Privacy and Cookies Policy
Version 2.0 · Effective date [EFFECTIVE DATE]
1. Who are we?
1.1 We are Plenza Limited. For privacy queries, you can contact us at privacy@plenza.io.
2. What’s the purpose of this policy?
2.1 It tells you what to expect when we collect personal information from users of our website, web app, mobile app (if and when available) and related services.
2.2 If you give personal information directly to another organisation, such as Apple, Google or a payment provider, that organisation may use the information as a separate controller under its own privacy policy.
3. Might the policy change?
3.1 Yes. We will give you notice of the new version by posting it on our Service and communicating it otherwise if appropriate.
4. What do we collect?
4.1 Information that you upload to our Service or otherwise give us such as:
- your email address and account information, including your password (which is stored in hashed form by our authentication provider) and your account preferences;
- scripts that you upload or type, line-by-line notes and other rehearsal material;
- audio recordings, video self-tapes and other recordings that you create through the Service;
- AI-generated audio and other outputs created from your scripts or recordings;
- subscription and transaction information, including your plan, trial and billing status and limited payment information received from our payment provider;
- information in support emails, feedback, improvement suggestions, surveys or testimonials that you choose to provide; and
- contact or other information which you give or allow us to use for newsletters or other marketing.
4.2 We do not ask you to provide special category information (such as information about health, racial or ethnic origin, religion, sex life or sexual orientation). However, scripts, recordings or other Content that you choose to upload may incidentally contain such information. We do not use that information to identify or infer sensitive characteristics about you or anyone else.
4.3 Our website, apps and service providers may automatically process technical information such as IP address, browser/device information, sign-in and security events, date/time, website/app activity and error reports where necessary to provide, secure, analyse and operate the Service.
4.4 We may infer your country from your IP address to display the appropriate currency. We do not collect precise device location.
4.5 We may receive limited information about you from our payment provider, such as payment and subscription status, billing country and, where available, card brand and the last four digits of the card.
5. What’s our reason/legal basis for collecting the information?
5.1 Because it’s necessary to take steps at your request to enter into a contract with you and/or to perform such a contract. This applies to information such as account and contact details, scripts, notes, recordings, subscription information and other information needed to provide the Service you request.
5.2 Because you’ve specifically agreed on our Service (e.g., by selecting a consent box). This applies to contact or other information that you specifically agree to us using for certain kinds of marketing. You can withdraw permission at any time as explained on our Service or by emailing us at the above email address.
5.3 Because it’s in our “legitimate interests”, e.g. managing, securing and improving our Service; understanding how it is used; preventing or detecting fraud or abuse; dealing with support, feedback and complaints; administering subscriptions and accounts; and establishing, exercising or defending legal claims. This applies to information such as contact and account details, technical and usage information, support communications and feedback.
5.4 Because it’s necessary to comply with legal or regulatory obligations, for example tax, accounting or law-enforcement requirements.
6. How long do we keep personal information?
6.1 We keep account information, scripts, notes and recordings while your account remains active. If your paid subscription or trial ends but you keep your account, we will normally keep this information for up to two years after your last active use of the Service, after which we may delete the account and its Content after giving you reasonable advance warning.
6.2 If you delete your account, we normally remove your account, scripts and recordings from the live Service within 24 hours and in any event within 30 days. Copies remaining in routine backups are automatically removed within 30 days. If a backup is restored before then, we will re-apply account deletions as soon as reasonably practicable.
6.3 We generally keep sign-in/security logs, error-reporting information and email delivery logs for up to 90 days, unless we need to keep particular information longer to investigate security, fraud, abuse or another issue.
6.4 We may keep your email address on a suppression list indefinitely after an unsubscribe, bounce or spam complaint so that we do not contact you again for marketing purposes.
6.5 We generally keep payment, invoice and accounting records for up to six years after the relevant transaction or longer where required by law. Our payment provider may retain information for its own legal and regulatory purposes under its privacy policy.
6.6 We will keep information that we use for email newsletters or other marketing until you tell us to stop sending you such messages, subject to retaining the limited suppression information described above.
6.7 We may temporarily cache AI-generated audio to improve the performance of our Service. Cached audio is not linked directly to your account and is deleted after 90 days.
7. To whom do we send or make available your personal information?
7.1 To other people who supply us with services, e.g., website/app hosting and storage, authentication, AI and transcription, payment, email delivery and marketing, analytics, error reporting, security and similar services.
7.2 To anyone with whom you choose to share a private link to one of your recordings. Anyone holding the link can view that recording until the link expires or you revoke it.
7.3 If you choose to provide a testimonial for publication, to users of our website or other people who see the testimonial in accordance with the display information shown when you submit it.
7.4 To regulators, the police and other law enforcement or official authorities to help deal with fraud and abuse and/or comply with legal requirements and/or protect us or others.
7.5 To insurers and professional advisers in connection with our insurance cover or to deal with legal claims.
7.6 To actual or potential buyers so far as reasonably necessary in the case of a proposed or completed sale, merger or other business combination involving all or the relevant part of our business.
8. Do we send your information outside the UK?
8.1 Some of the providers mentioned above may process personal information outside the UK, including in the United States. Where UK data protection law requires safeguards for an international transfer, we will use an appropriate mechanism such as UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework where applicable, or approved contractual transfer safeguards.
9. What rights do you have?
9.1 If the legal requirements are met, you may ask us for access to your personal information, ask us to correct it, delete it or restrict its use in certain circumstances, or ask to receive certain information in a portable format. You may also withdraw consent where our processing is based on consent.
9.2 You may also have the right to object to our use of your personal information in certain circumstances, including an absolute right to object to direct marketing.
Wipes scripts, recordings, vault items, and account data. Typical time-to-complete: under 24 hours. Backup purge follows within 30 days. A confirmation email with your request ID is sent when complete.
10. If you have a data protection complaint
10.1 If you have a concern about how we use your personal information, you can contact us via the email address at the start of this document. Please provide sufficient detail to allow us to investigate your complaint. We will acknowledge your complaint within 30 days and investigate it promptly, responding without undue delay.
10.2 If you are unhappy with our response, you have the right to raise your complaint with the Information Commissioner’s Office. See www.ico.org.uk. We would, however, welcome the opportunity to resolve your concern directly before you do this.