Privacy Notice (United States)

1. Who we are

Plan@Job ("we", "us", "our") is a property maintenance operations platform owned and operated by Planajob Ltd, company number 16872267, Office 1782, 60 Tottenham Court Road, Fitzrovia, London W1T 2EW, United Kingdom. Net Access Market Ltd builds and maintains the platform on our behalf. Plan@Job is a business platform; this notice explains how we handle personal information about the people who use it and the people whose details our members add. Contact: support@planajob.com.

2. What we collect

Account and company details: name, work email, phone number, company name, business address, state, ZIP code, time zone, role, trades and team information, and an optional EIN.

Verification details for trade businesses: certificates of insurance (with expiration dates and whether the client is named as additional insured), workers' compensation certificates or state exemptions, state and trade license details (state, number, expiration), optional badges such as OSHA or EPA Lead-Safe, and a yes/no confirmation that a W-9 is on file. We never ask for, and you must not upload, a Social Security number or a completed tax form.

Crew details added by a contractor or the crew member: name, email, phone, home address, worker type (W-2 employee or 1099 contractor), bank details for paying them (routing and account number) if added, yes/no confirmations that a Form I-9 or W-9 is on file, trade licenses, and any crew agreement the parties choose to upload or sign. We never store I-9 documents, W-9 forms, Social Security numbers or identity document numbers.

Content you add: properties, work orders, estimates, change orders, invoices, messages, photos and videos, completion reports, lien waivers and other documents.

Details of other people that members add so work can be done: residents' and owners' names and contact details, access notes, and contacts members import into their own contact books.

Payment information: card payments are handled by Stripe. We receive limited card details (for example the last four digits and billing ZIP code), never full card numbers. Business bank details you add so clients can pay you (routing and account number) are stored and shown on the estimates and invoices you send.

Technical data needed to run and secure the service: device and browser information, IP address, approximate location derived from it, sign-in records and the time you accepted our terms.

3. People whose details are added by members

If you are a resident, owner, crew member or other contact whose details were added to Plan@Job by a property manager or trade business, that business added your details so that repairs and related work can be arranged or so it can manage its crew. We process them for that purpose on that business's behalf, and everyone who receives them through the platform may use them only for the job or engagement concerned. To correct or remove your details, contact the business that added them, or email support@planajob.com and we will help.

4. How we use personal information

To run the platform: creating and routing work orders, estimates, scheduling, messaging, completion reports, invoicing and payment collection; to review verification documents; to send service emails and in-app notifications; to prevent fraud and abuse and keep the platform secure; to meet legal and tax obligations; and to improve the platform.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use it for targeted advertising. We do not use sensitive personal information to infer characteristics about anyone.

We send service emails (for example about jobs, invoices and account security). We send marketing emails only to business contacts, each one includes our postal address and an unsubscribe link, and we honor unsubscribe requests promptly. The US version of Plan@Job does not send WhatsApp messages or marketing text messages.

5. Who sees what

Information is shared between members only as the platform needs. For example: contractors see a job's full details, including the resident's contact details and exact address, only once their estimate is accepted; subcontractors see the scope their contractor shares with them; clients see the estimates, reports and invoices sent to them. Verification documents are available to the contractor reviewing them and to our authorized verification staff. Crew records are restricted to the crew member and authorized people at the contractor who engages them.

Service providers who process information for us under contract: Stripe (payments), Vercel (hosting), Supabase (database and file storage), Resend (email delivery) and Anthropic (the AI model behind in-platform drafting and review features, which receives only the text being worked on at the time and is contractually prohibited from using it to train its models). Data for US accounts is stored in the United States.

We may disclose information where the law requires it (for example in response to a subpoena or court order), to protect the rights, safety or property of our members or others, or as part of a merger, acquisition or sale of assets, in which case this notice continues to apply.

6. Connecting an AI assistant

This is optional and off until you turn it on. A contractor account can connect a compatible AI app, for example ChatGPT or Claude, from Settings, AI connections, and approve what it may do. The app then acts only within the permissions you approved and only for the company you connected it to, seeing what you would see signed in yourself and nothing more.

What the app asks for is sent to the AI provider you chose. That provider is independent of us and decides for itself what it does with what it receives, including retention and training, under its own privacy policy. Once information reaches them we cannot control or delete it. We store a record of each connection (which app, the permissions approved, when it was connected and last used, and credentials in hashed or encrypted form). You can disconnect at any time and it takes effect immediately.

7. How long we keep it

We keep account information while your account is active. Job, estimate, invoice and payment records are kept as long as needed for tax and legal purposes, normally seven years. Verification documents are kept while they are current and for a limited period afterwards to evidence the check, then deleted. Other information is kept only as long as needed for its purpose. You can ask us to delete information sooner where the law allows (section 8).

8. Your privacy rights

Depending on where you live, state privacy laws (including the California Consumer Privacy Act as amended by the CPRA, and the laws of states such as Virginia, Colorado, Connecticut, Utah, Texas and Oregon) give you rights over your personal information. We honor the following rights for every US user, whether or not a particular state law applies to us:

the right to know what personal information we collect, use and disclose, and to get a copy of it in a portable format;

the right to correct inaccurate personal information;

the right to delete personal information, subject to legal exceptions (for example records we must keep for tax purposes);

the right to opt out of the sale or sharing of personal information and of targeted advertising - we do neither;

the right not to be discriminated against for using these rights.

To make a request, email support@planajob.com with the subject "Privacy request". We will verify your request by confirming it from the email address on your account or by asking for information that matches our records. You can use an authorized agent; we will ask for proof of their authority. We respond within 45 days (we may extend once by 45 days where the law allows, and will tell you why). If we decline your request, you can appeal by replying with the subject "Privacy appeal"; we will answer within the time your state's law requires and, if we still decline, tell you how to contact your state attorney general.

In the last 12 months we have collected these categories of personal information for the purposes in section 4: identifiers (name, email, phone, business and home addresses, IP address); commercial information (plans bought, invoices); financial information (business and crew bank details members add to get paid or to pay crew); professional information (company, role, trades, licenses, insurance); internet or network activity (sign-in and usage records); approximate geolocation (ZIP code and IP-based location); and audio or visual information (photos and videos uploaded to jobs). We disclosed them only to the service providers and members described in section 5. We have not sold or shared any personal information.

9. Children

Plan@Job is for businesses and is not directed at anyone under 18. We do not knowingly collect personal information from children. If you believe a child's information was added, email support@planajob.com and we will delete it.

10. Security

We protect information with encryption in transit, access controls, row-level security in our database and private file storage, and we limit staff access to what their role needs. No system is perfectly secure; if a breach affects your personal information, we will notify you as the law requires.

11. Cookies

We use only the cookies needed to keep you signed in, keep the service secure and remember which country's Plan@Job site you use. We use no analytics, advertising or cross-site tracking cookies, so there is nothing to opt out of; we also treat a Global Privacy Control signal as an opt-out request.

12. International access

Planajob Ltd is based in the United Kingdom, and our staff and the team that maintains the platform may access information from the United Kingdom to operate and support the service. We protect that access with the same safeguards described in this notice.

13. Changes and contact

We will update this notice as the platform evolves; material changes will be announced in the app or by email, and the date above will change. Questions or requests: support@planajob.com, or Planajob Ltd, Office 1782, 60 Tottenham Court Road, Fitzrovia, London W1T 2EW, United Kingdom.