In brief
- We collect only what we need to run your account and your fleet calendar. We never sell your data or use it to train AI models.
- You may download or delete your data from your account at any time.
Who we are
K4 operates K4 Planner. This notice applies to our website, the K4 workspace, the installed app and the emails we send. For the personal data it describes, K4 is the controller, except for your customers’ details, which we process on your behalf (section 3).
K4 is intended for businesses and adults; you must be at least 18 years of age to hold an account. For any question about this notice or your personal data, please contact us at [email protected].
What we collect and why
| Data | Examples | Purpose | Lawful basis |
|---|---|---|---|
| Account and contact details | Name, email address, language, phone number and an optional emergency contact (both encrypted), business name, whether you own or operate assets; your name and email address from Google or Apple if you sign in with them | To create and administer your account | Performance of a contract |
| Fleet and bookings | Assets and their documents, locations, prices, preparation and turnover times; bookings; which operators may manage which assets, and until when | To run your calendar and prevent double bookings | Performance of a contract |
| Imported bookings | Booking emails you forward and calendar (iCal) feeds you connect | To show bookings taken through other channels on your calendar | Performance of a contract |
| Messages to us | Emails and forms you send to our support team | To respond to you and improve the service | Legitimate interests |
| Security and logs | Sessions, IP address, browser, error reports, and a record of who changed what | To keep accounts secure and the service operating | Legitimate interests |
| Records required by law | Invoices and tax records | To meet tax and accounting obligations | Legal obligation |
| Optional cookies | Analytics and marketing | To understand and improve the website | Consent |
Your customers’ details
When you record a booking taken elsewhere, you may add your customer’s name and contact details. For that data you are the controller and we process it on your behalf, solely to run your calendar, under our Data Processing Agreement. Operators may see it only for assets they manage under an active agreement, and only while the booking is active.
How long we keep it
| Data | Retention period |
|---|---|
| Account and contact details | While your account is open, then 30 days. Phone numbers and emergency contacts are deleted two years after your last sign-in. |
| Bookings and invoices | Seven years, to meet tax obligations; the personal details are anonymised if you delete your account. A business name on a tax record is kept for up to ten years where the law requires it. |
| Assets and their documents | While the asset is listed, then three years |
| Your customers’ details | Two years after the rental ends |
| Imported emails and feeds, as received | 30 days after the booking appears on your calendar |
| Sessions and logs | 90 days. The record of changes is kept, with only the network part of the IP address. |
Deletion runs every night. A legal hold, for example during a dispute, suspends deletion of the records concerned.
Your rights
Depending on where you live, you may have the right to access, download, correct and delete your personal data, to object to processing based on legitimate interests, to withdraw your consent, and to opt out of the sale or sharing of your data, without being treated differently for exercising these rights. Most of these rights can be exercised directly under Privacy & data in your account. We cannot delete data while a rental is upcoming or a record is under legal hold; in that case we will tell you what we must keep and until when.
We respond within 30 days, or 45 days in US states that permit it. If you are not satisfied with our response, you may lodge a complaint with your data protection authority: the Information Commissioner’s Office in the UK, your national supervisory authority in the EU, or the California Privacy Protection Agency.
Changes to this notice
We will inform you by email or in the app before any material change takes effect, including before features that are not yet available (payments, the marketplace, storefronts) are introduced. Earlier versions of this notice remain available and are linked from this page.