Privacy notice

Baseplan is operated by the people carrying on business under the trading name Baseplan ("Baseplan", "we", "us", or "our"). For the personal information described in this notice, Baseplan is the data controller unless the section below about Customer Content says otherwise.

This notice applies to the Baseplan public site, account and sign-in flows, contact and support forms, billing, and the product surfaces we operate. It does not cover a third-party site or service that has its own privacy notice.

Privacy questions, rights requests, and data-protection complaints can be sent to hello@baseplans.co.

We collect and use the following main categories of information:

• Account and identity information. Your email address, display name, internal user identifier, account status, and profile changes.
• Sign-in and security information. Sign-in-code records, session identifiers and expiry, sign-in provider details, security confirmations, IP address, timestamps, and records used to prevent misuse. If you choose Google sign-in, we receive your provider identifier, email address, and basic profile information from Google.
• Workspace relationships. Workspace names, membership, role, invitations, guest access, plan permissions, audit events, and actions taken by workspace owners and administrators.
• Customer Content. Plans, levels, locations, map state, asset libraries, assets, markers, lines, zones, overlays, labels, trader allocations, share links, descriptions, and other content submitted to the product.
• Billing and transaction information. Billing name and email, workspace subscription, billing cadence, seat count, discounts, payment status, invoices, tax information where supplied, and Stripe customer and subscription identifiers. Stripe handles payment-card details; Baseplan does not store complete card numbers.
• Contact and support information. Your name, email, organisation, inquiry topic, message, support conversation, and any optional diagnostic details, screenshot, or attachment you choose to provide.
• Product analytics. Page views and selected product events, such as starting signup, using key planner actions, creating a share link, exporting data, or interacting with subscription flows. Analytics may include an internal user identifier, email, display name, workspace-plan context, referral and campaign parameters, and a PostHog analytics identifier.
• Technical, error, and performance information. Request and page route, date and time, browser and operating-system details, device capabilities, connection characteristics, application environment and version, performance traces, error messages, and diagnostic stack traces. Signed-in browser diagnostics may be associated with your user identifier and email and high-level active-workspace context.

We receive this information from you, other people who manage or invite you to a workspace, your browser or device, sign-in and payment providers, and the systems used to operate Baseplan.

• To register accounts, authenticate users, and maintain secure sessions.
• To create and operate workspaces, plans, asset libraries, collaboration, sharing, exports, and other requested product features.
• To administer subscriptions, process payments, maintain invoices, manage seats, and provide billing support.
• To deliver service, security, account, workspace, invite, billing, and legal communications.
• To respond to inquiries and investigate support requests using the context and attachments you provide.
• To diagnose errors, monitor performance and availability, prevent abuse and fraud, enforce our Terms, and protect Baseplan and its users.
• To understand how people use Baseplan and improve product flows, features, reliability, and support.
• To comply with accounting, tax, court, regulatory, and other legal obligations and to establish or defend legal claims.

Under UK data-protection law, we rely on the following lawful bases:

• Contract. Processing needed to create your account, provide the service you request, administer a subscription, and respond to service and support requests.
• Legitimate interests. Operating and improving a useful and reliable product, securing accounts and infrastructure, preventing fraud and abuse, supporting customers, and managing our business. We consider the effect on your rights before relying on these interests.
• Legal obligation. Processing needed to comply with tax, accounting, consumer, data-protection, law-enforcement, and other legal requirements.
• Consent. Processing where we specifically ask for your permission, including PostHog product analytics and optional analytics storage. You may withdraw consent without affecting earlier lawful processing.

If we need information to provide an account, feature, or paid subscription and you do not provide it, we may be unable to provide that part of Baseplan.

A business or other organisation using Baseplan normally decides why and how personal information inside its Customer Content is used. For example, this may include trader, supplier, staff, or guest information placed on a plan. That organisation is generally the controller and Baseplan acts as its processor or service provider.

If your request concerns personal information placed in Baseplan by an organisation, contact that organisation first where practical. We will assist the relevant workspace controller as required. Baseplan remains a controller for the account, billing, security, service-administration, and analytics information described elsewhere in this notice.

We ask for your consent before first loading PostHog or Vercel Web Analytics. If you reject analytics on your first visit, neither service is loaded. If you later withdraw consent, analytics collection stops immediately and PostHog's stored identifiers are cleared; a script already loaded into the current page may remain until you leave or reload, but it will not send further analytics events. You can accept, reject, or change this choice at any time through Cookie settings.

PostHog measures selected website and product activity through its EU ingestion endpoint. We identify signed-in users using an internal user ID, email address, and display name so we can understand product adoption and support a coherent customer journey. Automatic interaction capture is disabled. We send named events that Baseplan has deliberately implemented and standard page views. Dynamic plan, library, share-link, and invite identifiers are removed from analytics URLs, internal administration pages are excluded, and session recording is disabled.

Vercel Web Analytics measures page views using aggregated data. Vercel says it does not use cookies or retain an identifier that follows a visitor between different days or websites. We nevertheless keep its analytics script behind the same Baseplan consent choice.

We use Sentry to identify software errors, investigate failures, and monitor performance in the web app and API. Sentry may receive an error message, diagnostic stack trace, request or page route, environment and release information, performance trace, technical browser or device information, and the time of the event.

When you are signed in, browser error reports may include your internal user ID, email address, display name, and high-level active-workspace context such as workspace type, plan, role, and subscription state. API error reports use an internal user ID. We disable Sentry's default collection of personal information, remove query strings and opaque identifiers from API request URLs, and filter expected validation and ordinary client errors.

Sentry session replay is disabled in our standard deployment. If we temporarily enable replay to investigate a difficult fault, the integration is configured to mask text and inputs and block media. We will review this notice and any consent requirements before using replay more broadly.

Baseplan uses cookies and browser storage to provide the service, remember preferences, support payments, and, only if you accept, understand product use.

• stallway_session is an essential, HTTP-only, first-party authentication cookie. It expires with the related session or when you log out.
• sidebar_state and stallway_active_workspace remember interface and active-workspace preferences.
• A short-lived first-party cookie protects the Google sign-in flow.
• Local storage and browser databases may hold demo-plan data, demo overlays, map and viewport preferences, revision information, and other browser-local planner state.
• baseplan_analytics_consent remembers for 180 days whether you accepted or rejected optional analytics so we can respect your choice.
• If you accept analytics, PostHog uses first-party browser storage and an analytics identifier. Rejecting or later withdrawing consent disables PostHog and clears its stored identifiers. We do not use PostHog for advertising, automatic interaction capture, or session recording.
• Vercel Web Analytics does not use cookies, but its analytics script is first loaded only if you accept analytics.
• Stripe may use cookies and similar technologies inside the embedded checkout and payment-management flows for security, fraud prevention, and payment processing.

We do not use advertising cookies. Open Cookie settings to change your analytics choice. You can also remove stored data through your browser settings, although blocking essential storage will prevent sign-in or parts of the product from working.

The public demo is designed so its planning document can stay in your browser instead of being saved to an account-backed workspace. The demo generates optional analytics only if you accept, and may generate the limited technical diagnostics described above. Browser-local content remains on your device until you clear it, the demo replaces it, or your browser removes it.

We do not sell personal information. We disclose it only as reasonably needed:

• Other users and share recipients. Workspace owners, members, guests, and anyone given a working share link may see the profile, workspace, audit, or plan information made available to their role or link.
• Infrastructure and operations providers. Providers that host the web app, API, database, files, email, and operational systems, including Vercel and Amazon Web Services.
• Product providers. Google for optional sign-in and place search, mapping and imagery providers for planner maps, Stripe for subscriptions and payments, PostHog and Vercel for optional product analytics, and Sentry for error and performance monitoring.
• Professional advisers and authorities. Advisers, courts, regulators, law enforcement, or other parties where disclosure is reasonably necessary to comply with law, protect rights and safety, investigate fraud or abuse, or establish or defend a legal claim.
• Business changes. A prospective buyer, investor, successor, or adviser involved in a financing, reorganisation, acquisition, or sale, subject to suitable confidentiality and data-protection safeguards.

Providers process information under their own terms and privacy commitments and, where they act for us, under contracts that limit their use of it.

We and our providers may process information outside the United Kingdom. Where data-protection law treats this as a restricted transfer, we use an applicable adequacy regulation or contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, together with any required transfer assessment.

Contact hello@baseplans.co if you would like more information about the safeguard used for a particular provider.

We keep information only for as long as reasonably needed for the purpose for which it was collected, including providing Baseplan, meeting legal and accounting obligations, resolving disputes, and maintaining security. In particular:

• Account information and content in workspaces you control are normally kept while the account is active. Scheduling account deletion blocks access immediately and starts a 30-day retention period before final cleanup.
• Archived workspaces are scheduled for deletion after a 30-day retention period.
• Workspace content, audit records, and billing records may remain after one member leaves or deletes an account because they belong to the continuing workspace or must be retained for administration, security, tax, or legal purposes.
• Account identifiers may be de-identified rather than completely removed where a minimal record is needed to preserve shared audit or relational integrity.
• Contact and support records are kept for follow-up, service history, security, and dispute handling. Unattached or expired uploads are removed through automated cleanup.
• Analytics, error, security, and technical records are kept according to configured operational retention periods and then deleted or aggregated when identifiable detail is no longer needed.
• Financial records may be retained for the period required by tax and accounting law. Deletion from active systems may not immediately remove encrypted backup copies, which expire through the normal backup cycle.
• Browser-local data remains on your device under your control.

We use technical and organisational measures designed to protect personal information, including access controls, secure session cookies, encryption in transit, restricted provider access, and monitoring. No internet service can guarantee absolute security, so you should use suitable care when deciding what information to upload and share.

Depending on the circumstances, UK data-protection law gives you rights to request access to personal information, correct inaccurate information, have information erased, restrict its use, receive portable information, and object to processing. Where processing relies on consent, you may withdraw it. These rights can have legal exceptions.

You have the right to object to processing based on our legitimate interests. Tell us what processing you object to and why, and we will consider your request.

Email hello@baseplans.co to exercise a right. We may need to verify your identity and clarify the information involved. There is normally no charge.

If you believe we have not handled personal information properly, email hello@baseplans.co and tell us that you are making a data-protection complaint. We will acknowledge the complaint within 30 days, investigate it, and tell you the outcome without undue delay.

You also have the right to complain to the UK Information Commissioner's Office. You can find its current complaint process at ico.org.uk.

Baseplan does not currently make decisions about you based solely on automated processing that produce legal or similarly significant effects.

Baseplan is not intended for children under 16, and we do not knowingly collect their personal information. Contact us if you believe a child under 16 has provided personal information to Baseplan.

We may update this notice when the product, providers, or law changes. We will update the date at the top and provide additional notice where a change materially affects how we use personal information.

Questions, requests, or complaints can be sent to hello@baseplans.co.