Data processing agreement

Controller: the customer who uses Plannify (“you”). Processor: Outline Digital, Via Dalmazia 36, Trani (BT), Italy, VAT no. IT08978680729 (“we”). Subject matter: the processing of personal data we carry out on your behalf to provide Plannify, for the whole life of the account.

Your instructions are this agreement, the terms and what you do in the service: the features you turn on, the approval rules, the requests you make to the team, the services you order from us. We don’t use your data for other purposes, we don’t sell it and we don’t use it to train AI models. If an instruction seemed to us to infringe the law, we will tell you.

Only the people at Outline Digital who need it (support you ask for, security, maintenance) access the data; they are bound by confidentiality and trained in data processing.

We apply the technical and organisational measures of Article 32 GDPR described on the Security and NIS2 page: encryption in transit, encryption of credentials, separation of data by company and by business software (each business software, at plannify.it/gestionali/ followed by its name, is closed off and separate from the others and from Plannify: data, sign-ins and files), administrative access by key, updates, backups, event logging, incident management. We update them over time without lowering the level of protection.

You give us general authorisation to use these sub-processors, bound by contract to the same data protection obligations:

Stripe processes the payment data for orders of Plannify services as an independent controller or on our behalf, not the data of your business software and projects. If we add or change a sub-processor, we update this page and tell you at least 30 days in advance in the HQ or by email: if you have a reasonable ground to object, you can do so during that period and, if we can’t find a solution, terminate without penalty.

The AI provider of your key (for example Anthropic, OpenAI, OpenRouter) and the external services your project uses are chosen and activated by you, with your own account. Plannify sends them the necessary data only when the features you have chosen require it. The relationship with those providers, and the related privacy safeguards, are between you and them. If you choose a brain on your computer, the text never leaves your computer.

We and our sub-processors process the data in the European Union. A transfer outside the EU happens only if you choose a provider or service based outside the EU, on your instructions and with that provider’s safeguards (adequacy decision, EU-US Data Privacy Framework or standard contractual clauses).

Many requests you can handle yourself: viewing, correcting, exporting and deleting data from your business software or project. If a data subject contacts us, we forward the request to you without delay and don’t answer in your place. We help you, as far as is reasonable, with data protection impact assessments and consultations with the supervisory authority (the Italian Garante), giving you the information about the service that you need.

If we discover a breach affecting your data, we notify you without undue delay and in any case within 48 hours of becoming aware of it, at the account email address, with what we know: what happened, which data and how many data subjects are involved, the likely consequences and the measures taken. We keep you updated as things develop, so that you can notify the supervisory authority (the Italian Garante) within 72 hours and inform the data subjects if necessary.

You can download all your data at any time with “Download your data” (JSON file), including the records, people and file list of the online business software. When you delete a business software, a project or your account, the data is deleted from the service immediately and disappears from backups within 14 days, except for data the law requires us to keep (for example invoices for services you ordered). The files on your computer stay on your computer, encrypted: Plannify gives the key to reopen them only to your account, so after deletion they can no longer be opened.

We give you the information needed to demonstrate compliance with this agreement: a description of the security measures, the list of sub-processors, answers to reasonable security questionnaires. On-site audits, if needed, are agreed with at least 30 days’ notice, during working hours and without access to other customers’ data; costs are borne by the party requesting them, unless breaches on our part come to light.

You have a legal basis for the data you enter, you inform data subjects (including about your use of AI tools, where the law requires it), you collect the necessary consents (for example for promotional messages) and you set the approval rules appropriately for the data you process.