Legal & data protection

GoPlannr (“the Service”) is operated by GoPlannr Ltd, a company registered in England and Wales (company number 17310734) (“we”, “us”). This policy explains what personal data we process and why. We act as a data processor for the operational data your organisation enters, and as a data controller for account and billing data.

What we collect

• Account data — your email address, name and operational role.
• Operational data — workers, drivers, crews, vehicles, machines, plans, moves, addresses, run sheets and proof of delivery.
• Product operational evidence — aggregate orders, material loads, weighbridge tickets, road-planing shifts, measurements, machine-report imports, waste references, photos, signed records and their audited corrections when the relevant product is licensed.
• Auto-plan source and review data — Plant Haulage spreadsheets, dropped email files or pasted text, extracted values, matching decisions, unavailable-resource reasons and the named planner’s review record when Optimise (Beta) is used.
• Location data — a driver’s live position and breadcrumb trail, only while the driver opts in by tapping “Share my location”.
• Usage & technical data — standard server logs (IP, timestamps) needed to run and secure the Service, plus cookieless website page counts using a one-way visitor value that changes every day.
• Public sandbox activity — trial start time, selected product, screens used and whether sample data was loaded. We do not use a tracking cookie or store a raw IP address for this activity.
• Sandbox details you choose to provide — company name, home yard and work email. Company and yard details personalise the temporary trial. We only create a sales follow-up lead from an email when you tick the contact-permission box.

Lawful basis

We process operational data on the basis of legitimate interests (running a haulage operation) and contract (providing the Service). Driver location is processed on the basis of the driver’s consent, which they can withdraw at any time by stopping sharing.

How we use it

Solely to provide the Service: planning work, checking loads, coordinating resources, routing, dispatch, tracking, operational evidence, reconciliation, reporting and invoicing. We do not sell data or use it for advertising. Optimise (Beta) uses deterministic extraction first. When a source layout or wording has low confidence, source content may be sent through the disclosed managed AI gateway to an approved model provider for schema-constrained interpretation. AI suggestions cannot write records, invent resources, override availability or release work. Requests are configured to disallow prompt training, and GoPlannr disables prompt/completion content logging.

Your rights (UK GDPR)

You may request access, correction, deletion, restriction, or a copy (portability) of personal data, and you may object to processing. Most data is editable or deletable directly in the app by your organisation’s planner. For anything else, contact us (below).

GoPlannr does not use Auto-plan to make a solely automated decision with legal or similarly significant effect. A named planner must resolve required decisions and record a fresh review of the current plan before any Auto-built work can be released to drivers.

Retention

Operational data is kept while your account is active and for the period stated in your agreement, then exported or deleted in line with account closure instructions and any applicable legal hold. Driver location trails are short-lived operational records. Approved product evidence keeps its original record and correction trail; the Custom agreement records the evidence allowance and retention required for that product licence. Private Auto-plan source files are deleted after 30 days; structured provenance, planner decisions and security/audit records follow the operational and audit-retention rules in the agreement. Your organisation remains responsible for choosing a retention period that meets its own weighbridge, tax, waste, contract and insurance obligations.

The Service

GoPlannr provides distinct Plant Haulage, Aggregates and Road Planing products. A customer may license one or more products for customer jobs, repeat loads, crews, shifts, tickets, measurements, evidence, commercial reconciliation and invoicing. Specialist workflows coordinate with industrial systems; they do not control weighbridge hardware, quarry production, laboratory systems, barriers or machine sensors.

Planning and evidence aid — your responsibility

The Service is a planning aid only. Overweight checks, mileage, ETAs, drivers’-hours estimates, emissions and cost figures are estimates, not legal determinations or tachograph records. You remain fully responsible for verifying every load against the trailer plate, axle weights, gross combination weight, and the operator’s licence, and for compliance with drivers’ hours and all applicable law. We accept no liability for operational decisions made using the Service.

Aggregate and road-planing records do not certify a weight, material, Aggregates Levy treatment, waste classification, permitted destination, duty of care, tax position or legal compliance. Estimates never become commercial truth automatically: your authorised users must review and approve actual tickets, measurements, corrections and charges. Ordinary road planings and coal-tar-containing material must be classified and handled through the appropriate route by a competent person.

Acceptable use

• Use the Service only for your own lawful operations.
• Keep sign-in codes confidential; you are responsible for activity under your account.
• Do not attempt to access another organisation’s data or circumvent security.

Optimise (Beta)

Auto-plan output is a draft planning aid, not an instruction to a driver. Your authorised planner remains responsible for checking every source item, date, address, load, resource, route and instruction. The Service blocks release while a required decision is unresolved or the recorded review no longer matches the plan. Beta availability, limits and fair-use controls may change, and corrupt, encrypted, malicious or oversized files may be rejected safely.

Availability

We aim for high availability but the Service is provided “as is” without warranty of uninterrupted operation. Planned maintenance and third-party outages (hosting, mapping, email) may affect availability.

Fees & termination

Starter, Growth and Elite are fixed Plant Haulage packages. Custom product licences, implementation, migration, integration, storage and support are individually quoted and governed by the signed order or product agreement. No 24/7 response or other service level applies unless it is stated explicitly in that agreement. We may suspend accounts for non-payment or breach while preserving data in line with the agreement and applicable law.

Subscription term, cancellation & refunds

• Monthly subscriptions are payable monthly in advance and renew each month until cancelled.
• Annual subscriptions are payable in full in advance for the agreed annual term and renew annually unless cancelled before renewal.
• Cancellation stops the next renewal. Access continues until the end of the period already paid for.
• If you cancel for convenience, fees already paid are non-refundable and no credit is given for unused time in the current monthly or annual period.
• This refund restriction does not limit rights that cannot lawfully be excluded or remedies arising from GoPlannr’s material breach.

The price, billing interval and any agreed implementation or support terms shown in Checkout, an order form, invoice, signed agreement or written confirmation form part of your subscription agreement. A named customer representative must accept the current Terms before a paid product licence is treated as commercially ready.

Tenant isolation (the headline control)

The Service is multi-tenant with strict isolation. Every record carries an organisation id, and database row-level security enforces that each request can only ever read or write its own organisation’s data — enforced in the database, not just the app. A driver additionally only sees their own moves.

Authentication

Sign-in is by email and password (salted and hashed, never stored in plain text), with a one-time emailed code (OTP) as a fallback. Access is role-based — planner (office operations), finance (commercial records),fitter (maintenance and compliance), and assigned driver oroperative field work. Role, assignment, entitlement and tenant are checked on every server request.

Encryption & secrets

All traffic is encrypted in transit (HTTPS/TLS). Data at rest is encrypted by our hosting providers. Third-party API keys (mapping, email, billing) are held server-side onlyand never exposed to the browser.

Hosting & residency

The app is hosted on Vercel; the database and authentication on Supabase (PostgreSQL). Both are reputable providers with their own security and compliance programmes. Backups and point-in-time recovery are handled by the database provider.

Breach response

In the event of a personal-data breach likely to result in a risk to individuals, we will notify affected organisations without undue delay and, where required, the ICO within 72 hours.

Data Processing Agreement

A DPA is available on request for organisations that require one for their own compliance.

We use a small number of trusted providers to deliver the Service:

• Vercel — application hosting and delivery.
• Vercel AI Gateway — controlled routing of low-confidence Auto-plan interpretation requests, only when Optimise (Beta) invokes the optional AI fallback.
• Approved AI model provider — schema-constrained interpretation for Auto-plan only; the active provider is recorded for each request and will be named in the current Sub-Processor List before processing begins.
• Supabase — database, authentication and realtime.
• HERE Technologies — HGV routing, geocoding and traffic (addresses are sent for routing).
• what3words — three-word address lookups.
• Resend — transactional email (sign-in codes, dispatch confirmations), where enabled.
• Stripe — payment processing, where self-serve billing is enabled. We never store card details.

We will keep this list current and give notice of material changes.

We use only essential cookies needed to keep you signed in (your authentication session). We do not use advertising or third-party tracking cookies. Display preferences (theme, zoom, cost rate) are stored locally in your browser, not in cookies.

Website traffic and public sandbox activity are measured without a tracking cookie. We use privacy-limited, first-party records to understand which pages and trial features are useful. Visitors with Global Privacy Control or Do Not Track enabled are excluded from website page counting.

For privacy requests, a DPA, or any data-protection question, email privacy@goplannr.com. Data-subject requests are actioned in line with UK GDPR timescales.

For anything else — Contact us (info@goplannr.com).

Data controller & registered office:
GoPlannr Ltd — a private limited company registered in England and Wales (company number 17310734).
5 Fox Lea
Ipswich, IP5 2YU
United Kingdom
ICO registration: ZC186221

This page is provided for transparency and is not legal advice. Organisations should satisfy themselves that their own use of the Service meets their compliance obligations.