Who we are
PlanIt EPOS operates PlanIt EPOS, business management software for trade merchants, and this website.
For anything in this policy, contact hello@planitepos.com.
Two different roles
It matters which of these applies, because your rights differ.
When we are the data controller
For this website, and for our own dealings with you as a customer or prospective customer, we decide what data is collected and why. That means enquiry forms, demo requests, email correspondence and account administration.
When we are the data processor
For the personal data inside your PlanIt EPOS account — your customers, their contacts, their transactions — you are the controller and we process it on your instructions under our terms. We do not use it for our own purposes, we do not sell it, and we do not use it to train AI models.
What we collect, and why
| Data | Why | Lawful basis |
|---|---|---|
| Name, business name, email, telephone | To answer an enquiry or arrange a demo | Legitimate interests; consent where you gave it |
| What you told us about your business | To prepare a relevant demo and quote | Legitimate interests |
| Account and billing details | To provide the service and take payment | Performance of a contract |
| Support correspondence | To resolve issues and improve the product | Performance of a contract; legitimate interests |
| Analytics about site usage | To understand which pages are useful | Consent |
Cookies and analytics
We set no analytics or marketing cookies until you have made a choice in the banner. Choosing “essential only” means no analytics runs at all. You can change your mind at any time using the cookie settings link in the footer. See the cookie policy for the detail.
Who we share data with
We use a small number of suppliers to run the service. Each is bound by contract to process data only on our instructions.
- Cloud hosting and database, in the UK region
- Transactional email, for sending quotes, invoices and notifications on your behalf
- Payment processing, where you enable card payments — card details go to the payment provider and are never held by us
- AI document processing, used only for documents you submit for extraction, and not retained for model training
We do not sell personal data, and we do not share it for anyone else’s marketing.
Where data is held
Application data is held in the United Kingdom. Where a supplier processes data outside the UK, we rely on the UK addendum to the standard contractual clauses or an adequacy decision.
How long we keep it
- Enquiries that do not become customers: up to 24 months, then deleted
- Customer records: for the life of the agreement, then six years for tax and legal purposes
- Support correspondence: up to 24 months after resolution
- Account data on termination: exportable by you, then deleted on request or within 90 days
Security
Data is encrypted in transit and at rest. Access is controlled by named accounts with role-based permissions and is logged. Each business’s data is isolated at the database level rather than filtered in the application. Backups are continuous.
Your rights
Under UK GDPR you can ask us to:
- Confirm what personal data we hold about you and provide a copy
- Correct anything inaccurate
- Delete data where we no longer have a reason to keep it
- Restrict or object to processing based on legitimate interests
- Provide your data in a portable format
- Withdraw consent, where consent is the basis we relied on
Email hello@planitepos.com and we will respond within one month. If the data sits inside a merchant’s PlanIt EPOS account, ask that merchant first — they are the controller, and we will help them respond.
If you are not satisfied you can complain to the Information Commissioner’s Office at ico.org.uk, though we would rather you gave us the chance to put it right first.
Marketing
We only send marketing where you have asked for it or where there is an existing business relationship and the law permits it. Every marketing email has an unsubscribe link that works immediately.
Changes
If we change this policy materially we will say so on this page and, where the change affects customers, tell them directly. This version was last updated on 28 July 2026.