Privacy Notice

1. Who we are

This Privacy Notice describes how Plan Bach Hospitality Services Pty Ltd (ABN 28 681 903 220), trading as Plan Bach Hospitality Advisors (“Plan Bach”, “we”, “us”), collects and handles personal information through RFP Builder Pro (the “Service”). We are the data controller of personal information you provide to us through the Service.

2. Information we collect

• Account data — name, email address, login credentials, organisation.
• Content you submit — RFP drafts, supplier responses, scoring, notes, files you upload.
• Support communications — emails and messages you send us.
• Usage and device data — pages visited, features used, browser type, device identifiers, IP address, approximate location and diagnostic logs.
• Cookies — see section 9.

Payment card details are collected and processed by our payment provider Paddle, not by us; we receive limited transaction metadata (such as order ID, country and the last four digits of the card).

3. How we use it

• To create and operate your account and provide the Service (contract performance).
• To process orders, invoicing and tax via our Merchant of Record (contract performance and legal obligation).
• To provide customer support and respond to enquiries (legitimate interests).
• To secure the Service and prevent fraud or abuse (legitimate interests, legal obligation).
• To improve the Service through aggregated analytics and product research (legitimate interests).
• To send service-related emails and, with your consent where required, marketing updates (consent).

4. Who we share it with

• Paddle — our Merchant of Record for sale, subscription management, payments, tax compliance and invoicing.
• Hosting and infrastructure providers — to run and back up the Service.
• Analytics and product tooling providers — to understand and improve usage.
• Email and support tooling providers — to communicate with you.
• Professional advisers — legal, accounting and insurance, where reasonably required.
• Authorities — where required by law, court order, or to protect rights and safety.

We do not sell your personal information.

5. International transfers

Plan Bach is based in Australia and our service providers may process data in Australia, the European Economic Area, the United Kingdom, the United States and other jurisdictions. Where personal information is transferred outside your country, we rely on appropriate safeguards (such as Standard Contractual Clauses or equivalent mechanisms) and contractually require recipients to protect it.

6. Retention

We keep personal information for as long as your account is active and for a reasonable period afterwards to meet legal, tax, accounting and dispute-resolution obligations. When personal information is no longer needed for these purposes we delete or anonymise it.

7. Your rights

Depending on where you live, you may have rights to access, correct, update, delete, restrict, port, or object to the processing of your personal information, and to withdraw consent at any time. Australian users have rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Users in the UK/EEA additionally have rights under the UK GDPR / GDPR, including the right to lodge a complaint with a supervisory authority.

To exercise any of these rights, contact us through the contact page. We respond within a reasonable time and in any event within one month where required by law.

8. Security

We use appropriate technical and organisational measures to protect personal information, including encryption in transit, access controls, and least-privilege access for our personnel. No system is perfectly secure, and we cannot guarantee absolute security.

9. Cookies

We use a small number of cookies and similar technologies. Strictly necessary cookies keep you signed in and the Service functional. Optional analytics cookies help us understand usage. You can manage your preferences via our cookie banner or your browser settings.

10. Changes

We may update this Privacy Notice from time to time. The “Last updated” date at the top reflects the latest version. Material changes will be notified in the Service or by email where required.

11. Contact

Plan Bach Hospitality Services Pty Ltd (ABN 28 681 903 220). For privacy enquiries, please use our contact page.