Last updated: September 2026

1. Controller

The controller within the meaning of the General Data Protection Regulation (GDPR) is:

Planning Cockroach GmbH Breisgauer Straße 17 14129 Berlin Germany Email: [email protected]

2. General Information on Data Processing

We process personal data only insofar as this is necessary to provide our website planningcockroach.ai, manage account registration, and respond to inquiries.

Personal data is processed in accordance with the GDPR and applicable German data protection laws.

This Privacy Policy covers our website and the account-level relationship with individual users. It does not cover the processing of CRM or business data on the Planning Cockroach platform on behalf of our business customers — see Section 3.2 below.

3. Categories of Personal Data Processed

3.1 Account Registration and Platform Use

When users create an account on planningcockroach.ai, we process:

• First name

• Last name

• Email address

Purpose:

• Account creation and authentication

• Platform access management

• Communication related to the service

Legal basis: Article 6(1)(b) GDPR (performance of a contract)

3.2 Platform / CRM Integration Data

If your organization uses the Planning Cockroach platform, processing of data retrieved via CRM integrations (e.g. Salesforce, HubSpot) and processing via the “Aunt Roachie” AI feature is carried out on behalf of, and under the instructions of, your employer or organization (the “Controller”) — not on the basis of this Privacy Policy.

This processing — including the categories of data involved, technical and organizational measures, sub-processors, and any transfers outside the EU/EEA — is governed by the Data Processing Agreement (DPA) between Planning Cockroach GmbH and the respective business customer, available at planningcockroach.ai/privacy (DPA section).

If you are an individual visiting our website and are not a logged-in platform user, no CRM or deal-level data is processed about you under this Privacy Policy.

3.3 Contact Form

If you contact us via the website contact form, we process:

• Name

• Email address

• Message content

Purpose:

• Responding to inquiries

Legal basis: Article 6(1)(f) GDPR (legitimate interest in responding to inquiries)

3.4 Sales Demo Requests

If you request a demo, we process:

• Name

• Email address

• Company-related information (if provided)

Purpose:

• Scheduling and conducting product demonstrations

Legal basis: Article 6(1)(b) GDPR (pre-contractual measures)

4. Hosting

Our website and account infrastructure are hosted by:

Hetzner Online GmbH Germany

Data processed under this Privacy Policy is stored within the European Union.

Data processing is carried out on the basis of a Data Processing Agreement (Art. 28 GDPR) between Planning Cockroach GmbH and Hetzner.

Note: Platform data processed on behalf of business customers may involve additional sub-processors — see the DPA (Section 3.2).

5. Payments

We currently do not process payment data.

If payment functionality is implemented in the future, this Privacy Policy will be updated accordingly.

6. Cookies and Tracking

We currently:

• Do not use tracking tools

• Do not use analytics services

• Do not use marketing pixels

• Do not use non-essential cookies

If this changes in the future, users will be informed and a cookie consent mechanism will be implemented where legally required.

7. Data Retention

We store personal data only as long as necessary for:

• Account maintenance

• Contractual obligations

• Legal retention requirements

Users may request deletion of their account at any time.

After account deletion, account-related personal data is deleted unless legal retention obligations apply.

8. Data Sharing

We do not sell personal data.

Personal data processed under this Privacy Policy is shared only:

• With hosting providers (data processors under Art. 28 GDPR)

• If required by law

All service providers are contractually bound to GDPR-compliant data processing.

9. International Data Transfers

Data processed under this Privacy Policy (website visits, account registration, contact form, demo requests) is processed within the European Union.

Data processed on behalf of business customers via the Platform — including CRM integrations and the “Aunt Roachie” AI feature — may involve transfers to third countries (e.g. the United States, via our AI sub-processors). Such transfers are governed separately by the Data Processing Agreement and safeguarded through EU Standard Contractual Clauses.

10. Data Subject Rights

Under the GDPR, you have the following rights:

• Right of access (Art. 15 GDPR)

• Right to rectification (Art. 16 GDPR)

• Right to erasure (Art. 17 GDPR)

• Right to restriction of processing (Art. 18 GDPR)

• Right to data portability (Art. 20 GDPR)

• Right to object (Art. 21 GDPR)

To exercise your rights, contact: [email protected]

You also have the right to lodge a complaint with a supervisory authority.

For Berlin, this is: Berliner Beauftragte für Datenschutz und Informationsfreiheit

11. Data Security

We implement appropriate technical and organizational measures (TOMs) to protect personal data against:

• Unauthorized access

• Loss

• Manipulation

• Disclosure

These measures include encrypted data transmission and secure hosting infrastructure.

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy to reflect changes in legal requirements or our services.

The current version is always available on our website.