Privacy Policy

1. Who is responsible

PlanBee is run by a private individual in Switzerland, who is the controller responsible for the processing of your data:

For all questions about data protection and to exercise your rights, write to the email address above.

2. Which data we process

We only process the data needed to run PlanBee:

• Account: your email address, your password (stored only as a secure hash), whether your email address is confirmed, the times of sign-up, last sign-in and last password change, and which version of the Terms of Service you accepted and when.
• Sign-in with Google: your Google account ID, name and email address, as sent to us by Google. When you sign up with Google, we keep them for up to 15 minutes until you have accepted the Terms of Service.
• Profile: display name, language, time zone, reminder and colour settings, and the secret link to your calendar feed.
• Your planner: semesters (including your school), subjects (including teacher names), lessons (including room or meeting link), exams, grades, assignments, study times, events, holidays, notes and reminders.
• Timetable scan: if you import your timetable from a photo or PDF, the file and everything it shows (for example your name, class, school, teacher names or anything else in the picture).
• Feedback: the text of your feature requests and bug reports; for bug reports also the page, browser, app version and window size; your email address only if you allow us to contact you.
• Account deletion: the reason and comment you choose to give.
• Technical data: IP address, time and address of each request, error reports and performance data (see section 7).
• Usage statistics: a random analytics number that is not your user ID, the times of each sign-in and sign-out and of your last activity (recorded at most every few minutes), and the type of device, browser and operating system (for example “mobile, Safari, iOS”). We never store your IP address or the full browser identification for this. How you signed up and sign in (email and password or a provider such as Google) and when you confirmed your email address and created your first semester. While you share usage statistics, the operator can also see how many entries of each type your planner contains (for example 12 exams) – never their content. For each timetable scan: when it started and which steps it went through, the size of the photo (never the photo), which AI model and version read it, how many tokens and how much time it used, how many lessons were read and how many you kept, changed, deleted or added, and which kinds of values you changed (for example the end time) – never the lessons themselves. For every uploaded page, how the automatic check before the AI judged it: whether it passed, how many weekdays and times it recognised and how long the check took – never the text it read; for a page that started a scan, this is linked to that scan. While you do not share usage statistics, a scan is counted the same way but without an analytics number, so it cannot be linked to you.

Please do not enter sensitive data, such as health information, in notes or other text fields, and only store information about other people (such as teacher names) that you need for your planning.

3. Purposes and legal bases

• Providing PlanBee – your account, planner, reminders, calendar feed and the emails needed for them: performance of our contract with you (Art. 6(1)(b) GDPR).
• Timetable scan – reading the lessons from a photo or PDF you upload, so that you can review them and import them into your planner: performance of our contract with you (Art. 6(1)(b) GDPR). An AI model reads the photo; its result is only a suggestion that you check before anything is saved. The photo and the AI answer are kept until you are done with the result, so that you can choose to share them.
• Scan dataset – only if you choose “Help improve PlanBee” after you have seen the result of a scan: keeping that photo, the AI result, how the scan ended and the lessons you import, without any link to you, to test and improve the timetable scan: your consent (Art. 6(1)(a) GDPR). Because nothing links the data to you any more, it cannot be withdrawn or deleted on request later.
• Security and reliability – protection against misuse, rate limits, server logs and necessary error reports: our legitimate interest in a secure, working service (Art. 6(1)(f) GDPR).
• Feedback – handling your feedback and improving PlanBee: our legitimate interest (Art. 6(1)(f) GDPR); your email address is stored with your feedback only with your consent (Art. 6(1)(a) GDPR).
• Extended error reports – your user ID and the email address you entered, only if you choose “Accept All”: your consent (Art. 6(1)(a) GDPR).
• Your acceptance of the Terms of Service – to conclude the contract and to be able to prove it (Art. 6(1)(b) and (f) GDPR).
• Usage statistics – understanding how PlanBee is used, for example how many people use it each day and on which devices, so that we can improve it: our legitimate interest (Art. 6(1)(f) GDPR). Only the operator sees them – as totals and per analytics number, never with your name or email address. You can object at any time with the “Share usage statistics” switch in your profile; what was recorded about you is then deleted.

You can withdraw your consent at any time with effect for the future: delete the stored data of planbee.study in your browser settings and choose “Necessary Only” when the banner appears again, or write to us.

We do not sell your data, show no advertising, create no advertising profiles and make no automated decisions that have legal effects on you.

4. Who receives your data

We use the following service providers to run PlanBee:

• Amazon Web Services (AWS EMEA SARL, Luxembourg): servers, database, backups and server logs, in data centres in Ireland (EU), and the AI service Amazon Bedrock, which reads timetable photos in data centres in the EU. AWS does not use the photos to train AI models and does not pass them on to the developer of the model.
• Cloudflare, Inc. (USA): delivers the website, encrypts the connection and protects against attacks; it processes IP addresses and requests in its worldwide network.
• Resend (Plus Five Five, Inc., USA): sends our emails and stores sent emails and delivery logs in the USA for 30 days.
• Sentry (Functional Software, Inc., USA): error reports and performance data, stored in Frankfurt, Germany (EU).
• GitHub, Inc. (USA): error alerts from Sentry and the content of feedback you send us (never your email address) can become tasks in our private development repository; such a task stays when you delete your account.
• Google (Gmail): our team mailbox, which receives notifications about new feedback and anonymous notifications about deleted accounts.

Sign-in with Google: if you use it, Google (Google Ireland Limited for users in Europe) confirms your identity and sends us your name, email address and Google account ID. Google is responsible for its own processing; Google’s privacy policy applies.

Calendar apps: if you subscribe to your calendar link in a calendar app (such as Google Calendar), that provider regularly retrieves your schedule under its own privacy policy.

We only disclose data to authorities if we are legally obliged to do so.

5. Transfers abroad

Our servers are located in the EU. Switzerland and the EU/EEA recognise each other’s level of data protection. Some providers are based in the USA (Cloudflare, Resend, Sentry, GitHub, Google), and Resend stores emails there. For these transfers we rely on the EU-U.S. and Swiss-U.S. Data Privacy Framework where the provider is certified, and otherwise on the standard contractual clauses of the European Commission, which are also recognised in Switzerland.

6. Browser storage instead of cookies

PlanBee sets no cookies itself. It stores the following entries in the local storage of your browser, which the consent banner calls “cookies” for simplicity:

• planbee_access_token: keeps you signed in; deleted when you sign out.
• language and theme: your language and display settings.
• planbee_cookie_consent: your choice in the consent banner.

These entries are necessary for PlanBee to work. Apart from the sign-in entry, they remain until you delete them in your browser. To protect the website, Cloudflare may set strictly necessary security cookies (such as __cf_bm). We use no advertising or tracking cookies; our usage statistics (section 2) need no cookies and no browser storage.

7. Error reports and performance data

To find and fix errors, PlanBee sends error reports to Sentry: the error and its technical details, browser and operating system, the page address without parameters and the app version. For 10 % of visits we also record anonymous performance data, such as how long pages and requests take. This happens regardless of your choice in the banner, because it is necessary for a working service; it contains no user ID, no email address and no cookies.

Only if you choose “Accept All” do error reports also contain your user ID and, if signing in or registering fails, the email address you entered. Passwords and tokens are never sent. Our server reports its own errors to Sentry without IP addresses or request contents. Sentry deletes this data after 30 days.

8. Emails

We only send emails that are part of using PlanBee: confirming your email address, resetting your password, notices about security-relevant changes such as a changed password, the reminders you set up, and confirmations of your feedback if you gave us your email address for it. We send no newsletters and no advertising.

9. How long we keep data

• Account and planner: as long as your account exists. You can delete your account in your profile at any time: the account is deleted immediately, all other data a few minutes later – except the usage statistics, which then become anonymous (see below).
• Timetable photos and the AI answer: until you are done with the result – when you import or discard it, share it or start a new scan – and at most 7 days; never written to logs. A photo that does not look like a timetable is not kept; if you share it, the app sends it once more. Only the lessons you import stay in your planner. A PDF is never stored: its pages are turned into images in memory, and only the images of the timetable pages are kept, like photos. If a PDF has several timetable pages, the pages you skip when you choose their weeks are deleted at once.
• Scan dataset (only with your consent for that scan): with no fixed end, also after you delete your account. The photo and the results are stored without any link to you in a separate, encrypted storage in the EU (AWS, Ireland) that only the operator can access.
• Usage statistics: with no fixed end. When you delete your account, the analytics number can no longer be linked to you; the statistics are then anonymous and we keep them. Anonymous daily counts (how many people registered, confirmed their email address or deleted their account on a day) contain no analytics number and are kept, also after an objection.
• Feedback: as long as we need it to handle your feedback and improve PlanBee; feedback linked to your account is deleted together with the account.
• Deletion record: after an account has been deleted, we keep only a random account number, the reason given and the account age, so that the deletion can be completed reliably; the comment is deleted once the deletion is complete.
• Unfinished sign-ups with Google: deleted within a day after the 15-minute sign-up link expires.
• Password reset links: valid for one hour, deleted within a day after they expire.
• Server logs: 14 days.
• Database backups: at most 7 days.
• Error reports and performance data at Sentry: 30 days.
• Sent emails and delivery logs at Resend: 30 days.
• Notifications in our team mailbox: as long as we need them to handle the feedback.
• IP addresses for rate limits: only briefly in the working memory of the server.

Copies of a deleted account in backups and logs disappear automatically when these periods end. If PlanBee is discontinued, we delete all accounts and data once the service has closed; copies in backups and logs disappear within the same periods.

10. Your rights

You have the right to:

• obtain information about the data we hold about you and receive a copy of it;
• have incorrect data corrected – you can correct most data yourself in PlanBee;
• have your data deleted – you can delete your account yourself in your profile;
• receive the data you provided to us in a common, machine-readable format;
• have processing restricted and object to processing based on our legitimate interests;
• withdraw your consent at any time with effect for the future.

To exercise these rights, write to the email address in section 1; we may ask you to confirm your identity. You can also lodge a complaint with a data protection authority: in Switzerland with the Federal Data Protection and Information Commissioner (FDPIC, www.edoeb.admin.ch), in the EU/EEA with the authority in your country of residence.

11. Children and young people

PlanBee is meant for people aged 13 and over; when you sign up, you confirm that you are at least 13 years old. If you are under 16, please ask a parent or guardian before you choose “Accept All” in the banner. If we learn that a child under 13 has created an account, we delete it. Parents and guardians can contact us at the address in section 1.

12. Security

Connections to PlanBee are encrypted (HTTPS). Passwords are stored only as a secure hash. The database is encrypted and cannot be reached from the internet. As no system is completely secure, please use a strong password that you do not use anywhere else.

13. Changes to this Privacy Policy

We update this Privacy Policy when PlanBee or the law changes. The date at the top shows the current version. We will inform you about significant changes in PlanBee or by email.