Privacy Policy
Otto Planner — operated by PhPh, Denmark Last updated: 4 April 2026
This policy explains what personal data we collect, why we collect it, and what rights you have. We aim to keep it straightforward.
1. Data Controller
PhPh, Denmark Contact: [email protected]
2. What Data We Collect
Registered Users
| Data | Purpose |
|---|---|
| Email address | Account creation, login, notifications |
| Name | Display name within events and groups |
| Avatar image (optional) | Profile personalisation |
| Calendar availability (optional) | Showing free/busy status for event scheduling |
Calendar sync is optional. We support Google Calendar and Microsoft Outlook as separate, independent integrations — you can connect neither, one, or both. For any calendar you choose to connect, we require read and write access to your events so we can display your availability and sync events you RSVP to back to your calendar. We do not permanently store your calendar data — it is used in real time to display availability, and we only write events that you have RSVP’ed to.
Your calendar events are private to you. Other members of your groups and events never see them.
Guests
| Data | Purpose |
|---|---|
| Name | Display within the event they join |
| Email (optional) | Notifications about the event |
| Visitor ID (cookie) | Recognising returning guests in the same browser |
Guest data is stored per event. Guests do not have accounts.
Automatically Collected
| Data | Purpose |
|---|---|
| IP address | Security, abuse prevention |
| Browser and device type | Analytics, debugging |
| Page views and interactions | Product improvement (via PostHog autocapture) |
PostHog autocapture automatically records page views, clicks, form submissions, and other interactions to help us understand how the service is used. This data is processed in the EU.
Custom Analytics Events
We also track specific actions to improve the product:
- Account creation, group creation, group join requests
- Event creation (type, date count), event joins, event cancellations
- Poll responses, RSVP submissions, poll date additions, final date selections
- Calendar provider connections
These events are associated with your user or visitor identity and processed by PostHog.
3. Legal Basis for Processing (GDPR Art. 6)
| Basis | What it covers |
|---|---|
| Contract | Processing necessary to provide the service (account management, event functionality, notifications) |
| Legitimate interest | Analytics and product improvement, security and abuse prevention |
| Consent | Optional features like calendar sync, optional guest email collection |
4. Cookies
We use the following cookies:
| Cookie | Purpose | Duration |
|---|---|---|
better-auth.session_token | Authentication session | Session |
eventplanner_visitor_id | Guest identification across visits | 1 year |
sidebar_state | UI preference (sidebar open/closed) | 7 days |
PostHog cookies (ph_*) | Analytics tracking | Up to 1 year |
The visitor ID cookie allows guests to return to an event in the same browser and access their previous responses (poll votes, RSVPs) without an account.
5. Third-Party Services
We share data with the following providers, all of which process data within the EU/EEA unless noted:
| Provider | Purpose | Data location |
|---|---|---|
| Convex | Database and backend | EU |
| PostHog | Analytics, surveys, error tracking | EU |
| Vercel | Frontend hosting | EU (Sweden, arn1) |
| Loops | Transactional email delivery | See Loops’ privacy policy |
| Google Calendar API | Calendar sync (read/write) | Google’s infrastructure |
| Microsoft Graph API | Calendar sync (read/write) | Microsoft’s infrastructure |
We do not sell your data to anyone. We do not use your data for advertising. We do not use AI to process your data.
6. Data Retention
| Data type | Retention |
|---|---|
| User account data | Until you delete your account |
| Guest data | As long as the event exists |
| Analytics data | As defined by PostHog’s retention settings |
| Auth session data | Until session expires or you log out |
| Visitor ID cookie | 1 year (or until cleared by the guest) |
When you delete your account, your personal data is removed. Content you created (events, groups) may be deleted or anonymised.
7. Your Rights
Under the GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate data
- Erase your data (“right to be forgotten”)
- Restrict processing of your data
- Port your data to another service (in a structured, machine-readable format)
- Object to processing based on legitimate interest
- Withdraw consent at any time for consent-based processing
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
8. Data Security
We use industry-standard measures to protect your data, including encrypted connections (HTTPS), secure authentication, and access controls. However, no system is 100% secure, and we cannot guarantee absolute security.
9. Children
Otto Planner is not directed at children. You must be at least 13 years old to create an account, in accordance with Danish implementation of the GDPR.
10. Complaints
If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet):
- Website: datatilsynet.dk
- Email: [email protected]
11. Changes to This Policy
We may update this policy from time to time. We will notify users of material changes via email or an in-app notice. The “last updated” date at the top will always reflect the current version.
12. Contact
For any privacy-related questions, contact us at [email protected].