Privacy Policy

Effective 16 September 2026 · Planvent Inc., 490 Gordon Krantz Avenue, Milton, ON L9E 1Z5

Planvent is a workspace where professional event planners keep some of the most personal information their clients will ever hand over: budgets, guest lists, dietary needs, home addresses. This policy sets out what we do with it. The short version is that your workspace is yours, we never sell it, and we never pool one planner’s contacts into another’s.

It sits alongside the cookie policy and the data processing addendum, which are part of the same agreement.

1. Who is responsible for what

Planvent Inc. (“Planvent”, “we”) provides the software. Where you are a planner using Planvent, you decide what client and guest information to put into it, and you are responsible for having the right to collect it. For that information we act as your service provider and process it only to run the platform for you and on your instructions. The one exception is the anonymised pricing view described in section 6, which we are open about because it is the only thing we do with your content that is not purely for your own workspace.

For your own account information - your name, email, business details and how you use the product - we are responsible directly.

If you are a guest, client or vendor who received something from Planvent, the planner who invited you decides what happens to your information. Ask them first, and write to us at hello@planvent.ca if you cannot reach them.

2. What we collect

Information you give us

• Account: your name, work email, business name, password (stored only as a hash) and anything you add to your planner profile.
• Event records: briefs, budgets, concepts, documents, notes, tasks and the messages you send vendors through the platform.
• People: contacts, clients, vendors and guests you add or import, including names, contact details, RSVP replies and any dietary or accessibility notes you record.
• Payments: the amounts and receipts you record against a budget. Planvent does not process card payments and never holds card numbers.

Information we collect automatically

• Usage: pages visited and features used, so we can tell what is worth building. On the public site this is aggregate traffic measurement with no advertising cookies and no cross-site tracking.
• Technical: IP address, browser and device type, and error logs, for security and debugging.
• Email delivery: whether a message we sent on your behalf was delivered, bounced or failed.
• Cookies: what we set and why is in the cookie policy. The short version is that we set only what signing in requires.

3. What we do with it

• Run the product you asked for, including generating concepts and drafts.
• Send the email you tell us to send: invitations, RSVPs, vendor inquiries, proposals.
• Keep accounts secure, prevent abuse and diagnose faults.
• Understand which features are used, in aggregate, to decide what to build.
• Contact you about your account, and about the beta while you are in it.
• Send you occasional email about Planvent itself, on the terms in section 4.
• Build the anonymised view of what event services cost, described in section 6.

We do not do anything else with it. In particular we do not profile you, sell access to you, or use your workspace to train models.

4. Marketing email

While you have an account with us, and for a period afterwards, Canadian anti-spam law lets us email you about Planvent on the basis of our business relationship. That is what we rely on: product news, tips and the occasional offer, alongside the operational email that running your account requires. Where the law needs your express consent rather than that relationship, we will ask for it first and record the answer.

Every marketing email carries a working unsubscribe link and our mailing address, and unsubscribing has no effect on operational messages such as security or billing notices. You can also just write to us. We do not sell or rent your contact information to anyone for their own marketing.

5. AI features

Concepts, concept imagery, quote parsing, search matching and Co-Planner replies are produced by third-party models run by Google and OpenAI. When you use one of those features, the relevant text - the brief, the budget line, the vendor’s reply - is sent to that provider to produce the output, and the output is returned to your workspace.

AI output is a draft. It can be wrong about prices, availability and facts, and it is your judgement, not ours, that decides what reaches a client. Section 7 of the terms covers where liability for that sits.

6. Pricing information

We build an anonymised view of what event services cost, drawn from quotes and rates that pass through the platform, so that every planner gets better budget estimates than they could reach alone. That view is statistical and stripped of identity: it never carries your name, your client’s name, your event, your fee, or any single vendor’s quote in a form that could be traced back. Your own rate card stays private to your workspace. We never disclose a client’s budget to a vendor, at any point, in any form.

This is not model training and it is not a sale of your data; it is aggregate statistics, and once built it can no longer identify you or anyone else. Section 5 of the terms is where you grant us permission for it.

7. Who else sees it

We do not sell personal information and we do not share it for advertising. We share it only with the processors below, who may use it only to provide their service to us, and where the law requires it or to protect someone’s safety or our rights.

We choose these providers with care and we stay responsible for how they handle what we give them - adding one does not move the obligation off us. If we add or replace a processor we will update this table, and where the change is material we will email active accounts at least 14 days before the new processor starts handling your data, so that you can object or export first. The DPA sets out how to object.

If Planvent is ever acquired, information moves with the business, and we will tell you before it does.

8. Where your information is held

Planvent is run from Canada, but it is not stored here. Our infrastructure runs in the United States, and our email provider handles platform mail in the European Union. Information you put into Planvent is therefore stored and processed outside Canada, where it may be reachable by courts and authorities under the laws of those countries. PIPEDA allows this provided we stay accountable for it, which we do: each provider is under contract to give your information a comparable level of protection, and we remain answerable to you for how they handle it.

9. How long we keep it

• Workspace content stays until you delete it or close your account.
• When you close your account you have 30 days to ask us for a copy of your data, and we delete or anonymise the workspace within 90 days, except where we must keep records for legal or accounting reasons.
• Backups roll off within a further 35 days.
• Anonymised pricing statistics, which can no longer identify anyone, are kept indefinitely.

10. Your rights

Under Canadian privacy law you can ask us for a copy of your information, correct it, delete it, or tell us to stop using it in a particular way, and you can withdraw consent to marketing at any time. Write to hello@planvent.ca and we will answer within 30 days. During the beta these requests are handled by a person rather than a button in the product, which is why they come to that address. If you are unhappy with our answer you can complain to the Office of the Privacy Commissioner of Canada, or to the privacy commissioner in your province.

11. Security

Traffic is encrypted in transit and data is encrypted at rest by our infrastructure providers. Passwords are stored as bcrypt hashes and never in a readable form. Every record in the database belongs to exactly one workspace, and every query the application makes is constrained to the workspace of the signed-in account, so one planner’s data is not reachable from another’s session. Share links for proposals, RSVPs, intake forms and vendor quote requests carry revocable random tokens rather than guessable identifiers, and a token gives its holder a deliberately narrow view - a vendor pricing a job cannot see the budget, the client, or any other vendor.

No system is perfectly secure and we do not guarantee that unauthorised access, loss or disclosure will never happen. If a breach affects you we will tell you and the relevant regulator as the law requires. Section 10 of the terms governs liability for it. We are not responsible for a compromise that starts with your own credentials or your own device.

12. Accessibility

We want Planvent and this policy to be usable with assistive technology, and we work towards WCAG 2.1 AA on a best-efforts basis during the beta. If you hit a barrier, tell us at hello@planvent.ca and we will find you a way through it while we fix the cause.

13. Children

Planvent is a business tool and is not directed at children. We do not knowingly create accounts for anyone under 18. Guest records a planner enters may name a child attending an event; treat those as you would any other guest detail, and make sure you have the consent to record them.

14. Changes

We will post any change here and update the effective date. If a change materially affects how we handle your information, we will email you before it takes effect.

15. Contact

Planvent Inc., 490 Gordon Krantz Avenue, Milton, ON L9E 1Z5. hello@planvent.ca