Privacy Policy

1. Who this policy covers, and two kinds of data

PlanCutFit (“PlanCutFit”, “we”, “us”) is operated by PlanCutFit, a data controller established in the United Kingdom. You can contact us about privacy matters at privacy@plancutfit.com.

PlanCutFit is business software used by flooring companies, fitters, and sole traders (our direct customers) to run their operations. Because of that, this policy covers two distinct relationships:

• Account data — information about you and your organisation when you sign up, subscribe, and use PlanCutFit yourself. For this data, PlanCutFit is the data controller.
• Customer Data — the leads, customers, jobs, quotes, invoices, photos, and floor plans that our business customers enter into PlanCutFit about their own end customers (e.g. homeowners booking a flooring job). For this data, our business customer is the data controller and PlanCutFit is the data processor, acting only on their instructions. If you are one of those end customers and have a question about your data, please contact the flooring business you dealt with directly — they control that data, and we process it on their behalf under a data processing agreement.

2. Information we collect

2.1 Account & organisation data

• Name, email address, phone number, and password (stored as a salted hash, never in plain text)
• Organisation name, business type (sole trader / shop), team member roles and invitations
• Billing details processed via Stripe (see Section 5) — we do not store full card numbers ourselves
• Communications you send us (support requests, contact form submissions)
• Optional two-factor authentication phone number, if you enable it
• If you sign in with Google, your Google account's name, email, and profile identifier

2.2 Customer Data you input (processed on behalf of our business customers)

• Names, phone numbers, email addresses, and property addresses of leads and customers
• Job details, floor plans, room measurements, photos taken on site, quotes, invoices, and payment status
• Uploaded floor plan images and sketches (see Section 3 on AI processing)
• Digital signatures captured through the customer portal or on-site sign-off
• Scheduling and calendar data for surveys and installations

2.3 Technical & usage data

• IP address, browser/device type, and general location inferred from your IP
• Log data, error reports, and crash diagnostics
• Product usage analytics — pages visited, features used, session duration (see Section 6)
• Data stored locally on your device for offline use, and synced back to our servers when you reconnect (see Section 4.4)

3. AI-assisted features

PlanCutFit offers AI-assisted tools that call OpenAI's API to help estimate rooms and materials, including:

• Floor plan detection — if you upload a photo of a floor plan or a hand-drawn sketch, that image is sent to OpenAI for analysis to detect rooms and estimate dimensions.
• Supplier price list import — PDF price lists you upload are sent to OpenAI to extract product names and prices.

These images and documents are transmitted to OpenAI, L.L.C. (United States) for processing and are subject to OpenAI's API data usage policy, under which API inputs are not used to train OpenAI's models by default. Only upload images you (or your customer) have the right to share. AI-generated room dimensions and material estimates are approximations and should always be verified on site before ordering materials or quoting a final price — the app displays this caveat at the point of use, and it applies here too.

4. How we use personal data, and our legal bases

4.1 Offline storage and sync

The PlanCutFit field/offline app stores a working copy of your jobs, customers, floor plans, and photos on your device (in local browser storage) so you can keep working without signal. When your device reconnects, that data syncs back to our servers. If you use a shared or work-issued device, be aware this local copy persists until you sign out or clear site data.

5. Payments

Subscription billing and payment processing are handled by Stripe. We do not store your full card number. If you use Stripe Connect to take payments from your own customers through PlanCutFit's customer portal, you (our business customer) are the merchant of record for those transactions — Stripe processes them under its own terms, and PlanCutFit is not a party to the payment itself.

6. Cookies and analytics

We use cookies and similar technologies for authentication and product analytics, including PostHog (EU-hosted) and Google Analytics. See our Cookie Policy for full details on what each cookie does, how long it lasts, and how to manage or refuse them.

7. Who we share data with

We don't sell personal data. We share it with the sub-processors and service providers below, each engaged to provide a specific part of the service:

We may also disclose personal data if required by law, to enforce our Terms & Conditions, or to protect the rights, property, or safety of PlanCutFit, our customers, or others. If PlanCutFit is involved in a merger, acquisition, or sale of assets, personal data may be transferred as part of that transaction, subject to this policy's protections continuing to apply.

8. International data transfers

Several of the providers listed above are based outside the UK, including in the United States. Where we transfer personal data outside the UK, we rely on adequacy regulations, the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism recognised under UK GDPR.

9. Data retention

We keep account and Customer Data for as long as your subscription is active, plus a reasonable period afterwards to allow you to export data, resolve disputes, and meet legal and accounting obligations (typically up to 7 years for financial records, reflecting UK tax record-keeping requirements). Deleted records are retained in a recoverable (“soft-deleted”) state for a limited grace period before permanent erasure, to protect against accidental deletion. You can request earlier deletion of your account data by contacting us — see Section 12.

10. Data security

We use industry-standard measures to protect personal data, including encryption of data in transit (HTTPS/TLS), hashed passwords, access controls limiting who on our team can view production data, and separation of tenant data by organisation. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security, but we work to keep data protected and will notify affected users and, where required, the ICO in the event of a qualifying data breach.

11. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request erasure of your data, subject to our legal retention obligations
• Restrict or object to certain processing
• Receive a copy of your data in a portable format
• Withdraw consent at any time where processing is based on consent (e.g. marketing emails)
• Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk

If your data was entered into PlanCutFit by a flooring business you're a customer of, please contact that business first — they control the data and can action most requests directly within the platform. We'll support them (or you, if needed) to fulfil valid requests.

12. Contact us

For any privacy question or to exercise your rights, email privacy@plancutfit.com.

13. Changes to this policy

We may update this policy as the product evolves. Material changes will be notified in-app or by email; the “Last updated” date at the top of this page always reflects the current version.