Privacy Policy
Last Updated: 15/1/2025
Planet Once Holding Ltd (“we,” “us,” or “our”) values your privacy and is committed to protecting your personal data. This Privacy Policy outlines how we collect, use, and protect your information when you use our mobile application, *Planet Once - Employee Wellbeing* (the “App”), which is available on the Android and Apple application stores. This policy applies to employees (users of the App) whose employers have entered into an agreement with us to license the App. By using the App, you agree to the terms of this Privacy Policy.
1. About Us
Planet Once Holding Ltd is a company registered in England and Wales, responsible for the management and operation of the App. We are registered with the Information Commissioner’s Office (ICO) and process personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have any questions about this Privacy Policy, you can contact us at: - Email: privacy@planetonce.com - Phone: 020 7088 8210
2. Information We Collect
When you use the App, our App Administration Portal, Support Portal or Website, we may collect and process the following categories of personal data:
a. Personal Information - Name - Email address and Telephone Number -
Employer name
- Job Title, Department and Organizational information - Profile picture (if uploaded by you or shared by your employer)
- Age
- Gender
- Habit information such as smoker / non-smoker
b. Health and Wellbeing Information - Mood tracking via user input - Fitness activity including activity information, movement, sleep, water intake - Feedback and engagement with the App
c. Technical Information - Device information (e.g., IP address, operating system, and device type) - Usage data (e.g., how you interact with the App)
3. How We Use Your Information
We use your personal data to:
- Deliver and improve the services provided by the App.
- Provide tailored wellbeing content and recommendations.
- Monitor and enhance user experience and engagement.
- Facilitate participation in company challenges.
Aggregated Data: We may provide your employer with aggregated and anonymised data about their employee group’s wellbeing. This data does not identify any individual user.
Company Challenges: If you participate in a company challenge, we will share the results, including the finished challenge ranking with named individuals, with your employer. No other health information will be shared with your employer.
4. Legal Basis for Processing
We process your personal data based on the following legal grounds:
- Consent: When you provide consent for specific uses of your data.
- Performance of a Contract: To fulfil our obligations under the agreement with your employer.
- Legitimate Interests: To provide and improve the App’s functionality and user experience.
5. Sharing Your Information
We do not share your personal data with third parties except as described below:
a. Data Processors: We use Amazon Web Services (AWS) as our cloud hosting provider. AWS acts as our data processor, and all data processing activities are governed by strict contractual obligations to protect your privacy.
b. Your Employer: Your employer will only receive aggregated and anonymised data about the employee group’s wellbeing, except when you participate in a company challenge. In such cases, your employer will receive the results, including the finished challenge ranking with named individuals.
6. Data Retention
We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including compliance with legal, regulatory, or reporting requirements. If you stop using the App or your employer’s agreement with us ends, we will delete or anonymise your data within a reasonable time.
7. Your Rights
Under UK GDPR, you have the following rights:
- Access: Request access to your personal data.
- Correction: Request correction of inaccurate or incomplete data.
- Erasure: Request deletion of your data, subject to certain exceptions.
- Restriction: Request restriction of processing.
- Portability: Request transfer of your data to another service provider.
- Objection: Object to processing based on legitimate interests.
- Withdraw Consent: Withdraw your consent at any time.
To exercise your rights, contact us at privacy@planetonce.com.
8. Data Security
We implement appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, or misuse. Our security measures include encryption, access controls, and regular monitoring.
9. International Data Transfers
Your personal data is stored and processed within the United Kingdom. If we need to transfer your data outside the UK, we will ensure appropriate safeguards are in place to protect your information
10. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be communicated through the App or other appropriate channels. We encourage you to review this policy regularly to stay informed about how we process your data.
Thank you for trusting Planet Once Holding Ltd with your personal data. If you have any concerns or questions, please don’t hesitate to contact us at privacy@planetonce.com or 020 7088 8210.