Privacy Policy

1. Scope

This Privacy Policy covers personal data we collect from and about:

• Visitors to our website at coplane.com
• Prospective customers and individuals at customer organizations who interact with our marketing
• Business contacts and representatives of vendors, partners, and other third parties
• Applicants for employment with CoPlane

Processing of CoPlane personnel (employee) data is governed by our internal HR and personnel policies and is not detailed in this public-facing document.

2. Personal Data We Collect

We collect the following categories of personal data:

3. How We Collect Personal Data

We collect personal data through:

• Forms on our website (sign-ups, contact requests, demo requests, newsletter subscriptions)
• Direct communications with you (email, phone, meetings, events)
• Web analytics and tracking technologies (see Section 7)
• Third-party data enrichment and intelligence providers that supplement information you have made available in professional contexts
• Job applications submitted through our recruiting channels

4. How We Use Personal Data

We use personal data for the following purposes:

• To respond to inquiries and provide information about CoPlane’s products and services
• To send marketing communications about products, services, events, and content that may be relevant to you
• To understand how visitors interact with our website and improve our marketing
• To evaluate applicants for open positions
• To manage our relationships with vendors, partners, and other third parties
• To comply with legal obligations and enforce our agreements

5. Legal Bases for Processing (GDPR)

If you are located in the European Economic Area or the United Kingdom, our legal bases for processing your personal data are:

• Legitimate interests: marketing to business contacts, improving our website and services, and managing our business relationships, where these interests are not overridden by your rights and interests
• Consent: where you have provided consent, such as for certain cookies or marketing communications where consent is required by law
• Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract
• Legal obligation: where processing is required to comply with applicable law

6. How We Share Personal Data

We share personal data only as described in this policy, including with the categories of recipients below.

6.1 Service Providers

We engage trusted third-party service providers to help us operate our business. These providers process personal data on our behalf and under contract, with appropriate confidentiality and security obligations. Our principal service providers include:

• Attio (CRM)
• HubSpot (marketing automation and engagement)
• Clay (data enrichment and outreach)
• Google Workspace (email, file storage and document collaboration)
• Google Analytics (website analytics)
• Amplitude (marketing analytics)
• Propensity (account- and contact-level visitor identification)
• Anthropic (AI services supporting product and operations)
• OpenAI (AI services supporting product and operations)
• Superhuman Labs (Email and general productivity)

This list reflects our principal service providers handling personal data and may change from time to time. We update this policy when we make material changes.

6.2 Legal and Regulatory

We may disclose personal data when required to comply with applicable law, valid legal process, or a lawful request by public authorities. We may also disclose personal data to protect the rights, property, or safety of CoPlane, our customers, or others.

6.3 Business Transfers

If CoPlane is involved in a merger, acquisition, financing, or sale of assets, personal data may be transferred as part of that transaction. We will provide notice before personal data is transferred and becomes subject to a different privacy policy.

6.4 We Do Not Sell Personal Data

CoPlane does not sell personal data within the meaning of the California Consumer Privacy Act or any comparable law.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our website to operate the site, analyze usage, and support our marketing. The principal tools we use are:

• Google Analytics: website traffic and behavior analytics
• HubSpot: marketing engagement tracking
• Amplitude: product and marketing analytics
• Propensity: account- and contact-level visitor identification for business marketing

You can manage your cookie preferences through the cookie consent banner on our website. You may also configure your browser to refuse or alert you to cookies, although doing so may affect the functionality of the website.

8. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy, generally no longer than seven (7) years from your last meaningful interaction with CoPlane, unless a longer retention period is required or permitted by law. We may retain personal data for longer periods where required to comply with legal obligations, resolve disputes, or enforce our agreements.

9. Customer Data Processed Through the CoPlane Platform

CoPlane processes customer personal data through the CoPlane platform on behalf of our customers. For that processing, our customers are the data controllers and CoPlane is a processor. The terms governing CoPlane’s processing of customer personal data are set out in a Data Processing Agreement between CoPlane and the customer. For more information, contact privacy@coplane.com.

10. Your Rights

Depending on your location, you may have the following rights with respect to your personal data:

• Access: request a copy of the personal data we hold about you
• Rectification: request that we correct inaccurate or incomplete personal data
• Deletion: request that we delete your personal data
• Restriction: request that we restrict the processing of your personal data
• Objection: object to our processing of your personal data, including for direct marketing
• Portability: request that we transfer your personal data to another party in a structured, commonly used format
• Withdraw consent: withdraw any consent you have previously provided, without affecting the lawfulness of processing prior to withdrawal
• Lodge a complaint with a supervisory authority

To exercise any of these rights, contact us at privacy@coplane.com. We will respond within the timeframes required by applicable law. We may need to verify your identity before fulfilling your request.

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, use, and disclose, and the right to non-discrimination for exercising your CCPA rights.

11. International Data Transfers

CoPlane is headquartered in the United States and processes personal data in the United States. If you are located outside the United States, including in the European Economic Area or the United Kingdom, your personal data may be transferred to, processed, and stored in the United States, which may have data protection laws that differ from those in your country. Where required, we rely on appropriate safeguards for such transfers, including the European Commission’s Standard Contractual Clauses.

12. Security

We maintain administrative, technical, and physical safeguards designed to protect personal data against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit and at rest, access controls, monitoring, and security training for personnel. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

13. Children’s Privacy

CoPlane’s website and services are intended for businesses and business users and are not directed to children under 16. We do not knowingly collect personal data from children under 16.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last Updated” date at the top of this policy and provide additional notice as appropriate, such as a website banner or email notice. We encourage you to review this policy periodically.

15. Contact Us

For privacy-related inquiries, including to exercise any of your rights described in Section 10, contact: