Privacy Policy

Updated: 1st November 2026

1. Data Protection

   1. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR) and, where it applies, the EU General Data Protection Regulation (GDPR) when dealing with all data received from visitors to the site.
   2. Planfy is a trading name of 2K Digital Limited. Registered in the United Kingdom (10925352).

2. Our Services

   1. We only hold the data necessary to offer services provided on our website.

3. Required Period

   1. If a business account is cancelled and its user does not login for 2 years, Planfy will automatically delete that account and all of its data. Business account users can also manually request their accounts and data to be deleted via the following page (https://www.planfy.com/portal/settings/gdpr). People who book services using the system can request their data to be deleted as well - this is explained in the “Right to be forgotten” section.

4. Data Storage

   1. For administrative reasons data may be passed to and stored securely with third party service providers located outside the EEA (European Economic Area).

5. Partner Privacy Policies

   1. Please note that we only share data with partners that operate their own privacy policy.

6. Data Shared With Partners

   1. We may share commercial and technical data with our partners where a customer has accessed and used our website via a site belonging to one of our partners. However, such information will also be subject to our partners’ privacy policies.

7. Email Updates

   1. We regularly email website news and information updates to those customers who have specifically signed up to our service. All emails sent by us contain clear information on how to unsubscribe from our email service.

8. Email Options

   1. If you subscribe to our email service via a partner site, that partner may wish to send you details via email of other products and services, which may be of interest to you. However, when you subscribe directly to our email service you will be asked whether or not you wish to receive such emails.

9. Email Content

   1. All emails sent by us will be clearly marked as originating from us. All such emails will also include clear instructions on how unsubscribe from our email service and any future emails. Such instructions will either include a link to a page to unsubscribe or a valid email address to which you should reply, with “unsubscribe” as the email subject heading.

10. Email Providers

    1. Planfy makes use of multiple providers for sending email, each of which operate their own Privacy Policies.
       1. Mailgun (https://www.mailgun.com/privacy-policy/)
       2. Mailerlite (https://www.mailerlite.com/legal/privacy-policy)
       3. Rackspace (https://www.rackspace.com/information/legal/privacystatement)

11. Server and Storage Providers

    1. Planfy stores and processes data on servers in the following data centers, which operate their own Privacy Policies:
       1. Digital Ocean (LON1) in London, UK (https://www.digitalocean.com/legal/privacy-policy/)
       2. Amazon AWS (eu-west-10) Ireland, Europe (https://aws.amazon.com/privacy/)

12. Google Calendar

    1. As a Planfy user you may opt in to sync your appointment data with Google Calendar.
    2. Appointment information including Customer Name, Start Date / Time, Duration, Service will be shared with your Google Calendar.
    3. Any appointments synced from Google Calendar to Planfy will be anonymised and only the Start Date / Time and Duration will be stored for availability purposes.

13. Live Chat Support

    1. Planfy utilises Crisp Chat to provide convenient support to our clients. Crisp operates its own Privacy Policy (https://crisp.chat/en/privacy/)

14. Analytical Services

    1. Planfy utilises analytical services which allow us to understand our users and improve our services.
       1. Zoho PageSense (https://www.zoho.com/pagesense/cookie-policy.html), (https://www.zoho.com/en-uk/privacy.html), (https://www.zoho.com/privacy.html). We use PageSense to understand how our website is used and to improve it, for example with visit statistics, heatmaps, A/B tests, surveys and session recordings. If you answer a survey, we receive the answers you give.
       2. Google Analytics (https://policies.google.com/privacy#infocollect)

15. Advert Retargeting

    1. Planfy may inject scripts from the following services in order to measure our adverts and re-target our visitors with adverts about our service.
       1. Facebook Ads (https://www.facebook.com/about/privacy)
       2. Google Ads (https://policies.google.com/privacy#infocollect)
    2. Google may use information from sites that use its services, such as ours, as described here: How Google uses information from sites or apps that use our services (https://policies.google.com/technologies/partner-sites).

16. Payment Procesing (Stripe)

    1. Planfy does not directly store any customers' card details. Instead we use Stripe, an industry standard payment processing partner. Your payment details are only stored on Stripe and never touch our servers. We obtain limited information from Stripe such as the last four digits, the country of issuance and the expiration date. The processing of such data by Stripe is covered by their privacy policy which may be viewed here: https://stripe.com/privacy

17. SMS Notifications

    1. Planfy utilises the following SMS providers in order to send appointment reminders and updates to end-customers
       1. Twilio (https://www.twilio.com/en-us/legal/privacy)
       2. BulkGate (https://www.bulkgate.com/en/legal/privacy-policy/)
       3. 8x8 (https://wavecell.com/privacy-policy/)

18. Product Updates

    1. We may send emails to existing customers or prospective customers who have enquired or registered with us, regarding products or services directly provided by us.

19. Cookies

    1. Your choice: if you visit from the UK, the European Economic Area, Switzerland or another country where consent is required, we ask before using any cookie that is not strictly necessary. "Reject all" is as easy as "Accept all". Your choice is remembered for 12 months, after which we ask again. You can change or withdraw your consent at any time from the "Cookie settings" link on our website. Withdrawing consent removes the analytics and advertising cookies we can delete and stops them being set again.
    2. Strictly necessary (always on, no consent needed):
       • Session cookie (Planfy): keeps you signed in and remembers your session.
       • Security cookie (Planfy): protects forms against misuse by other websites.
       • Business selection cookie (Planfy): remembers which business you are working in. 30 days.
       • Booking cookie (Planfy): keeps your booking basket while you book a service.
       • Cookie choice cookie (Planfy): remembers your cookie choice. 12 months.
       • __cf_bm, cf_clearance (Cloudflare): protect the site against bots and attacks. Up to 30 minutes and 1 year.
       • crisp-client/* (Crisp): runs the live chat once you open it. 7 days.
    3. Analytics (only with your consent):
       • _ga, _ga_* (Google Analytics): distinguish visitors and sessions. 2 years.
       • zab*, zps*, zsr*, zsd*, zft*, zsc*, ps_payloadSeqId (Zoho PageSense): website analytics and improvement, such as heatmaps, A/B tests, surveys and session recordings. See Zoho's cookie policy (https://www.zoho.com/pagesense/cookie-policy.html) for durations.
    4. Marketing (only with your consent):
       • _gcl_au and other _gcl_* cookies (Google Ads): measure which adverts lead to sign-ups. 90 days.
       • Google may also set cookies on its own domains, such as doubleclick.net, to measure and personalise adverts.
       • _fbp (Facebook), if we use Facebook Ads: measures and personalises adverts. 90 days.
    5. You can also block or delete cookies in your browser settings. Blocking strictly necessary cookies may stop parts of the site, such as signing in or booking, from working.

20. Data Breach Policy

    1. Data Breach: A personal data breach is a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.
    2. Planfy follows guidelines set out by the Information Commisioners Office.
    3. In the event of a data breach that is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, affected individuals and the ICO will be informed within 72 hours.
    4. Concurrent to the actions outlined above, steps shall be taken to restore data, reinforce security and to return all systems to full operation as soon as possible.

21. Right To Be Forgotten

    1. If you have a business account and would like any of your data to be removed from Planfy, please fill the form on the following page (https://www.planfy.com/portal/settings/gdpr). It can take up to 48 hours for your request to be processed.

    2. People who book services online with businesses through the Planfy system need to contact the specific business directly. The business (which provided the booked service) legally controls your information. As a result, Planfy does not, for example, decide how long your information is retained because that decision is made by the business account owner. This means Planfy cannot help you access, correct, erase, or port your information without being directed to by the business.

    3. You can also make a request to us, we will forward your request to the relevant business account and help them fulfil your request. If the business no longer exists, however, we may be able to assist you directly.

22. Contact Us

    1. If you have any questions relating to our Privacy Policy please email us at [email protected].