Privacy Policy

Information we collect

Your name and contact details when you create an account; course names, assignment deadlines, and grades you enter; content you create on the Idea Board; information you provide to generate a Study Plan or Grade Feedback (courses, deadlines, available study time, grades); financial information you choose to enter into the Wallet, such as income sources and amounts, savings goals, and planned spending and purchases, together with a PIN you set to protect the Wallet; and, if you or a parent/guardian submits a tutoring enquiry, the name, contact details, and subject provided.

How we use it

To provide and operate the Planner; to provide the Wallet features, such as income, savings, and spending summaries calculated from the information you enter; to generate your Study Plan and Grade Feedback, which involves sending your course, deadline, and grade information to a third-party AI model via our development platform's AI Gateway; to process subscription payments through Stripe, who handle your payment card details directly, we do not have access to your payment card data; to respond to support requests; and, only if you choose to submit a tutoring enquiry, to pass your contact details to PeopleCraft Tutors for follow-up.

Wallet information

The Wallet is optional. You decide what, if anything, to enter. Wallet information is used only to show you your own income, savings, and spending summaries. We do not send Wallet information to the AI model used for Study Plans and Grade Feedback, we do not use it for advertising, and we do not share it with anyone other than the hosting and database provider that stores it for us. Your Wallet PIN is stored in a protected form rather than as plain text. You can delete individual Wallet entries at any time, or delete your account to remove all Wallet information.

Children's data

PeopleCraft Planner is used by school-age students. We collect the minimum information needed to provide the service and do not use children's data for advertising or sell it to third parties. We encourage parents and guardians to review the Wallet features with younger users and to help them decide what, if anything, to enter.

Parent link (optional)

A student can choose to share their study progress with a parent or guardian by entering that person's email address in Settings. We store the email address only because the student entered it, and we record when the student agreed and which version of this policy applied. Nothing is sent until the parent confirms from the invitation email, and we send at most one reminder.

Parents do not need an account. They receive emails and a secure page link (valid for 30 days) showing only what the student allows: tasks completed this week, upcoming deadlines, study streak and the last day active, plus grades or Study Plan information only if the student turns those on. Wallet data, Idea Board content, notes and PINs are never shared. If the student turns on "Let my parent know" when asking for tutoring, the parent receives one email naming the subject and the reason. The student can pause, resume, change or end sharing at any time, and the parent can stop updates from any email.

Individual and Organisation waitlists

If you join a waitlist, we collect your name, email, selected service and the project or organisation details you choose to provide, together with your contact consent and its date and time. We use these details to contact you about these services. Occasional PeopleCraft updates require a separate, optional consent. Joining is free and does not commit you to anything.

Waitlist details, including internal follow-up notes, are kept for up to 12 months after signup unless you convert to a customer, when the relevant service retention rules apply. You can remove your entry using the link in your confirmation email or ask for deletion at support@peoplecraftplanner.com. Confirmation emails use our platform's email service, not a marketing mailing list.

Calm Mode (optional)

If you turn on Calm Mode, we save that choice, any task you pin, your chosen daily reminder time, your timezone and whether the urgent-reminder exception is on. We use your timezone to hold your existing reminders until your chosen time and to work out when date-only deadlines end in your local time, including daylight saving changes. If you ask for small steps, the task title is sent to our AI provider to suggest 3 to 5 steps, which are saved to your account so you can edit, tick off or delete them. These settings and steps are private to you and are deleted when you delete them or your account.

Data sharing

We share data only with the providers we need to run the service, and only for these purposes:

• Stripe: takes subscription payments and holds payment and billing records.
• Supabase: our hosting and database provider, which stores your account and planner data, including Wallet information.
• OpenAI, accessed through our platform's AI service: generates Study Plans and Grade Feedback from the details you enter for those features.
• Firebase (Google): delivers notifications to your device when you enable them.
• Teachworks: manages tutoring student records, lesson scheduling and billing.
• Lessonspace: runs our online tutoring lessons.

We do not sell personal data.

International transfers

Some providers process personal data outside the UK. Their published transfer safeguards include the UK Extension to the EU-US Data Privacy Framework and UK-approved contractual clauses for Stripe and Firebase (Google); Standard Contractual Clauses with the UK Addendum for Supabase, OpenAI and Lessonspace; and the UK's adequacy recognition for qualifying Canadian organisations for Teachworks. The applicable safeguard depends on the destination and service, as set out in each provider's data protection terms.

Data retention

If you confirm you are 18 or over and opt in, we use Resend to send optional planner reminder emails. We record your consent and unsubscribe dates and email delivery status. You can unsubscribe without signing in using the link in every reminder. We record active time and session dates, not page content, to understand use of the Planner; admins see only aggregate figures, not individual names or emails. These reminder consent, delivery and active-time records are deleted when you delete your account.

We retain your data while your account is active. You may delete your account at any time by clicking the delete account button under Settings. Deleting your account first cancels any active Student plan subscription, then deletes your planner, Wallet, AI history, reminders, device notifications, tutoring enquiries made in the Planner, your monthly lesson counts and your records of accepting this policy and our Terms.

Some operational information is deleted automatically once it is no longer needed: problem reports (including any screenshot) 90 days after the problem is fixed, and in any case 12 months after the report was sent; Help answer ratings and comments 180 days after they were sent; lesson booking requests 6 months after they are booked or closed (this applies even after an account is deleted); the record of which days you used the Planner after 60 days; sent device notifications after 30 days; sent one-off reminders after 90 days; daily AI usage counts after 30 days; and your monthly lesson counts 2 years after your last lesson.

Parent link data: invitations a parent has not confirmed are deleted after 7 days; secure page links are deleted once they expire; records of emails sent to a parent (the type of email and when it was sent, with no summary content) are deleted after 30 days. When a student ends a link or the parent stops updates, its permissions, page links and email records are deleted at once and the parent's email address is deleted 30 days later. Deleting the student's account deletes all of their parent links straight away.

AI usage logs record only the feature name, model name, input and output token counts and time of each call, not the text you enter or the AI's response, and are deleted after 12 months.

Payment and accounting records (held by Stripe and in our accounts) are kept for the period the law requires, usually six years, even after your account is deleted.

Tutoring enquiries made in the Planner are kept while your account is active and are deleted when you delete your account. Tutoring enquiries from people without an account (for example by email) are kept for up to 12 months after our last contact.

Student records and lessons are held by Teachworks and Lessonspace, our tutoring management and online lesson providers, under their own retention policies.

Your rights under UK GDPR

You have the right to access, correct, delete, restrict, or receive a copy of your data, and to object to certain processing. To exercise these rights, contact support@peoplecraftplanner.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you believe we have mishandled your data.

Security

We use reasonable technical and organisational measures to protect your data, including restricted database access controls. No system is completely secure, and we encourage you to contact us immediately if you suspect any unauthorised access to your account.