Privacy Statement

This Privacy Statement explains what information ProjectPlanOS ("we", "us", "our") collects when you use the service at projectplanos.co, how it is used, which third parties process it on our behalf, and the choices and rights you have.

It is written to reflect how the product actually works. Where processing depends on a third party, we name that party by the role it performs. We make no claim to any formal certification or compliance programme.

We collect only the information needed to run your workspace and the features you use:

• Account details — your name, email address, and a password that is stored only as a salted bcrypt hash. We never store your password in readable form.
• Workspace and project content — the workspaces, projects, phases and settings you create.
• Task and schedule data — tasks, owners, durations, dependencies, dates and status you enter or import.
• Uploaded documents — files you attach to projects and tasks.
• Comments — notes and discussion you add to tasks and projects.
• Activity logs — a record of significant actions taken in a workspace (for example, changes to tasks, approvals and imports).
• Resource capacity and rate information — a person's working capacity and, where you choose to enter it, charge-out rates used for planning and reporting.

If your organisation supplies its own third-party API key (for example for AI features), that key is treated as a tenant secret and encrypted at rest (see “Security”).

We use the information above to provide the service: to authenticate you, build and reflow schedules, store and display your project content, generate reports, send the transactional emails you ask for or that keep a workspace running, and operate billing.

We do not sell your data, and we do not use your project content for advertising.

Some functions are carried out by third parties acting as processors on our behalf. They are:

Hosting and object storage

Our application and database run on third-party hosting infrastructure. Uploaded files are stored in Emergent-managed object storage by default. A self-hosted S3-compatible store is available as a configuration option for organisations that operate their own infrastructure. We do not claim that files are held only on infrastructure we control.

AI provider

When you use AI features, relevant project content may be sent to a third-party large-language-model provider — OpenAI by default, or Anthropic where selected — to produce the result. AI features are optional, and no content is sent to a provider unless you use them.

Payments

Subscription payments are handled by Stripe. Card details are entered directly with Stripe and are never received or stored by ProjectPlanOS.

Email delivery

Transactional emails — such as invitations, reminders, approval notices and digests — are sent through a third-party email-delivery service.

Documents you upload are stored in Emergent-managed object storage by default. Organisations running their own infrastructure can instead configure a self-hosted, S3-compatible object store.

We are therefore clear that uploaded files may reside on third-party storage infrastructure, not solely on infrastructure operated by us.

AI features are optional. When you choose to use one, the project content needed for that feature is sent to a third-party LLM provider — OpenAI by default, or Anthropic if selected — and the generated output is returned to your workspace.

If your organisation supplies its own provider API key, that processing takes place under your own agreement with that provider rather than ours. If you do not use AI features, your content is not sent to any LLM provider.

Billing is operated through Stripe. When you subscribe or update payment details, your card information is collected by Stripe directly. ProjectPlanOS does not receive or store card numbers or other full payment-instrument details; we retain only the subscription and customer references needed to manage your plan.

We send transactional email only — account invitations, password resets, reminders, approval requests, member and digest notifications, and similar service messages — through a third-party email-delivery service. These messages are part of operating the service rather than marketing.

ProjectPlanOS uses a single authentication cookie to keep you signed in. It is set with the httpOnly flag (not readable by scripts), the Secure flag (sent only over HTTPS), and SameSite=lax.

We do not use advertising cookies or third-party tracking cookies. Because there are no tracking technologies to consent to, there is no cookie-consent banner.

Security measures in place include:

• Tenant API keys and other tenant secrets are encrypted at rest using authenticated encryption (Fernet: AES-128-CBC with an HMAC-SHA256 authentication tag).
• Role-based access control, so what a person can see and do depends on their role in a workspace.
• Project-level visibility restriction, so members only see the projects their membership grants.
• Login-attempt lockout, which temporarily blocks sign-in after repeated failed attempts.
• Rate limiting on sensitive and expensive endpoints.

No system is perfectly secure, and we do not claim any formal security certification.

When you delete your account, we anonymise it rather than erase every associated record. Your name is replaced with “Deleted user”, your email is replaced with a non-identifying placeholder, your password hash is invalidated, your sessions and trusted devices are removed, and your workspace memberships are deleted. Project history that belongs to the workspace — such as tasks, comments and activity logs — is retained so the workspace remains intact for the people who still rely on it.

Deleting a document is a soft delete: the file is marked deleted and hidden from normal views rather than immediately and permanently erased.

We do not promise specific retention or deletion timeframes, because the system does not enforce fixed timers; we describe only what the deletion actions actually do.

Hosting and storage are provided by third parties. The physical location of your data therefore depends on those providers and their infrastructure. We do not guarantee that data is stored in, or never leaves, any particular country or jurisdiction.

You can access and correct most of your information directly in the app through your profile, workspace and project settings.

To request access to, correction of, or deletion of personal information — including a request made on behalf of a workspace — contact us using the details below. Account deletion is also available as a self-service action in your account settings, and operates as described in “Data retention and deletion”.

We may update this statement as the product changes. When we do, we will update the date below and post the revised statement at this URL. Continued use of the service after an update constitutes acceptance of the revised statement.