Privacy Notice

1. Who is responsible for your data

Matthew Farineau, trading as Plenary HQ, is the data controller for personal data collected through this website and app. Reach us through our contact form.

Where you are an organizer uploading details about your own attendees, you are the controller of that attendee data and we act as your processor.

2. What we collect

• Account data — name, email address, password or Google sign-in identifier, and profile photo where provided.
• Attendee profile data — job title, organization, biography, contact details, dietary requirements, accessibility needs, and answers to custom questions your organizer sets up. Dietary and accessibility answers may be health-related; they are provided by you voluntarily so that catering and access can be arranged.
• Event data — conferences, agendas, sessions, speakers, venues, rooms, tasks, budgets and notes you create.
• Purchase data — billing name, country, transaction amounts, order references, and the last four digits and type of your card. We never see or store full card numbers.
• Communications — emails we send you and their delivery status, plus any support correspondence.
• Technical data — IP address, browser and device information, and log and error data generated when you use the Service.

3. Why we use it and our legal bases

• To provide and operate your account and events — performance of our contract with you.
• To take payment, issue receipts and meet tax obligations — contract and legal obligation.
• To send service and reminder emails you or your organizer have configured — contract and legitimate interests.
• To keep the Service secure, prevent fraud and debug problems — legitimate interests.
• To record dietary, accessibility and similar sensitive answers — your explicit consent, given when you choose to fill them in.

4. Who we share it with

• Paddle.com — our Merchant of Record and payment processor. Paddle receives your billing and transaction details and acts as an independent controller for them.
• Supabase — database, authentication and file hosting.
• Resend — delivery of transactional and reminder emails.
• Google Maps Platform — venue search and map display.
• Lovable — application hosting and the AI gateway used by the layout planner. Event and room details you submit to the planner are processed by the underlying AI model provider to generate suggestions.
• Your event organizer — organizers of an event you join can see the profile and answers you submit for that event.
• Authorities or advisers where we are legally required to disclose, and any successor if the business is sold.

We do not sell your personal data or share it for third-party advertising.

5. International transfers

Our providers may process data in the United States and elsewhere. Where data leaves the UK or EEA, transfers rely on adequacy decisions or standard contractual clauses.

6. How long we keep it

Account and event data is kept while your account is active and for up to 12 months after you close it, unless you ask us to delete it sooner. Transaction records are kept for 7 years to meet tax and accounting rules. Logs are kept for up to 90 days.

7. Your rights

Depending on where you live, you may ask us to access, correct, delete, export or restrict the use of your personal data, object to processing based on legitimate interests, or withdraw a consent you previously gave. You can edit most of your profile yourself in the app. For anything else, send a privacy request through our contact form and we will respond within 30 days. You can also complain to your local data protection authority.

8. Cookies

We use cookies and local storage that are strictly necessary to keep you signed in and to run the checkout securely. We do not use advertising or cross-site tracking cookies.

9. Children

The Service is not intended for children under 16. If you believe a child has given us personal data, contact us and we will delete it.

10. Changes

We may update this notice; the date at the top shows the latest version. Material changes will be notified by email or in the app.