Privacy Policy

When you create an account you provide an email address, and — if you sign up with an email and password — a password, which is stored only as a securely hashed value (we never store your plain-text password). You may optionally provide your name and set preferences such as your time zone, working days, and start/end of day. If you sign in with Google, Microsoft or Apple, we receive basic profile information (such as your name and email address) from that provider to create and identify your account.

The heart of Pleana is the content you create: tasks, notes, reminders, people you want to keep in mind, projects, life areas and contexts. This information is stored in your account so the app can show it back to you, organise it, and help you stay on top of it. It is linked to your account. Access controls restrict other users from accessing your content. Our service providers process information needed to operate these features. Only include information about other people that you are entitled to provide, and avoid unnecessary sensitive information.

If you use the Vault to keep important documents (such as a PDF or an image), the file you upload is stored as a private object in secure cloud storage and is linked to your account. Access to a file is authorised through your account and uses short-lived signed links; anyone with such a link may be able to use it until it expires, so do not share it. Deleting a document or completing account deletion removes the associated files from active storage. When you first add a document, its contents are also sent to our AI processing service to read key details and suggest reminders — see “AI processing” below.

Connecting a calendar is entirely optional and completely separate from signing in. Pleana never requires calendar access to use your account. If you choose to connect a calendar, you first grant read-only access:

• Google Calendar — we request the read-only calendar scope (calendar.readonly) so we can display your events alongside your tasks.
• Microsoft / Outlook Calendar — we request the read-only calendar permission (Calendars.Read) for the same purpose.

Editing is a separate, optional step. Only if you choose to enable editing for a connected calendar do we request permission to create, edit and delete events in calendars you can modify (Google calendar.events; Microsoft Calendars.ReadWrite, or Calendars.ReadWrite.Shared for shared calendars). Pleana only changes an event when you ask it to. You can keep a calendar read-only.

To keep your calendar in sync we store access and refresh tokens from the provider. These tokens are encrypted at rest before being saved. We store the calendar events we read (such as titles, times and calendar names) so we can show your schedule. Relevant event information can also be sent to AI providers when used as context for questions and planning features. You can disconnect a calendar at any time from within the app, which removes our stored tokens for that connection.

In the Pleana iPhone app you can choose to show events from the Calendar app on your device, including iCloud calendars. This uses Apple’s calendar permission and is optional and read-only. These events are read on your iPhone to display them in Today and Calendar. They are not sent to Pleana’s servers or to AI providers, and we do not store them. You can choose which calendars to show, turn this off in the app at any time, or remove the permission in your iPhone’s Settings.

You can sign in with an email and password, or with Google, Microsoft or Apple. When you use one of these providers, they authenticate you and share basic profile details (name and email) so we can identify your account. Signing in with a provider is used only for authentication — it does not grant Pleana access to that provider's calendar, mail or other data. Calendar access is a separate, explicit step described above. Your session is maintained using a signed token; we do not sell or share your authentication details.

Pleana uses OpenAI and Google Gemini APIs to interpret Capture text, answer Ask questions, transcribe audio, extract Vault information, and support AI briefs and planning features. Provider selection can vary by feature, including fallback processing when a service fails.

Your permission. We ask for your permission before sending your information to these providers, and nothing is sent to them until you allow it. You can use Pleana without allowing AI processing by adding tasks, notes, events and documents yourself. You can withdraw permission at any time in Settings under AI processing. Withdrawing stops further information being sent to these providers. It does not remove information they have already processed, which stays subject to the retention terms below.

Where Pleana shares personal information with service providers, including OpenAI and Google Gemini, we use them under data processing terms. These require them to process that information only as those terms and our instructions allow, to keep it confidential, and to protect it with technical and organisational security measures. We rely on these terms to give your personal information the same or equal protection as described in this Privacy Policy.

• Capture sends your input and relevant scheduling context, including your local date and time zone.
• Ask and planning features send your question or request and relevant account information, which can include tasks, notes, people, projects, reminders, and events including synced Google or Microsoft calendar information. Apple Calendar events stay on your device and are not sent to Pleana or to AI providers.
• Vault extraction sends document content, including the uploaded file or image, to an AI provider. It is not used to train AI models.
• Voice Capture sends recorded audio for transcription. Compatible browsers may also use their speech-recognition service for live text. Ask voice input uses browser speech recognition. Review transcripts before submitting. The transcription endpoint does not save an audio recording to your account; saved text and provider processing are separate.

Provider retention depends on the service and applicable account controls. See OpenAI data controls and Gemini API terms. Do not include information that is unnecessary for the feature you are using.

AI output may be inaccurate. Review extracted information, transcripts and suggestions before relying on them. Outputs you save become part of your account content.

Pleana offers paid subscriptions. Depending on where you subscribe, payments are handled by an established payment provider:

• On the web — by Stripe.
• On iPhone or iPad — by Apple through the App Store.
• On Android — by Google through Google Play.

These providers process your payment-card or store-account details directly. Pleana does not receive or store your full card number. What we do store, so we can give you the access you have paid for, is your subscription record: the plan you chose, its status, the provider, the identifiers that provider gives us (such as a customer, subscription, transaction or purchase identifier), and the relevant dates (start, renewal and expiry). You can also gain access by redeeming a beta or access code, in which case we store that entitlement and its expiry.

We record operational information to run, secure and troubleshoot Pleana, including request identifiers, route/status information, timing, database-operation counts, and AI provider, model, token-usage and success/failure metadata. Hosting services may also record network and device information such as IP addresses and user agents.

Current Capture and Ask interaction summaries use content-omitted markers rather than excerpts of your input. Older interaction records may contain input summaries. Saved Capture and Ask content is separate from performance logging. We use Vercel hosting logs for reliability; we do not use advertising trackers in the web product.

We use Resend to deliver service emails such as verification, password recovery and subscription notices. This involves processing your email address and the message.

If you join the beta interest list, we collect your name, email address, optional interests, and consent to beta/launch updates. Joining the list does not create an account or buy a subscription. You can withdraw marketing consent by contacting support@pleana.app or using the unsubscribe method in the message. Necessary service emails are separate.

We use Vercel for application hosting and Supabase for our managed database and private file storage. Documents you upload to the Vault are stored as private files in managed cloud object storage and are served only through short-lived signed links. Calendar access and refresh tokens are encrypted at rest. Passwords are stored only as secure hashes. Account access is authenticated and checked for ownership; authorised service-provider processing and temporary file links are described above. No method of storage or transmission is perfectly secure, but we take reasonable measures appropriate to the sensitivity of the data.

We store private, encrypted Vault recovery backups in AWS S3 in Sydney. Deleted Vault documents may remain in snapshots within a 30-day recovery window. Expired snapshots are removed through automated storage lifecycle processes; physical deletion may occur later. These copies are restricted to recovery and are not available through your account.

We retain account content to provide the Service while your account exists, unless you delete it. Subscription expiry alone does not delete your account. We do not currently apply fixed expiry periods to saved planning content.

Retention of operational records depends on security, troubleshooting and service needs. Database backup copies are subject to the hosting provider’s backup lifecycle rather than immediate removal from every copy. AI and payment providers retain records under their applicable terms and legal obligations. Limited records may also be needed for tax, accounting, disputes or other legal requirements. Contact us for information about a particular record.

Waitlist information is kept to manage your expressed interest and consent. You can request removal independently of deleting a Pleana account; a waitlist entry is not an account.

Successful deletion ends account access and removes account content from active systems, subject to the backup and legally required retention described in our Privacy Policy.

You can request account deletion from Settings → Delete account inside the app. We require recent sign-in and resolve active web billing before deletion. If those checks or file removal fail, completion may be delayed and support can help. Completed deletion removes from active systems your profile, preferences, tasks, notes, reminders, people, projects, life areas, contexts, captured items, documents you uploaded to your Vault, saved calendar connections and synced calendar events, and your AI interaction records. Where practical, we also attempt to revoke the calendar tokens we hold at the point of deletion. For a full explanation of what is removed, see our account deletion page. You may also request deletion by emailing privacy@pleana.app.

Our current application functions and primary database operate in Sydney, Australia. This does not mean all information stays in Australia: AI, authentication, email, payment and hosting support services may process information overseas, including in the United States and other countries in which their infrastructure and subprocessors operate.

We use these services for the purposes described in this policy. Contact privacy@pleana.app for information about overseas processing relevant to your use of Pleana.

You can access and correct much of your information in the app. To request a copy, correction or deletion, or to make a privacy complaint, email privacy@pleana.app. We may need to verify your identity before acting. Tell us what information or concern your request relates to, without sending unnecessary sensitive documents.

We aim to respond to privacy complaints within 30 days. If you are dissatisfied with our response, you may complain to the Office of the Australian Information Commissioner where it has jurisdiction. Applicable rights and exceptions depend on the law that covers your request; this policy does not limit those rights.

We may update this policy as Pleana evolves. When we make material changes, we will update the date at the top of this page and, where appropriate, notify you in the app.

For privacy questions or requests, email privacy@pleana.app. For general help, email support@pleana.app or visit our support page.