1. Who we are

Video Planner (videoplanner.co.uk) is run by EB IT Support Ltd, Boston Enterprise Centre, Boston, Lincolnshire. We are the "data controller" for the personal information described here, under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Questions about this policy or your information: [email protected].

2. What we collect

Some information is required: we can't run an account without it. Everything else is optional: we only have it if you add it or switch the feature on.

Required data, and why we need it

Optional data, that you add

We only have these if you add them or use the feature. You can change or delete them yourself at any time.

• Your planner: videos, scripts and talking points, shot lists, the idea planner, daily vlog topics, title and thumbnail ideas, YouTube descriptions, equipment and locations, team roles and settings.
• Your music library: track titles, artists, sources, links, licence status, credits and private licence notes, and which videos and streams use them.
• Stream plans: your weekly schedule, run of show, checklists, go-live posts and after-stream recaps and figures.
• Sponsor details: brand names, contacts, talking points, deals, fees and payment status. If you add a sponsor's contact person, you're responsible for having a good reason to keep their details.
• Images you upload, such as thumbnail mock-ups.
• Trending-topic results we look up when you ask.
• Your own YouTube API key, if you choose to add one (encrypted).
• Passkeys: the passkey's public key and a name you choose (encrypted). Never your fingerprint, face or PIN, which stay on your device.
• Watch links: if you make a link to open the prompter on your watch, we keep a one-way hash of it (never the link itself) and of the view PIN you choose, its name, which workspace it shows, when it runs out and when it was last used. The watch asks for the PIN before showing anything, then remembers it in a cookie on that watch until the link runs out. Five wrong PINs lock the link for 15 minutes.
• API keys: only if you switch API access on in My account and make a key (for a Discord bot or another tool). We keep a one-way hash of the key (never the key itself), its name, which workspace it works in, what you allowed it to do, when it runs out, and when and from which network (as a one-way hash of the address) it was last used. Ideas, videos and streams it adds or changes are recorded in your account's activity. Switching API access off removes every key.
• Community suggestions: when you send a suggestion or comment on a suggestion page (a creator's, or ours), we keep what you wrote, the name you gave and any private note you add (all encrypted; your account if you're signed in). If a creator picks their own web address (like name.vp-bio.app), the address itself is public, and it only shows what they've chosen to make public. A private note (for example how to contact you) is only shown to the creator and their channel managers (or our team, on our own page), never publicly or in webhooks, and a one-way hash of your network address to stop spam (limits per hour). For votes we keep a one-way hash of your account, or of a random id in a cookie (vp_voter, kept for a year) when you're signed out, so each person votes once and can take a vote back. The creator (or our team, for our own page) can see, approve, reply to and delete what's sent. Votes sent by a creator's bot through the API are kept as a hash of the id the bot gives (e.g. a Discord user id).
• Guest collaborator links: if a creator shares video plans with you through a guest link, we keep the name they gave for you, and what you suggest (encrypted), with when you sent it. We keep a one-way hash of the link and of its PIN. Your browser keeps a session cookie for up to 12 hours after you enter the PIN. The creator's team can see, accept or reject your suggestions; ask them to remove your link at any time.
• Your page (on your own web address): only if you set it up in My account → My page. We keep your bio, your links and which sections show (bio and links encrypted). They're public on your page, as are your latest YouTube uploads and upcoming streams if you switch those sections on. For visitors: video thumbnails come from YouTube, but a video only loads (from YouTube's privacy-enhanced youtube-nocookie.com) when they click it; while you're live, the page shows Twitch's or YouTube's own player, and their privacy policies then apply.
• Stream overlays: the overlay settings, goals and pinned messages you set, and alerts waiting to show (the Twitch name of who followed, subscribed, cheered or raided, the amount, and a cheer or resub message they chose to share on stream), kept 7 days. If you connect Twitch for alerts, we keep your Twitch user id and name and Twitch's sign-in tokens (encrypted), only to set up the alerts; disconnecting deletes them and tells Twitch to cancel them. Overlay links contain a secret; anyone with one sees what the overlay shows (the same things you show on stream).
• Media kit enquiries: if you contact a creator through their media kit, we keep your name, email address, company, budget and message (encrypted), email them to that creator (they can reply to you directly), and delete them after 12 months. We use a one-way hash of your network address to stop spam. Clips: Twitch clips you bring into the clip planner keep their public title, link, thumbnail, views and who made them; your own notes are encrypted.
• Webhooks: only if you add one. We keep its name, the address you gave (encrypted, and shown back to you only in part), a signing secret (encrypted), which workspace it reports on, what it sends messages about, and how the last send went. Messages waiting to be sent hold the titles, statuses and dates they're about (encrypted) and are deleted a week after they're sent. Messages go to the address you chose (e.g. Discord), and that service's own privacy policy then applies.
• "Keep me signed in": a record of that device (for example "iPhone · Safari") so you can see and sign it out from My account. The label is encrypted and only a hash of the sign-in token is kept.
• Messages you send through the site (to our team, to a sponsor about one of its deals, or in team chat with people in your workspaces). They're stored encrypted and kept until you or we delete your account (our team can delete a conversation sooner). Our team can read conversations with sponsors about deals they look after; team chats are only for the people in that workspace (or the two people in a direct message). Email alerts only say there's a new message, not what it says.
• Writing together: when people in a workspace edit a script, notes or a doc at the same time, each change is kept for up to two days (encrypted) so everyone's screens stay in step, and who's on the page (and where their cursor is) is shared with the others there while they're on it.
• Calendar links: your private calendar link is protected by a view PIN you choose (we keep only a one-way hash of it); calendar apps ask for it as a password. If you switch the PIN off (for example for Google Calendar, which can't send one), anyone who has the link can see your schedule, so keep it to yourself (you can make a new one any time). If you switch on a public schedule, it shows only what you choose (streams and/or upcoming videos, with or without titles), and anyone can see it.
• Support codes: a code you create in My account lets our team confirm it's your account when you ask for help. Only a scrambled version is stored; it works once and for 24 hours.
• Beta programme: if you join, whether you're a public or private beta tester and when you joined. If you apply for the private beta, what you write in your application (encrypted).
• Contact form: your name, email address and message (encrypted), so we can reply. They're also emailed to us. We keep a one-way hash of your IP address to stop spam.
• Buying a plan: payments are handled by Stripe. You enter your card details on Stripe's secure page, and we never see or store your card number. We keep a Stripe customer reference, your plan and subscription status, and a record of each payment (date, amount and a link to Stripe's invoice). Stripe also processes your details under its own privacy policy, including for fraud prevention.

Affiliate programme and sponsor deals (optional)

Partner brands: if you apply for a sponsor deal from a partner brand that has a login to our brand portal, that brand sees your application message, the name and photo from your welcome page (or your first name and initial), your public links, the public numbers of the YouTube and Twitch channels connected to your workspace, which way you're taking part, and your progress and proof (links and screenshots). They never see your email address. You're told this before you apply.

Getting paid for sponsor deals: if you add payout details in My account (a PayPal address, UK bank details, an IBAN or your own instructions), they're stored encrypted and shown only to a sponsor that has approved you on a deal with a fee, and to our team members running that deal, and never on your public pages. When a sponsor pays you, they record the amount, date, method, transaction reference and, if they choose, proof of payment (a statement or screenshot). You, that sponsor and our team can see it. Proof files are kept privately (not on a public link). Payment records stay with the deal so both sides have a record, and are deleted with your account. Remove your payout details any time.

Your welcome page: if you fill in a welcome page for your affiliate link, what you put there (the name you choose, your banner and photo, message, colour and links) is shown publicly to anyone who opens your link (the text is still stored encrypted). We count how many times it's viewed, but not who viewed it. You can change, switch off or remove it any time, and our staff can hide it if it breaks our terms.

Referrals: if you sign up through someone's affiliate link or code, we record who referred you (in your browser session until you sign up, with no tracking cookie, and then on your account). The person who referred you sees only your first name and initial, when you joined and whether you're on a paid plan, plus the rewards it earned them. If you take part as an affiliate, we keep your code, how many people used your link, and the rewards you've earned and been paid.

Records our team may add

If our team needs to, notes and warnings on your account (encrypted). You can see both in My account, and ask us to correct anything you think is wrong: we'll either correct it or reply to explain why it stays. Warnings are also emailed to you and count as strikes for a set time; too many active strikes can lead to your account being restricted or suspended. Any restrictions on your account (for example on messaging) are also recorded, with the reason you're shown. They're kept until we withdraw them or your account is deleted.

If we close an account for a serious breach of our terms, we keep a scrambled (keyed hash) copy of its email address, the encrypted email address itself, the Discord account id if one was linked (also scrambled), and our reason, so the same person can't simply create a new account. We keep this for the period we choose when closing the account, and no longer than 5 years, then it's deleted automatically. Everything else in the account is deleted. Basis: our legitimate interest in keeping the service safe for everyone. You can ask us about it, or object, using the contact details below.

We don't use analytics, advertising or tracking tools.

3. Linking other accounts

Linking another account is always optional. Each one only gets what's listed here, and you can unlink it at any time.

Google Drive and Dropbox

If you connect Google Drive in My account, we can only see the files and folders you choose in Google's own file picker (Google's drive.file permission), never the rest of your Drive. If you connect Dropbox, we get read-only access: we can list folders and fetch a download link when you ask. Either way we can't change, upload or delete anything in your storage. We keep the sign-in tokens and your account's email (all encrypted) until you disconnect it. Files are never copied to our servers: when you add one to a video or a track, we save only its name, link and size (encrypted); when you download music, your browser fetches it straight from Google or Dropbox.

When you disconnect, we delete the tokens straight away and ask whether to keep or remove the file links you added. Google's use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We don't use information from Google Drive for advertising, sell it, or use it to train any AI models.

Discord

If you link your Discord account, Discord only tells us your user id and username (the identify permission). We keep both (the username encrypted) so we can give you roles in our community server that match your account (Verified, your plan, staff roles, Beta Tester, or Sponsor for partner brands). Our bot checks whether you're in our server so it can give you those roles, and beta testers need to stay in it. Discord tells us nothing else (not your email, messages or password) and we don't keep the sign-in token. Unlink it in My account any time and the roles are removed. Discord's own privacy policy covers the server itself.

Our team's own Discord alerts and bot. To answer you faster, our team can get alerts in a staff-only Discord channel (or another staff tool) when you sign up, send a support or contact form message, send a site suggestion, apply for the beta, or when a payment, warning, restriction or suspension happens on your account. These alerts include your name, plan, account status and a link to our admin pages, and only include what you wrote if we've chosen that for a private staff channel. They never include your email address, and IP addresses only in part (e.g. 203.0.x.x). Our staff bot can also look up your account by your Discord user id, or by a support code you give us, to check who you are when you ask for help there, and can reply to your support messages, which show as from our team as usual. Only admins can set this up, and every look-up and reply is recorded in our audit log. Basis: our legitimate interest in supporting you and keeping the service safe.

YouTube

Video Planner uses YouTube API Services to read public information about YouTube channels you add (such as video titles, descriptions, publish dates, lengths and view counts) and to look up trending videos. Adding a channel never needs you to sign in with Google, and we never get access to your Google or YouTube account.

By using these features you are also agreeing to the YouTube Terms of Service. Google's use of information is covered by the Google Privacy Policy.

When you refresh Trending topics, topic words taken from your channel and titles (not your name or email) are sent from our server to YouTube search and to Google's public search-suggestion service.

You can remove a channel at any time, which deletes the YouTube information we stored for it. If you added your own YouTube API key you can remove it from My account, and you can also delete or restrict the key in your Google Cloud account.

Twitch

If you connect a Twitch channel, we use Twitch's API to read public information about it: the channel's name and picture, follower count, past broadcasts (titles, dates, lengths, views), clips (titles, view counts, links), its stream schedule and, while it's live, the stream title, category and viewer count every few minutes. We also count how many channels and viewers are live in the categories you stream, without recording who they are. You don't sign in with Twitch and we get no access to your Twitch account.

This information is public on Twitch, so it isn't encrypted. Viewer checks are deleted after 12 months (each stream keeps its totals) and category counts after 120 days. Disconnecting the channel deletes everything we stored from Twitch, except numbers already copied into your own stream recaps. Twitch's handling of information is covered by the Twitch Privacy Notice.

4. Encryption & security

Your information is encrypted in our database ("at rest") using AES-256-GCM, a modern standard also used by banks and governments. The key that unlocks it is stored separately from the database, on the server, so a copy of the database on its own can't be read.

Information is also encrypted in transit: connections to the site use HTTPS, so what you send and receive can't be read along the way. Other safeguards include protection against password guessing, signing you out after a period of inactivity (unless you chose to stay signed in on a device), protection against cross-site request forgery, and staff permissions so only the right people can see the admin area.

To be clear about what encryption does and doesn't do: it protects your information if the database is ever copied or stolen. When you use Video Planner, the app unlocks your information to show it to you, the people you've invited to your workspace, and (only when needed for support) our staff (see section 6).

5. How we use your information, and why we're allowed to

• To provide Video Planner: your account, your planner, team workspaces, the phone app, and features such as channel insights and trending topics. Legal basis: performing our contract with you (these terms).
• To email you about your account: confirming your email, password resets, team invites and approval notices. We don't send marketing emails. Basis: contract.
• To take payments for paid plans and keep records of them. Basis: contract, and our legal obligation to keep financial records (usually 6 years).
• To keep the service secure: the security log, sign-in protection and spam checks. Basis: our legitimate interest in protecting you and the service.
• To reply when you contact us. Basis: legitimate interest.
• To meet legal obligations, if the law requires it.

We don't sell your information or use it for advertising. Video Planner was designed with the help of AI, but your data is never shared to train any AI models, and it's stored encrypted. The suggestions Video Planner makes (outlines, shot ideas, pacing, idea generator, title helper) are worked out from your own data with ordinary statistics, inside the app.

6. Who can see your information

• People you invite to your workspace see what their role allows: each area can be denied, view-only or editable, and they can be limited to the videos assigned to them. The owner and channel managers see members' names, email addresses, roles and when they last signed in. See the Workspace & Team Policy.
• Invites to people without an account: if someone invites your email address to their workspace, we keep it (encrypted, with who invited you and the role) for 14 days so the emailed link works. It's deleted when you join, when they cancel it, or shortly after it runs out.
• Our staff (admins and moderators) can see account details to run the service, and an admin can open a read-only "view as user" of an account to help with a problem, or to monitor, moderate and manage content to keep the platform safe (for example checking a report against our Community Guidelines). Encryption protects your data from anyone outside the service, not from this. Every time it happens it is recorded in the security log, and it shows in your Recent account activity in My account.
• Our service providers, only as needed to run Video Planner. They act on our instructions and may not use your information for anything else:
  • Web hosting: the site and its database are hosted by EB IT Support Ltd itself, on servers we manage.
  • Security and delivery: Cloudflare sits in front of the website to protect it from attacks and deliver pages quickly. Every visit passes through it, so it sees your IP address, browser details and the pages you request (but not what's in our database).
  • Sending email: Postmark delivers the emails we send you (confirming your email, password resets, team invites and notices), so it receives your email address and the message, and keeps a copy for a limited time so delivery problems can be looked into.
  • Our mailbox: if you email us, or use the contact form, your message is stored by names.co.uk, who provides our email inbox.
  • Payments: Stripe takes payments for paid plans. It receives your name, email address and billing details.
• Services you link (Google Drive, Dropbox, Discord, YouTube, Twitch): see section 3.
• The authorities, only if the law requires us to share information.

Some of these providers may process information outside the UK (for example, Cloudflare handles visits at whichever of its data centres is nearest to you). Where that happens, the transfer is protected by safeguards recognised under UK law, such as the UK International Data Transfer Agreement or Addendum, or a UK "adequacy" decision for that country.

If EB IT Support Ltd were ever sold or reorganised, your information could pass to the new owner, who would have to keep looking after it in line with this policy.

7. Cookies and your device

We use only the cookies needed for the site to work. No analytics or advertising cookies, so there's no cookie banner.

Download music: if you choose a folder for music downloads, your browser remembers which folder (on this device only, in its own storage) so it doesn't ask every time. We never see your folders or files.

The phone app keeps a copy of the videos you open (and those you're filming or scripting) on your phone so it works without signal, plus any changes waiting to sync. This copy stays on your device and is removed when you sign out of the app. If you use a shared phone, sign out when you're done.

8. How long we keep it

• Your account and planner: until you delete them (or ask us to).
• Security log: 12 months, then deleted automatically. A record that an account was deleted is kept for the same period.
• Failed sign-in attempts: 30 days.
• Records of emails sent: 90 days.
• Payment and subscription records: 6 years after the payment, because UK law requires financial records to be kept. Deleting your account removes them from Video Planner, but Stripe and our accounts keep what the law requires.
• Twitch viewer checks: 12 months; category counts: 120 days.
• Sign-up blocks (only after an account is closed for a serious breach of our terms): the period chosen when it was closed, at most 5 years.
• Contact form messages: until we've dealt with them, and at most 12 months.
• Password reset and email confirmation links: they stop working after use or within 1–72 hours, and are deleted shortly after.
• Server backups may hold information for a short time after it's deleted, until they're replaced.

9. Your rights

Under UK data protection law you can:

• See and correct your information: My account → Your data shows what we hold about you, most of it is right there in the app, and you can change your name and email in My account.
• Delete your account and everything in it. Use My account → Delete my account, or ask us.
• Get a copy of your information in a portable format: download it yourself from My account → Your data (a ZIP with a readable JSON file and the files you uploaded), or ask us.
• Object to or ask us to restrict how we use it.
• Complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). We'd appreciate the chance to put things right first.

To use any of these rights, contact [email protected]. We'll reply within one month and won't charge you.

10. Children

You must be 13 or older to use Video Planner. If you're under 18, you need permission from a parent or guardian. If we learn that someone under 13 has an account, we'll delete it. If you think a child under 13 is using Video Planner, please contact us.

11. Changes to this policy

We'll update this page if the way we handle information changes, and change the date at the top. If a change is significant, we'll tell you by email or on the site before it takes effect.

12. Contact

EB IT Support Ltd
Boston Enterprise Centre, Boston, Lincolnshire
Email: [email protected]
Or use the contact form

See also our Terms of use.