Privacy policy
How we collect, use and protect your personal information.
Last updated: 23 October 2026
Who we are
This privacy policy explains how [Company name] (“we”, “us”) collects and uses personal information when you visit this website, sign up for a FilePlan 365 trial, contact our support team or use FilePlan 365.
[Company name] is registered in [country] with company number [number]. Our registered address is [registered address]. For the personal information described in this policy, we are the data controller.
If you have any questions about this policy or how we handle your information, contact us at [privacy email].
The information we collect
We collect information in three ways.
Information you give us
- Trial sign-up: your first and last name, work email address, job title, organisation, country, Microsoft 365 tenant domain, expected document volume, the area you plan to manage first, billing currency and your marketing preference.
- Support tickets: your name, work email address, organisation, tenant domain, the category and severity of your request, your description and any attachments you add.
- Emails and other contact: anything you include when you email or speak to us.
Information collected when you use the website
- Technical information sent by your browser, such as your IP address, browser type and the pages you request. Our hosting provider records this in server logs to keep the website secure and running.
Information from Microsoft when you install FilePlan 365
- When your organisation installs FilePlan 365 from Microsoft AppSource, Microsoft may share your name, email address, organisation and country with us so we can set up your trial or subscription.
How we use your information and our legal basis
We only use your information where the law allows us to.
| What we use it for | Legal basis |
|---|---|
| Setting up and managing your trial or subscription | Contract, or steps before entering a contract |
| Answering support tickets and enquiries | Contract or legitimate interests |
| Billing and keeping financial records | Contract and legal obligation |
| Keeping the website and service secure | Legitimate interests |
| Improving FilePlan 365 and our website | Legitimate interests |
| Sending product news and tips, if you opted in | Consent, which you can withdraw at any time |
| Complying with the law and responding to lawful requests | Legal obligation |
When we rely on legitimate interests, we have balanced our interests against your rights. You can ask us for details of this assessment.
Your documents and records in FilePlan 365
FilePlan 365 runs inside your organisation’s own Microsoft 365 tenant. The documents and records you manage with FilePlan 365 are stored in your SharePoint Online environment, not on our systems.
Where FilePlan 365 processes personal information contained in your records on your organisation’s behalf, your organisation is the controller and we act as a processor. That processing is covered by our data processing agreement with your organisation, not by this policy. [Link to your data processing agreement.]
Cookies
This website does not currently use analytics, advertising or tracking cookies. It may use strictly necessary cookies set by our hosting provider to deliver the site securely, which don’t need your consent.
If we add any other cookies in future, we’ll update this policy and ask for your consent where the law requires it.
Who we share your information with
We don’t sell your personal information. We share it only with:
- Service providers who help us run our business, such as our website host [hosting provider], our form and helpdesk provider [form or helpdesk provider], our email provider [email provider] and our payment provider [payment provider]. They can only use your information to provide services to us.
- Microsoft, where needed to deliver FilePlan 365 through Microsoft AppSource and Microsoft 365.
- Professional advisers, such as accountants and lawyers, where necessary.
- Authorities, where the law requires it.
- A buyer or successor, if our business is sold or restructured, under the same protections.
International transfers
Some of our service providers may process information outside the UK or European Economic Area. When they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or the EU Standard Contractual Clauses. [List the countries where your providers process data, if known.]
How long we keep your information
| Information | How long we keep it |
|---|---|
| Trial sign-ups that don’t become customers | [12 months] after the trial ends |
| Customer account and contract information | For the life of the subscription and [6 years] after it ends |
| Support tickets | [3 years] after the ticket is closed |
| Billing and financial records | [6 years] after the end of the financial year they relate to |
| Marketing preferences | Until you unsubscribe, then a suppression record so we don’t contact you again |
| Website server logs | [30 days] |
Keeping your information secure
We use appropriate technical and organisational measures to protect your information, including encryption in transit, access controls and regular reviews of our suppliers’ security.
Your rights
Depending on where you live, you may have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that’s wrong or incomplete
- ask us to delete your information
- ask us to restrict or object to how we use your information
- ask us to transfer your information to another organisation
- withdraw your consent at any time, where we rely on consent
To use any of these rights, email [privacy email]. We’ll respond within one month. We may need to confirm your identity first.
You can unsubscribe from marketing emails at any time using the link in each email.
Complaints
If you’re unhappy with how we’ve handled your information, please contact us first at [privacy email] so we can try to put it right.
You also have the right to complain to a data protection authority. In the UK, this is the Information Commissioner’s Office (ICO): ico.org.uk or 0303 123 1113. If you’re in the EU, contact the authority in your country. If you’re in Australia, contact the Office of the Australian Information Commissioner (OAIC): oaic.gov.au.
Children
This website and FilePlan 365 are for businesses and other organisations. They are not intended for children, and we don’t knowingly collect children’s information.
Changes to this policy
We may update this policy from time to time. We’ll post any changes on this page and update the date at the top. If changes are significant, we’ll tell customers by email.