1. Who We Are
In this policy, "PlanningMapsUK", "we", "us", and "our" refer to the PlanningMapsUK service. We are the data controller for personal data collected through this website and our related services.
2. Scope of This Policy
This policy applies to personal data collected through our website, map tools, checkout flow, customer portal, support channels, and business-to-business trade outreach.
It does not apply to third-party websites or services that we link to. Those services have their own privacy policies.
3. Personal Data We Collect
Depending on how you use the service, we may collect:
- identity and contact details (for example name, email address, phone number, company name);
- order and project details (including property address, postcode, boundary data, coordinates, plan settings, and notes);
- uploaded files (for example custom logo images you choose to add to outputs);
- support and enquiry messages you send to us;
- business contact details for trade outreach, where sourced from public business registers, business websites, licensed lists, or direct business enquiries;
- payment and transaction information (for example payment status, amount, payment session/reference IDs, and billing address details);
- technical and usage information (for example IP address, browser/device data, pages viewed, and interaction events).
We do not store full card numbers or card security codes. Card payment data is handled by third-party payment processors, and we receive tokenised/payment reference data.
4. How We Use Your Data
We use personal data to:
- create and deliver map products and related outputs you request;
- process payments and maintain order records;
- provide support and respond to enquiries;
- operate account/order lookup and download services;
- prevent abuse, fraud, and automated misuse;
- monitor service performance and improve the user experience;
- contact relevant businesses about trade accounts, OS planning maps, CAD/PDF services, and monthly billing where permitted by applicable direct marketing rules;
- maintain suppression lists so we do not contact businesses or contacts who opt out, object, bounce, or complain;
- meet legal, accounting, tax, and licensing obligations.
5. Lawful Bases (UK GDPR)
We rely on one or more of the following lawful bases:
- Contract: where processing is necessary to provide the services you purchase or request;
- Legitimate interests: running, securing, improving, and troubleshooting our platform, and carefully limited B2B outreach to relevant trade contacts;
- Legal obligation: where we must retain or disclose data to comply with law/regulation;
- Consent: where required for specific non-essential technologies or communications.
6. Payments
Payments are processed by third-party payment providers. Those providers may collect payment method details directly and provide us with tokenised references, payment status, and limited billing/customer details needed to fulfil your order and maintain transaction records.
Payment providers act under their own privacy terms for payment processing. Please review the privacy information presented during checkout for full details on how payment data is handled.
7. Service Providers and Data Sharing
We share personal data only where necessary with trusted providers, including:
- payment processors and fraud-prevention services;
- cloud hosting, database, and secure file storage providers;
- form-security and bot-detection services;
- email and communication delivery providers;
- mapping, geocoding, and licensed data providers;
- public business-register and business-contact data providers used to identify relevant trade prospects;
- analytics and measurement providers.
We do not sell your personal data. We may update service providers from time to time as our platform evolves.
8. International Transfers
Some providers may process data outside the UK. Where this occurs, we use appropriate safeguards required under UK data protection law, such as adequacy regulations or contractual transfer mechanisms.
9. Data Retention
We keep personal data only for as long as necessary for the purposes in this policy, including service delivery, support, licensing, and legal/accounting requirements.
Typical retention periods may include:
- order and transaction records: up to 7 years where required for accounting/tax compliance;
- support enquiries: usually up to 24 months unless a longer period is required for ongoing issues;
- B2B outreach prospects and contacts: retained while relevant to trade outreach and review, with opt-outs and suppression records retained to prevent future contact;
- technical logs/security records: retained for operational and security monitoring needs.
10. Security
We use technical and organisational safeguards designed to protect personal data, including controlled system access, managed infrastructure providers, and security checks on key workflows.
No internet-based service can be guaranteed to be completely secure, but we continuously work to reduce risk and handle incidents appropriately.
11. Your Rights
Under UK data protection law, you may have rights to:
- request access to your personal data;
- request correction of inaccurate data;
- request erasure in certain circumstances;
- request restriction of processing;
- object to processing based on legitimate interests;
- request data portability where applicable;
- withdraw consent where processing relies on consent.
To exercise your rights, contact us at support@planningmapsuk.co.uk. We may need to verify your identity before actioning a request.
You can also raise a complaint with the UK Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.
12. Cookies and Analytics
We use cookies and similar technologies to run the site, remember your cookie choices, understand usage, measure marketing performance, and show relevant ads where you have given consent.
These technologies may include essential service cookies, analytics cookies, and advertising/measurement technologies from providers such as Google, Microsoft Advertising, and Meta. Optional analytics and marketing cookies are disabled unless you accept them. You can change your choice using the cookie settings control shown on the website or by using your browser settings. Blocking some cookies may affect website functionality.
13. Third-Party Links
Our website may link to third-party websites. We are not responsible for the privacy practices of those websites, and you should review their policies separately.
14. Changes to This Policy
We may update this privacy policy from time to time. Updates take effect when published on this page. The "Last updated" date will show the latest revision.
15. Contact Us
For privacy questions or data rights requests, contact us via our contact page or email support@planningmapsuk.co.uk.