Version: v6
Privacy Policy
Version and effective date: v6, effective from 27/10/2026; replaces v5 of 27/10/2026.
This policy provides information pursuant to Art. 13 and 14 of the General Data Protection Regulation (GDPR) and the Belgian Act of 30/07/2018 about which personal data PlanElec.be processes, why, for how long, to whom they are disclosed and what rights you have. It applies to planelec.be, pro.planelec.be, sketch.planelec.be, the interfaces, support, the e-mails and the invoicing of PlanElec.be. This policy is for information only; acknowledging it does not replace consent, and no processing begins merely because it has been published.
1. Controller and contact
Stephan Behm, sole proprietorship PlanElec.be
Heggen 34, 4837 Baelen, Belgium
Enterprise number: 1043.329.030
Data protection: privacy@planelec.be
General enquiries: info@planelec.be
No data protection officer has been designated.
2. Responsibility, processing on behalf and data sources
PlanElec.be is the controller where it itself determines the purposes and essential means of the processing, in particular for account management, contract performance, invoices, necessary security measures, customer communication and its own analytics purposes.
When storing and processing project and drawing content on behalf of a customer, PlanElec.be acts under the Data Processing Agreement (DPA, planelec.be/legal/avv). The customer may be the controller or itself a processor; in the latter case PlanElec.be is a sub-processor. Selecting "Business" or "Private" does not in itself determine these roles. Data subjects whose data a customer has entered into PlanElec.be should address requests for access or erasure to that customer; we forward requests addressed to PlanElec.be without undue delay and assist the customer in responding to them.
In the case of purely personal or household use, the household exemption may apply to the user; it does not exempt PlanElec.be from data protection obligations across the board. Where PlanElec.be processes content for private users as a controller in its own right, Art. 6(1)(b) GDPR applies to those users' own necessary data. For information about other persons (such as the installer engaged or contact persons), the contract with the user alone is not a legal basis vis-à-vis those third parties; for necessary ordinary contact and property details, Art. 6(1)(f) GDPR may apply following a balancing of interests (interest in the planning and documentation requested by the user). Data that are not necessary or that are sensitive should be avoided.
We receive data from you, from authorised organisation or project members, from persons sending invitations, from Google if you choose Google sign-in, and, for payment and invoicing, from Mollie and, where applicable, the Peppol access point and VIES. Project documents may contain data of clients, tenants, owners, installers and other contact persons. Further sources of business contacts are described in Section 13.
If you are not a contracting party but, for example, an employee of a business customer, the necessary management of your user and contact data is based on Art. 6(1)(f) GDPR (interest in performing and securing the business relationship with your company). Point (b) is used only where you yourself are a party to the contract concerned.
Where PlanElec.be is the controller of data not collected from you, you will receive the information required by Art. 14 GDPR within one month at the latest, or, if you are contacted earlier, at the latest at the time of that contact and, if the data are disclosed to another recipient earlier, at the latest at the time of that disclosure. Statutory exemptions are applied only after a documented assessment. Where PlanElec.be is a processor, it assists the controller in meeting the controller's information obligations.
3. Visits, operation and security
When the websites are accessed, technically necessary connection data are processed: IP address, requested address, time, browser identifier and referrer. To limit sign-in, registration and interface requests, the application server briefly holds the IP address and e-mail address in memory; in server logs, e-mail addresses appear only in pseudonymised form. The purposes are provision of the service, troubleshooting and prevention of misuse; the legal basis is Art. 6(1)(f) GDPR (legitimate interest in secure operation).
The applications run on a virtual server at IONOS SE, operated using the Coolify platform; the database, authentication and file storage run at Supabase in the EU region. Coolify and our own Cockpit are operating software of the same operator and are not, merely by virtue of that, additional recipients.
Security-relevant events (sign-ins, registrations, failed e-mail delivery, technical errors) may be reported to a private, access-protected notification service of the operator; these reports may contain your e-mail address. The availability of the services is checked by an uptime service without personal data.
4. Account, sign-in and records of legal texts
For an account, the following are processed: e-mail address, sign-in data (password only as a hash), optionally name, language, customer type, for businesses optionally company details, confirmation and activity timestamps, as well as personal access tokens (only as a hash) and authorisations of connected applications (OAuth) including their revocation.
With the Google sign-in offered, PlanElec.be takes over the details released for this purpose (e-mail address, name, account ID). Google processes the data of its sign-in service as a controller in its own right.
The legal basis for necessary account functions is Art. 6(1)(b) GDPR; for employees of business customers and for security purposes, point (f) where applicable, in accordance with Section 2. Account data are stored until the account is deleted (Section 14).
Records of legal texts and orders. The application records your acceptance of the Terms and Conditions, your acknowledgement of the Privacy Policy and, for business customers, acceptance of the DPA, with timestamp, version, language, IP address and browser identifier in an immutable log. In the ordering process, the identifiers of the confirmed contract texts and of the information on the right of withdrawal, the timestamp and, for consumers, your declaration regarding early commencement of performance or regarding the special agreement for single use are also stored. If you declare a withdrawal using the online function "Withdraw from contract", we store the content, date and time of your declaration and send you an acknowledgement of receipt (Section 8). Acceptance of the Terms and Conditions is a contractual act; acknowledgement of the Privacy Policy is not consent to the processing described here.
The storage of these records is based, depending on the record, on Art. 6(1)(f) GDPR (interest in evidence) or on an applicable legal obligation under point (c). No legal obligation to store every IP address and browser identifier for ten years is claimed.
5. Pro: projects, collaboration and archives
Project content: floor plans (drawn or uploaded as PDF, image, DXF or DWG), rooms, devices, circuits, distribution boards, cables, PV details, photos and files, notes, project name, property address and location, details of the client, installer, inspection body and EAN, generated documents and their versions, project history (who changed what and when, including changes made by the AI assistant), comments, memberships and roles. The purpose is the planning and documentation requested. The legal basis and role are determined in accordance with Section 2.
Imported floor plans: We additionally keep an encrypted copy of floor-plan files you import into Pro (image, PDF, DXF or DWG, also via the assistant or an MCP connection) in our backup storage in the EU, separate from the project. For DWG files this includes the converted DXF file and the technical conversion log, as well as file name, type, size, time, import result and an error code. The purpose is to analyse import errors and to improve import and floor-plan recognition, including AI evaluations via the EU routes described in section 9. The files may contain details of customers, property addresses and other parties involved. Only the PlanElec.be team has access; we do not share the copies and do not use them to train AI models. We are the controller for this purpose; for professional customers the DPA expressly permits this retention. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in reliable imports). We delete the copies automatically after 90 days, or earlier when the project or account is deleted. You can object at any time in your account settings under privacy or by e-mail to privacy@planelec.be; we then delete the existing copies of your account and keep no further ones.
Collaboration: organisation profile (company details, logo, colours for PDFs), roles, memberships, invited e-mail addresses with invitation status and time, and shares are processed for collaboration. Authorised members can see content, changes and presence information (name, cursor). We process the e-mail address of an invited person before the invitation is accepted on the basis of Art. 6(1)(f) GDPR (interest in the requested collaboration); it does not permit advertising to the invited person. We delete invitations not accepted 30 days after expiry or revocation, and accepted invitations 24 hours after acceptance.
Local and offline processing: opened projects, uploaded media in the queue and a local change log may be held in the browser (IndexedDB, localStorage) so that you can continue working without a connection; this copy is held only on your device. The offline function has the documented pilot scope. On shared devices, local copies and settings may remain accessible.
QR archiving: for supported export types, an archived version with a random identifier, SHA-256 checksum and QR code may be created. A revocable ownership link allows the PDF to be retrieved without an account; anyone who receives such a link can see the personal content released in it. After presentation, the public verification page shows only archive metadata (document type, version, timestamp, checksum, status). When the page is accessed, we process the access data in accordance with Section 3. Legal basis: Art. 6(1)(b) GDPR (archiving as part of the service) and point (f) (proof of document integrity, prevention of misuse).
Archives and active project content remain stored until the relevant deletion of the project, organisation or account; Section 14 applies to backups. After an archived document has been deleted, an opaque identifier may remain as a "deleted" marker so that printed QR codes display a status. Such an identifier is not automatically anonymous: as long as it can be linked via records or systems, we treat it as personal data and restrict it to this purpose with an appropriate time limit.
Product photos from manufacturer servers: when selecting inverters in PV planning, on the public inverter data sheet pages and in the Synergrid check, product photos may be loaded directly from the server of the respective manufacturer; in doing so, your IP address is transmitted to that server, without a referrer. If the photo is not loaded, we display a neutral icon. Legal basis: Art. 6(1)(f) GDPR.
6. Sketch
Without an account: drawings and PDF generation take place in the browser, and Sketch converts Trikker files in the browser. We retain imported files as described under “Imported files” unless you object; beyond that, PlanElec.be receives no content. Visiting generates connection data in accordance with Section 3; for measurement, see Section 10.
With an account: each time it is opened and each time you return to the tab, Sketch checks with planelec.be whether you are signed in; the sign-in cookies of planelec.be are sent along in this process. Sketch does not set any cookies of its own. When you are signed in, cloud drawings are saved automatically; a drawing already present locally before sign-in is only taken over after you have confirmed this.
The drawing content with all details entered (client, installation address, EAN, installer with contact details and logo, inspection body, notes), title, timestamps, revision number and checksum are stored. We do not store images of imported floor plans in your account (but see “Imported files”). Cloud limits: 1,000 drawings and 200 MiB per account. When you sign out, Sketch removes the active cloud drawing from the device; this is not a commitment to delete all other local settings. A handover to Pro creates a project there and, where applicable, a link.
Verification seal: for a saved, unchanged version, a copy of that version and verification data may be created. The verification page shows the seal number, revision, checksum, creation date and status, no drawing content and no names. When the drawing is deleted, its seals are deleted too; a reduced deletion marker may remain and is to be assessed in accordance with Section 5.
Imported files: files that you import into Sketch (Trikker files, Sketch project files, floor plans as images or PDFs and templates for the AI diagram reader) are sent by Sketch to planelec.be. We retain them encrypted in our backup storage in the EU in order to test and improve the import and the AI diagram reader on real files. The files may contain details of clients, installation addresses, EAN numbers and installers. We store the file, its name, type, size, the time and the interface language, but no account identifier, no IP address and no cookies. For each Trikker file, the team receives a notification with the file name and size via the notification service referred to in Section 3. Only the PlanElec.be team has access; we do not pass the files on and do not use them to train AI models. We delete them automatically after 90 days. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in a reliable import). You may object at any time: untick the box below the file selection; Sketch will then no longer send files and will remember your choice on your device. We delete files already sent on request to privacy@planelec.be.
Local storage (only on your device):
| Entry | Purpose |
|---|---|
planelec-sketch:autosave (localStorage), legacy be-elektroplan:autosave |
Working copy of the drawing |
planelec-sketch (IndexedDB) |
Images of imported floor plans |
planelec-sketch:installer (localStorage) |
Installer details for new drawings |
planelec-sketch:clipboard (localStorage) |
copied elements |
planelec-sketch:hints, planelec.library.favorites (localStorage) |
dismissed hints, favourites |
planelec-sketch:cloud-link, planelec-sketch:cloud-declined (localStorage) |
Cloud link and takeover decision |
planelec-sketch-handover (IndexedDB), planelec-sketch:handover:trik (sessionStorage) |
temporary handover of a Trikker file, deleted afterwards |
planelec-sketch:input-archive (localStorage) |
your objection to the retention of imported files |
Legal basis for the account, cloud drawings and verification seals: Art. 6(1)(b) GDPR in accordance with Section 2. For the AI diagram reader, see Section 9; for measurement, Section 10.
7. Payment, invoices and contract performance
Billing profile and contracts: the following are processed: customer type, name or company, address, country, enterprise and VAT number, billing e-mail address, language, plan, seats, terms, prices, booking and payment status, for single use the linked property address, free activations (early adopter, acquisition code), terminations, withdrawals, reminder levels and claims. The legal bases are Art. 6(1)(b) GDPR for our own contracts, point (c) for specific tax obligations and point (f) for necessary business administration and legal enforcement. PlanElec.be's billing service runs on our server with its own database and a document archive at Supabase; each invoice freezes the billing data valid at the time. The internal Cockpit displays contracts, invoices and payment status for support and accounting.
Withdrawal and termination: if you declare a withdrawal or termination (in your account, using the online function "Withdraw from contract", by e-mail or by form), we process the content, date and time of the declaration, the contract concerned and its handling (end of contract, entitlements, refund, credit note) on the basis of Art. 6(1)(b) and (c) GDPR.
Mollie: payments are processed by Mollie B.V., Amsterdam, the Netherlands. Mollie acts as a controller in its own right for its regulated payment tasks. You enter card, account or Bancontact details exclusively on Mollie's pages. PlanElec.be processes payment status, payment method, amount, mandate reference, a masked identifier of the payment instrument and technical payment identifiers. The technical metadata object transmitted to Mollie contains the amount, description, language, return address and invoice, contract, organisation and transaction identifiers, but no names, e-mail addresses or postal addresses. This does not mean that all other Mollie requests or mandate responses are free of such details. Mollie's privacy policy: www.mollie.com/privacy. Legal basis: Art. 6(1)(b) GDPR.
Payment reconciliation: to detect refunds, chargebacks and discrepancies, the billing service reconciles completed payments with Mollie on a read-only basis for up to 540 days from the first submission of the payment operation. Transactions that are definitively never paid drop out of reconciliation earlier. The end of reconciliation does not mean that payment, monitoring or audit data are deleted. Legal basis: Art. 6(1)(f) GDPR (correct billing, prevention of misuse).
Documents: we issue invoices, credit notes and payment receipts as PDF/A with an embedded structured invoice (EN 16931). They contain the contract, recipient and tax details required by law, are archived immutably with a checksum, sent by e-mail via Resend to your billing address and are available for retrieval in your account. A copy to accounting is provided for only where configured accordingly. For invoices and document components required by law, a ten-year VAT retention period from 1 January of the following year is provided for. Data required by law are retained, subject to purpose limitation, when an account is deleted.
Invoice verification by QR code refers to a stored document reference; only an additional comparison of the complete file confirms that it is unaltered.
Peppol and access point: for structured e-invoices to business customers within the statutory scope, we transmit the necessary invoice details (company, address, enterprise and VAT number, Peppol identifier, line items, amounts, invoice number and date) to the access point Recommand (BRBX BV, Nieuwdorp 5, 3990 Peer, Belgium) and, via the Peppol network, to the recipient's access point; beforehand, we query the Peppol directory for the recipient's ability to receive. We receive e-invoices from suppliers via the same access point. The legal basis is Art. 6(1)(c) GDPR within the statutory mandatory scope (Art. 53 § 2bis Belgian VAT Code), and otherwise point (b) or point (f). Not every invoice to a customer with a Belgian enterprise number is subject to a statutory Peppol obligation.
VIES: for approved business customers in other EU Member States, we verify the VAT number via the European Commission's VIES service; the result, error code, timestamp and the request identifier issued by VIES are stored as evidence. Legal basis: Art. 6(1)(c) GDPR.
Claims: in the event of non-payment, we process reminder levels, deadlines and payment attempts; for consumers, we comply with Book XIX CEL (free first reminder, waiting period, maximum amounts). Necessary contact details and claim documents may be disclosed to authorised lawyers, debt collection agencies, courts or authorities. Legal basis: Art. 6(1)(f) GDPR (assessment of claims and legal enforcement) or point (c). Statutory restrictions on consumer debt collection remain unaffected.
8. Communication and advertising
Necessary e-mails: PlanElec.be uses Resend as a processor for account, service and feedback communication: confirmation of the e-mail address, sign-in links, password reset and e-mail change (via Supabase authentication), confirmations of acceptance of legal texts, invitations, data export, feedback acknowledgements of receipt, personal replies from the team, and necessary account, security and service messages. With the launch of the paid plans, order confirmations, invoices and payment receipts, confirmations of withdrawal and termination, renewal reminders and payment reminders are added.
Depending on the message, the address, language, optionally first name, sender, subject, content, attachments (for documents, the PDF) and sending, delivery, bounce or complaint status are processed; for replies by e-mail, also the reply text and necessary mail headers. The recipient's mail provider is also technically involved. Click and open tracking is disabled for these e-mails. Legal bases: Art. 6(1)(b) GDPR, for communications required by law point (c), for security and delivery control point (f). These e-mails do not depend on consent to analytics or advertising.
In the Cockpit's sending log, we remove the recipient address and content 90 days after sending has been completed; the remaining sending data (type, status, timestamps) after 24 months.
Help and feedback: account-linked conversations may contain the message, category, optional screenshots, technical context data (path accessed, browser identifier, window size, session identifier) and replies. E-mail replies are matched after verification of the sender; the e-mail channel for help and feedback can be switched off separately in the account settings. Message texts may be processed with AI in accordance with Section 9. The legal basis is Art. 6(1)(b) GDPR (support as part of the service) or point (f) (traceable handling and troubleshooting). Screenshots and diagnostic data are removed 90 days after completion; conversations when the account is deleted; AI drafts after 90 days.
Newsletter and product advertising: sent only on the basis of active, separate consent (Art. 6(1)(a) GDPR, Art. XII.13 CEL), without a pre-ticked box and without being tied to the service. The subscription only takes effect after clicking the confirmation link (double opt-in); newsletters contain an unsubscribe link and a one-click unsubscribe mechanism. We use Resend for sending and for the contact list. You can withdraw at any time via the unsubscribe link, the account settings or privacy@planelec.be; a statutory exemption for existing customers is not assumed across the board.
After unsubscribing, use for advertising ends. A minimal suppression record may need to be retained in order to respect the objection permanently; purpose limitation, access protection and a documented storage period apply to it. For this purpose, an e-mail hash is pseudonymous personal data, not anonymous information.
9. AI processing
9.1 General rules
The application uses AI for assistant functions, recognition, transcription and in support. The respective interface indicates this at the latest before the first interaction; this section does not replace the notice in the interface. Automatic photo description requires activation; support drafts are prepared automatically and reviewed by a human before sending.
Requests are routed via OpenRouter (OpenRouter, Inc., USA) to model operators. For the image and text functions in Pro, Sketch and support, PlanElec.be requires EU routes at Microsoft Azure, Google Cloud Vertex AI or Amazon Bedrock, "Zero Data Retention" (no storage of inputs and responses at the model operator, no use for training) and refused data collection; fallback to endpoints without these requirements is disabled, so that a function would rather fail. For the AI functions, we transmit neither your e-mail address nor your account identifier. This is in the first instance a technical requirement.
PlanElec.be does not use project content to train its own models. Inputs are evaluated for the requested processing and may be logged by PlanElec.be in accordance with the following time limits. EU model operation does not rule out a transfer to a third country via the intermediary or remote access (Section 11).
9.2 Assistant
If you give the assistant a task in a project, we transmit your task text, a summary of the conversation so far and the results of the tools the assistant calls (such as circuits and inspection results). The project's client, address and notes fields are not transmitted as such. Recognisable e-mail addresses, Belgian telephone numbers and typical postal addresses are filtered out; this does not succeed in every case, in particular not with free text or tool results. Models: currently Claude (Anthropic) via Google Cloud Vertex AI or Amazon Bedrock in the EU region.
PlanElec.be stores a run log (filtered task, responses, tool results, model and cost details) and your optional rating for up to twelve months after the last activity of the run; if the project or your account is deleted earlier, it is deleted with it. The project history is retained but no longer refers to the run thereafter.
9.3 Dictation
If you dictate to the assistant, we send the recording (maximum 120 seconds) with the selected language via OpenRouter to the transcription service of ElevenLabs (ElevenLabs, Inc., USA), with Zero Data Retention and refused data collection. This route is currently not restricted to EU endpoints.
PlanElec.be does not retain the recording and transcript in the transcription step. If you then submit the corrected text as a task, it may be stored in the run log in accordance with Section 9.2. Text input is an alternative. A voice is not biometric data within the meaning of Art. 9 GDPR solely because it has been recorded; sensitive content in dictation would have to be assessed separately.
9.4 Floor plan and distribution board recognition
For floor plan recognition, the page image and the text of the selected page are transmitted, where applicable with details from the title block (such as the client or address). The recognition copy, input, response and proposal are retained for 90 days after completion (acceptance or rejection), and runs that are never assessed for 90 days after creation. Accepted underlay copies and the uploaded original file remain as project components until the project is deleted. Model: currently a GPT model from OpenAI, operated on Microsoft Azure in the EU region. A maximum of 30 runs per user per day.
For distribution board recognition, up to six selected photos are transmitted. The proposal is stored with the project; the photos are already held as project files. A maximum of 20 runs per user per day.
9.5 Photo description
After separate activation in the settings, uploaded photos can be automatically described and categorised; for this purpose, we send the image. Consent under Art. 6(1)(a) GDPR applies only insofar as the data subject can validly give it; an account user cannot consent across the board on behalf of all third parties depicted. For data processed on behalf of a customer, a lawful instruction is additionally required. Withdrawal stops further automatic description. Descriptions already generated that contain personal data are deleted if there is no other lawful basis for their continued storage.
9.6 AI diagram reader in Sketch
When signed in, you can select up to five pages of a single-line diagram; Sketch converts PDF pages into images in the browser. The images are sent via OpenRouter to a model on an EU endpoint (currently a GPT model from OpenAI on Microsoft Azure) with Zero Data Retention. The model also reads the title block (project, client, installation address, installer, EAN). For the analysis, we process the images only in memory; we retain the selected files themselves as described in Section 6 (“Imported files”) unless you object. We keep the result available for retrieval for 24 hours; it only enters your drawing if you accept it. We delete technical run data (status, number of pages, model and prompt version, timestamps, error code, checksum of the input) after 90 days. A maximum of ten runs per account per day.
9.7 AI in support
A team member can have the full text of a message translated (text only, plus source and target language). For incoming messages, an AI automatically creates a draft reply for the team from at most the last six messages, without quotations and signatures; links, IBANs, e-mail addresses, telephone numbers and known names are first replaced by placeholders, which does not succeed in every case. Model: Claude (Anthropic) on EU endpoints of Google Cloud Vertex AI or Amazon Bedrock via OpenRouter with Zero Data Retention. No draft is sent without human review; drafts are deleted after 90 days. Legal basis: Art. 6(1)(f) GDPR (comprehensible, reliable handling); for project content transmitted on behalf of a customer, the DPA and instructions remain authoritative.
9.8 Quota and voluntary releases
For the monthly AI quota, the timestamp, purpose, model, cost, status, a label (such as a file name, never the input text), the project and the person triggering the request are processed for each request. Whoever bears the costs (such as the owner of an organisation) can also see the name or e-mail address of the triggering person in the overview and CSV export. Individual bookings are retained for 24 months. When an account is deleted, its own quotas and bookings are deleted; for bookings charged to another account, the link to you is removed immediately. In the Cockpit, usage counters without content (tokens, audio seconds, costs) are retained until the account is deleted. Legal basis: Art. 6(1)(b) GDPR or processing on behalf of a customer; own security and billing purposes in accordance with Sections 2 and 7.
Under Settings → "AI and data permissions", you can release individual documents for the future improvement of PlanElec.be's own recognition models. We record the release with the user identifier, document identifier and label, file hash, text version, and time of granting and withdrawal. Use for training is currently not active; there is no training dataset. Refusal and withdrawal change neither AI access nor quota. A release for PlanElec.be is not a release for external AI providers and does not legitimise any rights of third parties. Before any future training processing, roles, legal bases, anonymisation and information will be determined separately and this policy updated. Legal basis: Art. 6(1)(a) GDPR.
10. Terminal equipment storage, analytics and internal systems
10.1 Cookies and local storage
| Cookie | Purpose | Duration | Category |
|---|---|---|---|
planelec_access |
Sign-in (access token) | 1 hour | essential |
planelec_refresh |
Renewal of sign-in (refresh token) | 30 days | essential |
planelec_recovery |
Marker for the password reset flow | 10 minutes | essential |
planelec_locale |
Language setting | 1 year | essential |
ph_* |
PostHog product analytics linked to the user | Session / up to 1 year | Analytics, only with consent |
Local storage (localStorage, IndexedDB) may contain your cookie choice (planelec_cookie_consent), the language, view and filter settings and the offline working copy of opened projects (Section 5).
In addition to the GDPR, access to your terminal equipment is governed by Art. 129 of the Act of 13/06/2005 on electronic communications. Without consent, only storage that is strictly necessary for the service explicitly requested is permitted; "convenience" or "cookieless" alone do not justify an exemption. We set analytics cookies only after your consent in the cookie banner (Art. 6(1)(a) GDPR). You can change or withdraw your choice at any time in the settings (gear icon) under "Cookie settings"; withdrawing is as easy as giving consent.
10.2 PostHog
We use PostHog (PostHog, Inc., USA; PostHog Cloud EU with data storage in Frankfurt; accessed via our proxy io.planelec.be). With your consent, PostHog can link product analytics to your account (pseudonymous user ID), use cookies and localStorage and start a masked session recording: inputs and displayed personal, client, address and project data are made unrecognisable, general interface texts remain visible; console logs, canvas content, third-party iframes and network data are not recorded. Withdrawal stops the recording immediately and removes the persistent analytics identity. Pseudonymised does not mean anonymous.
Independently of cookies, PlanElec.be's server reports technical diagnostic events to PostHog, such as errors, rejections, timeouts and the completion of important processes (for example when saving a Sketch drawing, during an AI run or a purchase). They contain stable codes, counters, durations and a pseudonymous identifier of your account, no content, no e-mail address and no names. Legal basis: Art. 6(1)(f) GDPR (operational security and troubleshooting) following a documented balancing of interests. Withdrawing consent to analytics does not automatically end this security processing; you can object to it in accordance with Section 15.
Sketch counts individual steps (such as "Sketch opened", "PDF created") without cookies, without entries on your device and without a stable user identifier. Each event goes to planelec.be and from there to PostHog with a random, single-use identifier, without your IP address and without location analysis; two events from the same visit cannot be linked. Receipt by our own server nonetheless involves processing connection data in accordance with Section 3. Legal basis: Art. 6(1)(f) GDPR.
10.3 Cockpit and internal events
Certain events (registration, sign-in, acceptance of legal texts, creation and deletion of projects, newsletter subscriptions, feedback, AI usage, entitlement changes from billing, account deletion) are transmitted to an internal event bus operated by PlanElec.be (MQTT broker on our server) and processed in the internal administration system (Cockpit). Technical identifiers are transmitted (user ID, aggregate type, timestamp), and for AI usage additionally the project ID and metrics (tokens, audio seconds, costs), no diagram content. The Cockpit maintains a curated mirror of the account data (e-mail address, name, customer type, language, plan, timestamps) for support, billing, versioning of legal texts, newsletter management and operational analyses. The server and broker are located in the EU. The Cockpit and event bus are internal systems of the same operator and not independent recipients; the external infrastructure remains a recipient. Technical identifiers remain personal data as long as they can be linked to an account. Legal bases by purpose: contract and support under Art. 6(1)(b) or point (f), necessary security under point (f), statutory documents under point (c), advertising under its own legal basis. "Product optimisation" does not justify unrestricted further use of all data.
11. Recipients and third countries
| Recipient | Function and role | Location / status of safeguards |
|---|---|---|
| Supabase Pte. Ltd. (AWS infrastructure) | Authentication, database, file storage, document archive; processor with downstream chain | EU region (Ireland); access from outside the EU under the provider's DPA with Standard Contractual Clauses (Art. 46 GDPR) |
| IONOS SE | Hosting of the virtual server (applications, billing, Cockpit, MQTT); processor | EU |
| Plus Five Five, Inc. (Resend) | E-mail sending and newsletter contact list; processor | USA; Standard Contractual Clauses (Art. 46 GDPR) under the provider's DPA |
| PostHog, Inc. (PostHog Cloud EU) | Product analytics and diagnostics; processor | EU (Frankfurt); provider established in the USA, transfers under the provider's DPA (Chapter V GDPR) |
| Mollie B.V. | Payment processing, mandates, refunds; controller in its own right | Netherlands (EU) |
| Recommand (BRBX BV) | Peppol access point for e-invoices (sending and receiving); processor | Belgium (EU) |
| European Commission (VIES) | Verification of VAT numbers; controller in its own right | EU |
| OpenRouter, Inc. | Routing of AI requests (Zero Data Retention); processor | USA; Standard Contractual Clauses (Art. 46 GDPR) under OpenRouter's data processing agreement |
| Microsoft Azure | Model operation for floor plan recognition and AI diagram reader; downstream via OpenRouter | EU region |
| Google Cloud Vertex AI | Model operation (Claude) for assistant and support aids; downstream via OpenRouter | EU region |
| Amazon Bedrock | Model operation (Claude) for assistant and support aids; downstream via OpenRouter | EU region (eu-west-1) |
| ElevenLabs, Inc. | Transcription of dictation via OpenRouter | USA (provider's default storage location); transfer via OpenRouter under Chapter V GDPR |
| Google Ireland Limited (sign-in service) | Sign-in with Google account, only if chosen; controller in its own right | Ireland (EU) |
| Project and organisation members, invited persons, holders of an ownership link | commissioned collaboration and shares | Scope according to authorisation and share |
| Recipient's mail provider | technical delivery | per recipient |
| Inverter manufacturers | Loading of product photos (IP address); controllers in their own right | per manufacturer |
| External accounting, tax advice, legal advice, debt collection agencies, courts, authorities | Bookkeeping, legal enforcement, statutory tasks | only where actually engaged; Belgium/EU |
The fact that data are predominantly stored in EU regions does not mean that all data are processed exclusively in the EU. In addition to a legal basis under Art. 6, transfers to third countries require compliance with the requirements of Chapter V GDPR: an applicable adequacy decision (Art. 45, such as the EU-US Data Privacy Framework where there is an active certification appropriate to the recipient and the scope of data) or appropriate safeguards under Art. 46, in particular validly concluded Standard Contractual Clauses (Implementing Decision (EU) 2021/914) with a transfer impact assessment and supplementary measures (Zero Data Retention, encryption, pseudonymisation).
You can obtain information about and a copy of the safeguards used for your data at privacy@planelec.be; any necessary redactions must not defeat their informative value. The list of sub-processors in the DPA covers project processing on behalf of customers; it is not automatically the complete list of recipients for our own billing and advertising.
12. Automated decisions and AI transparency
AI suggestions in planning are not legally binding decisions about persons. In billing, however, automated payment, tax and entitlement rules may lead to refusals, restrictions or scheduled terminations (for example in the event of a failed payment or a detected chargeback).
You can report errors or disputed automated results to info@planelec.be; a human will review the case.
The AI labelling in the interfaces covers the first interaction (Art. 50 of Regulation (EU) 2024/1689). Whether PlanElec.be, as a provider of a generative AI system, additionally owes machine-readable marking under Art. 50(2) is being assessed separately; this policy does not fulfil such technical obligations.
13. Business contacts and indirect collection
We process contact data of business partners, prospective customers, pilot companies and suppliers (name, company, position, business contact details, factual conversation notes, acquisition codes) in the Cockpit for initiating and maintaining business relationships. Where there is a contract with the data subject, Art. 6(1)(b) GDPR may apply; otherwise, the legitimate interest in an appropriate business relationship under point (f). Advertising is additionally subject to the direct marketing rules (Section 8). The data originate from your contacting us, from conversations and events or from publicly available company information.
For information under Art. 14 GDPR, the time limits set out in Section 2 apply, even if no first contact takes place. If you object to direct marketing, it will cease.
14. Erasure and retention periods
Data are retained only for as long as the respective purpose or an obligation requires. Termination of a contract, deletion of an account, deletion of an organisation and deletion of individual projects are different processes. Data of an organisation that continues to exist are not deleted merely because a person leaves it or deletes their account.
Account deletion: you can delete your account at any time in your profile. The account is blocked; after a recovery period of 30 days, we permanently delete the account, profile, projects, drawings, verification seals, files, feedback artefacts, newsletter entries for the same address and your person at PostHog; the Cockpit anonymises your data and retains your e-mail address only as a suppression record (hash). The following remain: invoices and contract records for the statutory periods, opaque document identifiers as "deleted" markers, and AI bookings charged to other accounts without any link to you. The recovery period does not generally postpone a justified request for erasure under Art. 17 GDPR; such a request is handled without undue delay. An outstanding claim does not permit unlimited storage of all project content.
Churn statistics: after final deletion, a statistical record (quarter of registration, deletion and last activity, usage duration class, account type, plan, language, province or country, size classes) may remain. It is regarded as anonymous only if identification is no longer possible, taking into account additional information reasonably likely to be used; rare combinations may make individuals identifiable.
Backups are protected, not used further for normal purposes and overwritten after their defined period. After a restore, deletions are reapplied before data are processed productively again.
Overview of retention periods:
| Data category | Duration / scope |
|---|---|
| Account, profile, projects, cloud drawings, files | until justified deletion (account deletion with a 30-day recovery period); organisation and backups separately |
| Records of legal texts, orders and withdrawals | as long as they are needed as evidence, at most until possible claims become time-barred |
| Invoices, credit notes, payment receipts, billing master data, VIES records, Peppol XML | as a rule ten years from 1 January of the following year |
| Payment reconciliation with Mollie | up to 540 days from first submission (read-only); not a retention period for payment data |
| E-mail sending log: address/content or other sending data | 90 days after completion or 24 months respectively |
| Feedback screenshots and diagnostic data | 90 days after completion |
| AI draft replies in support | 90 days |
| Assistant run logs | up to twelve months after last activity; earlier deletion of the project or account takes precedence |
| Floor plan recognition (recognition copy, input, response, proposal) | 90 days after completion or creation respectively; originals and accepted images separately |
| AI diagram reader: result / technical run data | 24 hours / 90 days |
| Files imported into Sketch | 90 days |
| Floor plans imported into Pro (copy, converted DXF, log) | 90 days; earlier on project or account deletion or objection |
| AI cost bookings | 24 months, differentiated by account/cost bearer |
| Rate-limit data (memory) | minutes to hours |
| Invitations | not accepted: 30 days after expiry or revocation; accepted: 24 hours |
| Log and security data, analytics data, backups, business contacts, suppression records | only as long as the respective purpose requires; backups until their scheduled overwriting |
15. Your rights
You may request access to and a copy of your personal data under Art. 15 GDPR, rectification under Art. 16 (profile and billing data also yourself in the application), erasure under Art. 17 and restriction under Art. 18. Art. 20 grants, subject to its conditions, data portability in a structured, commonly used and machine-readable format and, where technically feasible, direct transmission to another controller; this does not automatically cover every derived project artefact. Further contractual claims to the return of data under the Terms and Conditions remain unaffected.
Objection: you may object at any time, on grounds relating to your particular situation, to processing based on legitimate interests (such as diagnostic events, security processing, business contacts). We will then no longer process the data unless we demonstrate compelling legitimate grounds which override your interests, or the processing serves the establishment, exercise or defence of legal claims. You may object to direct marketing, including related profiling, at any time without giving reasons.
Withdrawal of consent: you may withdraw consent at any time with effect for the future, for example via the cookie settings, the unsubscribe link, the account settings (product updates, feedback e-mails, photo description, training releases) or privacy@planelec.be. The lawfulness of processing up to the withdrawal remains unaffected; withdrawing an optional function does not end other lawfully required processing.
Complaint: under Art. 77 GDPR, you may lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement. Belgian authority: Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35 / Rue de la Presse 35, 1000 Brussels, telephone +32 2 274 48 00, contact@apd-gba.be, www.gegevensbeschermingsautoriteit.be / www.autoriteprotectiondonnees.be. You do not have to contact us first.
Please send requests to privacy@planelec.be. We respond within one month of receipt; we will inform you, with reasons, within the first month of any necessary extension by a maximum of two further months. Where there are reasonable doubts about your identity, we request only necessary and appropriate evidence, such as a request from the account address; we do not request a copy of an identity document unnecessarily. An account is not a prerequisite for exercising your rights. Handling is free of charge as a rule; statutory exceptions for manifestly unfounded or excessive requests remain unaffected.
If your request concerns data that a customer has entered about you in PlanElec.be, we forward it without undue delay to that customer, assist them and inform you of this. We fulfil our own obligations as controller ourselves.
16. Required information and minors
An account requires an e-mail address and the necessary sign-in data. Paid bookings require the necessary contract and billing data, and for businesses the enterprise number; if these are missing, the service cannot be concluded or invoiced. Project-related mandatory details, such as the linked property address for single use, are required for precisely that function. Optional profile details, advertising and voluntary feedback are separate from this. Sketch can be used without providing any information.
The services are aimed at specialist businesses, planners and adult private individuals. An account and paid contracts require the user to have reached the age of majority or the consent of the legal representative (see Terms and Conditions). The Belgian age limit of 13 years (Art. 7 of the Act of 30/07/2018) concerns only consent to information society services offered directly under Art. 8 GDPR, such as the newsletter, not legal capacity to contract. We do not knowingly collect data from children; if we become aware of an account belonging to a child without parental consent, we delete it.
17. Security and changes
PlanElec.be takes technical and organisational measures in accordance with Art. 32 GDPR, in particular transport encryption (TLS), access control via authentication, role-based permissions and row-level security in the database, separation of environments, secrets only in the runtime configuration, regular backups, logging of security-relevant events, rate limits, checksums and write protection for documents and archived documents, Content Security Policy and regular security reviews.
We adapt this policy when services, service providers or the legal situation change. New purposes are explained before they are introduced in accordance with Art. 13(3) or Art. 14(4) GDPR; we inform signed-in users of material changes in the application and ask them to acknowledge them. Where consent is required, we obtain it separately and for the specific purpose; a general acceptance of the new privacy policy is not a substitute for this, nor for any required notification under the DPA. The current version with its version number is available at planelec.be/legal/privacy; earlier versions and their effective dates remain traceable and are available on request.