art. 6(1)(a)): where we ask for it, such as optional communications; you may withdraw consent at any time

4. How We Use Your Data

• To provide the Service: generating content, managing templates, scheduling and publishing posts
• To authenticate you and manage your account
• To publish content to connected social platforms on your behalf and at your direction
• To enforce usage limits based on your plan
• To let an account owner invite people, give them access to chosen brands, and hold posts for approval before they publish; and to email the people involved: the invitation itself, posts waiting for an approver, and decisions or comments on a post. These are service emails about work you are part of, not marketing
• To email you about PlanBatch, such as tips on using it and announcements of new features, where you have opted in. We ask separately for this and never assume it from having an account: you can withdraw at any time from your settings or from the unsubscribe link in any such email, and it stops immediately
• To send you emails your account needs, such as confirming your address, resetting your password, and telling you when a scheduled post failed or a connection is about to expire. These are part of providing the Service, are not marketing, and are not affected by your email preference
• To ask for your feedback. If you started using PlanBatch but did not finish setting it up, our founder may email you once to ask what got in the way. It contains no offers and no link back into the product. We use your answer only to improve PlanBatch, never to decide what to market to you. You can object to this at any time by replying to that email or writing to info@planbatch.com, and we will not contact you this way again. We may also ask you a short optional question inside PlanBatch, for example when you reach a plan limit or have not posted for a while, and use your answer only to improve PlanBatch
• To secure, maintain, and improve the Service and fix issues

5. Connected Social Accounts and Tokens

When you connect a social media account, the platform gives us an access token that lets us act only within the permissions you granted. We never receive your platform password. Tokens are kept on encrypted storage and used only to provide the Service at your direction: publishing the posts and first comments you schedule or trigger, and the reads listed below that publishing depends on. Access tokens are issued and controlled by the connected platform: they can expire or be revoked by the platform or by you at any time, and keeping a connection current is your responsibility.

We do not read your messages or contacts, we do not read other people's posts, and we do not analyse your audience. What we read and keep for each network is:

• Facebook: when you connect, we read the Pages you manage (each Page's name and identifier, and a token for it) and your Facebook user identifier. We store each Page's identifier, name and token, and keep your user identifier with a user-level token in a separate server-only store, used only so we can withdraw our own access when you ask us to. To check whether a post we could not confirm was actually published, we read the Page's own posts from around its scheduled time (identifier, text, time and link)
• Instagram: when you connect, we read the identifier, name and username of the Instagram professional account linked to each Page. We store the account's identifier and name and the linked Page's identifier and name. After publishing we read the post's link, and to check an unconfirmed post we read the account's own posts from around its scheduled time (identifier, caption, time and link). Comment access is used only to add the first comment you set
• LinkedIn profile: when you connect, LinkedIn sends us your name, member identifier, email address and profile picture. We store only your member identifier and name with the token; the email address and picture are not kept
• LinkedIn Page: when you connect, we read the Pages you administer (each Page's identifier and name) and store those for the Pages you connect
• Bluesky: when you connect, we read your account identifier, handle and display name, and store all three with the session
• Threads: when you connect, we read your Threads profile identifier, username and display name, and store the identifier and your username (or your display name if you have no username). Reply access is used only to post your first comment as a reply to your own post
• Pinterest: when you connect, we read your account identifier, username, business name and account type, and store the identifier, username and business name. When you schedule a Pin we read your boards (names and identifiers) so you can choose one, and store the chosen board's identifier with the post; if you ask, we create a board for you

After publishing, we keep the link to each published post so you can open it from PlanBatch. You can disconnect any account at any time on the Connections page, which revokes our access, and we delete the stored token.

6. Data Storage and Security

Your data is stored with our cloud hosting and database providers in reputable data centres, with encryption at rest. Files are stored with access controlled by row-level security policies. OAuth tokens are kept on that encrypted storage. All data transfers use HTTPS/TLS.

7. Data Sharing and Processors

We do not sell your personal data. We share data only with:

• Cloud infrastructure providers (Supabase: database, authentication, and file storage; Vercel: application hosting and cookieless website analytics): used to operate and measure the Service
• Google: authentication, if you choose to sign in with Google
• Resend (transactional email): sends the emails your account needs and the ones you opt in to, so it receives your email address and the content of those emails, and reports back whether each was delivered. This includes team invitations and approval notices, whose recipients may not be account holders
• Other people on the same account: an account owner can see who they have invited and what each person authored on their brands. People given access to a brand see the authors and comments on that brand. Accepting an invitation is what puts you in that position, and the owner can remove you at any time
• Cloudflare Turnstile (bot check): checks that a person rather than a script is signing up, signing in, asking to resend a confirmation email, or resetting a password. To do that Cloudflare sees your IP address and information about your browser and device
• Freemius, Inc. (merchant of record for paid plans): if you purchase a paid plan, Freemius receives your name, email address, billing country, and VAT number where provided, and processes your payment as the seller of record. Freemius acts as an independent controller for payment processing; see the Freemius privacy policy at freemius.com for details
• Social media platforms (LinkedIn; Meta, for Facebook, Instagram and Threads; Pinterest; Bluesky): only the content you explicitly choose to publish

These providers act as our processors or as independent controllers for the content you publish, and they process your data only as needed to provide their services to us. A current list of our sub-processors is available on request.

8. International Transfers

Some of our providers are located outside the European Economic Area (for example, in the United States). Where personal data is transferred outside the EEA, we rely on appropriate safeguards, such as the EU-US Data Privacy Framework where applicable and the European Commission's Standard Contractual Clauses. You can request more information about these safeguards by contacting us.

9. Data Retention

We retain your account and content data for as long as your account is active. You can delete your generated content, templates, and scheduled posts at any time. OAuth tokens are retained until you disconnect the relevant account or delete your account. Upon account deletion, all associated data is permanently removed within 30 days, subject to any retention required by law. Purchase consent records and billing records are retained for as long as required for accounting obligations and the establishment, exercise, or defence of legal claims.

An invitation is kept for as long as the inviting account exists, so the owner can see what was sent and cancel or resend it; its link stops working after 14 days, when it is used, or when the owner cancels it. When an owner removes someone, their access ends at once. The posts and drafts they authored stay with the account, and the owner chooses who they are handed to. If the person deletes their own PlanBatch account, the author mark on those posts and the name on their comments are removed, and the content stays with the account that owns it.

Images and videos attached to a scheduled post, including a video's cover image, are kept until the post has been published on every channel it was scheduled for, and deleted 7 days after that. Those of a post that failed or was missed and was not retried are deleted 30 days after its scheduled time. Images and videos you add to an evergreen rotation are kept while the rotation includes them, and deleted 7 days after you remove them, stop the rotation, or a paused rotation's grace period ends (14 days unless you choose up to 90), or 7 days after their last post is published, whichever is later. A small still preview of an uploaded image, or of a video's cover, is kept for 9 months. Brand assets, logos and templates you save to your library are kept until you delete them, and an asset you delete is kept while a post still uses it. A saved draft of a bulk upload is kept for 7 days after its last change, then deleted along with any of its files that were not scheduled.

An email address given to us on our website without an account is kept until you ask us to remove it, or until we stop using the mailing list it was given for, whichever comes first.

Two kinds of short-lived record are deleted on a schedule rather than when you delete your account, because they are not tied to an account at all. Requests to rate limit our API record the calling site's address and IP address for one minute at a time, and an unfinished request to connect a site records that site's address and name. Both are deleted automatically by a daily job, and are never kept longer than 48 hours. When you change your password we also count recent attempts against your account for ten minutes, to stop guessing; like the other counters, it is deleted within 48 hours.

10. Your Rights (GDPR)

As we are based in the EU (Latvia), you have the following rights:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent at any time, without affecting prior processing

To exercise these rights, contact us at info@planbatch.com. You also have the right to lodge a complaint with the supervisory authority in Latvia, the Data State Inspectorate (Datu valsts inspekcija, dvi.gov.lv), or with the authority in your country of residence.

11. Automated Decision-Making

We do not carry out solely automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

12. Data Deletion

You can request deletion of your data by contacting us at info@planbatch.com or by using the data deletion features within the application. For social media platform data deletion requests, we provide a callback endpoint that platforms can use to notify us, and we delete the associated stored data and tokens.

13. Cookies and Analytics

We use only essential cookies: those that keep you signed in and secure your session, short-lived ones that protect a social account connection while you are away at the platform authorising it, and one preference cookie that remembers your chosen colour theme so the correct one is shown as the page loads. We do not use advertising cookies, and we do not track you across other websites.

To understand how the Service is used, we run Vercel Web Analytics, which is cookieless: it sets no cookies, does not track you across websites, and does not build a profile of you. It records aggregate page views and referrers, deriving a temporary, non-identifying visitor hash from your request data (such as IP address and browser) that is discarded and cannot be reversed or used to re-identify you. We process this on the legal basis of our legitimate interest (Article 6(1)(f) GDPR) in measuring and improving the Service.

We set no attribution or tracking cookie. Where you came from (described in section 2) is held only in the open browser tab until you sign up, and is not written to your device. A cookie named pb_src that earlier versions of the Service set for this purpose is deleted the next time your browser visits us.

14. Google User Data

If you sign in with Google, we access basic profile information (such as your name and email address) to create and authenticate your account. PlanBatch's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell this information or use it for advertising.

15. Changes to This Policy

We may update this Privacy Policy from time to time, including as the Service and its features and integrations evolve. We will notify registered users of significant changes by email. The "Last updated" date above reflects the most recent revision.

16. Contact

For privacy-related inquiries:
Commerce Consulting Services SIA
Email: info@planbatch.com