Plenary Studio Privacy Policy
Last updated: 24 July 2026
1. Who we are
Plenary Studio (plenarystudio.co.uk) is operated by Teach-Craft Solutions Ltd, a company registered in England and Wales (company number 16551043, registered office 61 Bridge Street, Kington, HR5 3DJ). For data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Teach-Craft Solutions Ltd is the controller of your personal data. We are registered with the Information Commissioner's Office (ICO), registration number ZC020523.
Contact for anything in this policy: hello@plenarystudio.co.uk (data-rights requests and complaints are handled via support@plenarystudio.co.uk; see section 8)
Plenary Studio is a professional tool for teachers. It helps you generate classroom materials such as questions, quizzes, puzzles, and interactive activities for any point in a lesson. It is designed for adults. Pupils do not have accounts and we do not knowingly collect any information about pupils (see section 9).
2. The personal data we collect
Account and profile information. When you register we collect your email address and, if you sign in with Google, your name and profile picture from your Google account. You can optionally add your title, first and last name, school name, subjects you teach, and a profile photo in Settings.
Billing information. If you subscribe to a paid plan, payment is handled by Stripe. You enter your card details on Stripe's own secure pages. We never see or store your full card number. We store your Stripe customer reference, your subscription plan and status, and billing event records from Stripe (which can include your name, the last four digits and brand of your card, and your billing address).
Content you create and upload. This includes lesson topics and prompts you type, documents you upload for scanning (PDF, Word, PowerPoint), images you upload (for example for image-based questions or diagram labelling), YouTube clips you choose (we work from the clip's public transcript), diagrams you construct with the visual tools, the questions and activities the service generates for you, and any resources you choose to save. Section 6 explains how uploaded content is handled and for how long.
Usage information. We record how much you use the service (for example, how many questions you generate per day and month, and how much storage your saved resources use) so we can apply plan limits fairly. We also record which in-app walkthrough tours you have completed and your notification preferences.
Emails we send you. We keep a log of the service emails we have sent you (type of email, delivery status) so we can troubleshoot delivery problems.
When you contact us. If you send us a message through the contact form on our marketing site, we collect your name (if given), your email address, what you teach (if given), and your message, and use them solely to respond to your enquiry. The message is delivered to our inbox as an email and kept only as ordinary correspondence; it is not stored in the service's database and is not added to any marketing list. The form is protected by Cloudflare Turnstile, described in our Cookie Notice.
What we deliberately do not collect
- We do not use any analytics, advertising, or tracking tools, on the app or on our marketing site, and we set no first-party cookies at all. The little we store in your browser (your sign-in session and your own settings) is described in our Cookie Notice.
- We do not store your IP address in our application database.
- We never store your password. Passwords are handled by our authentication provider, Supabase, in encrypted form.
3. Why we use your data, and our lawful bases
| What we do | Lawful basis (UK GDPR Article 6) |
|---|---|
| Create and run your account, generate content you request, save your resources | Contract: we need this to provide the service you signed up for |
| Take payment, manage your subscription, apply plan limits | Contract |
| Send essential account emails (welcome, password changed, receipts, subscription confirmations) | Contract: these are part of running your account |
| Tell you about changes to the service, prices, or our policies | Legitimate interests: keeping you properly informed about a service you use |
| Send optional product emails (announcements, weekly summaries, tips); you can turn each of these off in Settings | Consent: via your notification preferences, which default to off at signup |
| Read and reply to messages you send us through the contact form | Legitimate interests: responding to an enquiry you have chosen to send us |
| Protect the service from abuse (rate limits, CAPTCHA on sign-in pages) | Legitimate interests: keeping the service secure and available |
| Keep billing and tax records | Legal obligation |
| Improve the service using de-identified usage statistics | Legitimate interests: the statistics do not identify you |
4. Who we share your data with (processors)
We use a small number of service providers to run Plenary Studio. Each one only receives what it needs, and each is bound by a data processing agreement. We do not sell your data.
| Provider | What they do for us | What they receive |
|---|---|---|
| Supabase | Sign-in, database, and file storage | Your account details, everything stored in the service, files you upload |
| Stripe | Payments | Your email; your card and billing details, which you give directly to Stripe |
| OpenAI | Generates questions and activities | The prompts you type, text extracted from documents you upload, and images you upload for image-based tools |
| Google (Gemini and Cloud Vision) | Powers the diagram labelling tool | Diagram images you upload to that tool |
| Google (YouTube) | Video search inside the service | Your search terms (we proxy video thumbnails through our own servers, so YouTube does not see your device when browsing results) |
| Google (Sign in with Google) | Optional sign-in method | Your Google account email, name, and profile picture, if you choose it |
| Resend | Sends our service emails and delivers contact-form messages to our inbox | Your email address and first name; if you use the contact form, the details and message you enter on it |
| AssemblyAI | Transcribes YouTube clips that have no captions | The public video audio only, not your personal data |
| Cloudflare | Bot protection (CAPTCHA) on sign-in pages and the contact form | Standard connection information such as your IP address, handled by the CAPTCHA widget |
| Vercel | Serves our website (static pages only; no user records are stored or processed there) | Transient web request information, including your IP address, as any web host handles |
| Railway | Hosts our servers | Your data passes through their infrastructure when you use the service or contact us |
We do not use any AI provider's services in a way that lets your content be used to train their models: our AI providers' business API terms state that content submitted through the API is not used for model training.
5. International transfers
Our core infrastructure is hosted in Europe: our database, authentication, and file storage (Supabase) run in an EU (North) region, and our servers (Railway) run in an EU (West) region, so the data stored in the service lives in the EU.
Some of our other providers process data in the United States, including OpenAI and Google (AI generation), Stripe (payments), Resend (email), Cloudflare (bot protection), and Vercel (whose global content network serves our website). AssemblyAI (transcription) also runs in the US, though it receives only the public audio of a video, not your personal data. Where your personal data is transferred outside the UK, the transfer is protected by transfer mechanisms recognised under UK GDPR: each provider's data processing agreement incorporates the UK International Data Transfer Addendum to the EU Standard Contractual Clauses (an Article 46 safeguard), and/or the provider is certified under the UK Extension to the EU-US Data Privacy Framework (the "UK-US Data Bridge"), which is covered by UK adequacy regulations. The specific mechanism for each provider is recorded in our internal transfer register, which we can make available on request.
6. Your uploaded content
This section is specific to documents and images you upload.
Documents you upload for scanning (PDF, Word, PowerPoint) are processed to extract their text and are never added to our permanent file store: the file itself is held only in short-lived temporary server storage while it is processed. The extracted text is held only briefly to power your session: the session expires within about 30 minutes and the extracted text is removed from our database within 24 hours of expiry. Text uploaded to the Resource Support tool is kept for up to 30 days so you can return to your analysis, then deleted automatically. Temporary copies of uploaded files are swept from our servers automatically (on session expiry, with an hourly sweep as backup).
Images you upload (for image-based questions, diagram labelling, and similar tools) are stored privately so that your saved activities keep working when you come back to them. An image that is part of a saved activity is kept while your account is active and permanently deleted when you delete your account. If you delete the saved activity, or you upload an image but do not save an activity that uses it, the image is deleted automatically within about 48 hours.
AI processing. To generate materials, the relevant content (your typed prompt, extracted document text, the transcript of a public YouTube clip you choose, or an uploaded image) is sent to the AI providers listed in section 4. They process it to produce your questions and activities and are contractually restricted from using it for anything else.
Your responsibility. Please do not upload documents or images containing pupils' personal data (names, photos, marked work, grades). Plenary Studio is a teacher tool and is not designed or approved to process pupil data. See our Terms of Service for the full rule.
7. How long we keep your data
| Data | How long |
|---|---|
| Account and profile details | While your account exists, then deleted within 30 days of account deletion |
| Uploaded documents (scanning) | Not kept as files; extracted text removed within 24 hours of session expiry |
| Resource Support extracted text | 30 days, then deleted automatically |
| Uploaded images | Images in a saved activity: while your account exists, then permanently deleted when your account is deleted. Images not in a saved activity (never saved, or the activity was deleted): deleted automatically within about 48 hours |
| Saved resources (your generated files) | While your account exists, including after you cancel a paid subscription. Cancelling does not delete your work: saved resources remain accessible on the free plan. You can delete any saved resource yourself at any time, and everything is permanently deleted when you delete your account |
| Usage and quota counters | While your account exists; anonymised or deleted on account deletion |
| Email delivery logs | While your account exists, then deleted with the account |
| Contact-form messages | Not stored in the service's database; delivered to our inbox and kept as ordinary business correspondence for as long as we need to handle, and keep a record of, your enquiry. You can ask us to delete a message at any time (section 8) |
| Billing and tax records | 6 years from the end of the relevant financial year, as required by UK tax law |
8. Your rights
Under UK GDPR you have rights over your personal data. For each one, we link the Information Commissioner's Office (ICO) guidance so you can read about the right from the regulator itself, not just from us.
- Access: ask for a copy of the personal data we hold about you (a "subject access request"). Any clear request is valid; no form or special wording is needed. ICO guidance on the right of access
- Rectification: have anything inaccurate or incomplete corrected. Most profile details you can edit yourself in Settings; for anything else, email us. ICO guidance on the right to rectification
- Erasure: have your account and personal data deleted. You can do this yourself at any time using Settings → Delete my account: it cancels any active subscription and schedules your account, profile, saved content, and uploaded files for permanent deletion, completed within 30 days. If you delete your account by accident, you can restore it yourself by simply logging back in within those 30 days; once the 30 days have passed, deletion is permanent and cannot be undone. If you prefer, email support@plenarystudio.co.uk and we will complete the same deletion within one month. ICO guidance on the right to erasure
- Portability: receive the data you gave us in a structured, machine-readable format. ICO guidance on the right to data portability
- Restriction: ask us to limit how we use your data in certain situations, for example while we check its accuracy. ICO guidance on the right to restrict processing
- Objection: object to particular uses of your data, including any processing we base on legitimate interests (section 3 shows which those are). ICO guidance on the right to object
- Withdraw consent: where we rely on your consent (optional product emails), you can withdraw it at any time by turning those emails off in Settings. ICO guidance on consent
We do not make solely automated decisions about you that have legal or similarly significant effects, so those separate rights are unlikely to arise, but if that ever changes we will update this policy first.
How to exercise any right: email support@plenarystudio.co.uk from the address on your account (or use the self-serve options above). Requests sent to hello@plenarystudio.co.uk, or made in any other clear way, still count; support@ is simply where we track them. We will respond within one calendar month (the clock can pause while we wait for you to confirm your identity or clarify your request, under UK GDPR Article 12A); the ICO explains the time limits that apply to us. We may need to verify your identity first, and will only ask for what is proportionate.
If you are unhappy with how we have handled your data: tell us: email support@plenarystudio.co.uk with "data protection complaint" in the subject line. We will acknowledge your complaint within 30 days (as section 164A of the Data Protection Act 2018 requires of us), investigate it properly, and tell you the outcome without undue delay. You also have the right to complain to the ICO at any time: ico.org.uk / 0303 123 1113, though we would appreciate the chance to put things right first.
9. Pupils and children
Plenary Studio accounts are for teachers and education professionals aged 18 or over. Pupils never log in and we do not knowingly hold pupil data. Our Terms of Service prohibit uploading pupils' personal data, and if we become aware that pupil data has been uploaded we will delete it. If you believe pupil data has entered the service, contact us immediately at hello@plenarystudio.co.uk.
10. Security
Data is encrypted in transit. Access to production systems is restricted. Payment card data is handled entirely by Stripe, a PCI-DSS certified payment provider. Sign-in is protected by bot detection on authentication pages. No system is perfectly secure, but we design the service to hold as little personal data as possible in the first place.
11. If something goes wrong (data breaches)
If a personal data breach occurs that is likely to result in a risk to you, we will notify the ICO within 72 hours of becoming aware of it, as UK GDPR requires. If the breach is likely to result in a high risk to you personally, we will also tell you directly, without undue delay, and explain what happened and what we are doing about it.
12. Changes to this policy
If we make material changes (for example, adding a new processor or collecting a new type of data), we will update this page and tell account holders by email before the change takes effect. The "Last updated" date at the top always reflects the current version.