Free-tier policy

The FREE tier is a real product, not a trial. This page describes everything we send you while you're on it and what happens if an organization goes inactive. It's referenced from our Terms of Service section 7.3 and Privacy Policy section 7; everything here is binding.

1. The lifecycle emails, at a glance

Every user on the FREE tier may receive up to five emails specifically about their lifecycle with Onplana. Which five depends on how you signed up: the Day 1 welcome and the Day 2 connector nudge are alternatives, never both.

Days 1-25 are the per-user onboarding sequence: they fire once per person, ever, on a clock that starts when you join Onplana. Days 45-90 are the per-org inactivity sequence: they fire when an organization stops being used. If you signed up by connecting an AI assistant and then started using it, you receive neither the Day 1 nor the Day 2 email.

Emails that show the paid plans

Some emails to Free workspaces also show what the paid plans add and invite you to upgrade:

• The Day 1 welcome to workspace owners, which includes a section on the paid plans.
• The Day 25 check-in, which includes a short section on the paid plans.
• A plan-limit email, sent once per workspace to its owners soon after the workspace reaches a limit of the Free plan, such as its project or member limit or a feature only paid plans include. It is not sent in a workspace's first three days; a limit reached that early is named in the Day 1 welcome instead.
• A one-time email about the paid plans, sent to the owners of Free workspaces that are at least 30 days old and have had someone active in the last 30 days.
• An offer of the Enterprise trial, sent once to the owners of Free workspaces that qualify for it.
• An email about buying through Microsoft Marketplace, sent once to the owners of active Free workspaces that use Microsoft products, for example by signing in with Microsoft or importing from Microsoft Project.
• An upgrade offer we send to the owners of Free workspaces we select, based on how the workspace is used. We may send it to a workspace more than once.

If you tick 'Don't send me emails about paid plans and offers' when you sign up, we don't send you the emails listed above, and your Day 1 and Day 25 emails arrive without their section on the paid plans.

The plan-limit email and the one-time email are never sent within 7 days of another of these emails to the same workspace. Every one of these emails carries a one-click unsubscribe link, and unsubscribing stops all of them along with the rest of the lifecycle emails (section 5). The legal basis is legitimate interest (section 6).

2. Inactivity reclamation timeline (45 / 60 / 90)

A FREE-tier organization is "inactive" when:

• No member has made any change (create, edit, delete) in the org for at least 45 days, and
• No member has signed in to the org in the same window.

Read-only activity (viewing dashboards, browsing projects) counts. A manager who logs in daily to review status keeps the org alive even if they make no edits.

2.1 Day 45: Warning email to owners

Org owners receive a heads-up naming what is still open in the workspace. No data changes. The email includes a one-click reactivation link that resets the inactivity clock the moment you use it, and takes you straight back to the project it names. The link is valid for 60 days.

2.2 Day 60: Org is suspended (read-only)

All members receive a notification. The org becomes read-only: everyone can still view projects, tasks, and documents, but no changes can be made until the org is reactivated. A fresh reactivation link is minted and sent to every member, not just owners.

2.3 Day 90: Org is deleted

All members receive a final confirmation email. The organization is removed from Onplana. We do not recover deleted org data on your behalf after this point. This was an explicit policy choice: instead of holding stale backups of data customers told us (by inactivity) they no longer needed, we delete cleanly on the announced schedule.

2.4 Reactivation

At any time during the 45-90 day window, you can keep the org alive by:

• Clicking the reactivation link in any of the warning emails (works through Day 105 from the first warning)
• Signing in to the org (the inactivity clock resets on every login)
• Clicking the in-app "Reactivate" button that appears in the suspension banner (Day 60 onward)

Reactivation clears the suspension and restores normal access immediately.

3. Exemptions

The following organizations are not subject to the inactivity timeline:

• Any paid-tier org (STARTER and above)
• Any org that has ever paid for a subscription, even if currently on FREE
• Orgs with pending governance proposals at any review gate
• Orgs with active outbound webhook deliveries in the last 30 days
• Orgs with active third-party integrations (Slack, Teams, etc.) used in the last 30 days
• Orgs with active intake-form submissions in the last 30 days
• Orgs with open invitations awaiting acceptance
• Onplana internal test / demo orgs

4. Exporting your data

At any time during your account life (including the entire 45-90 day inactivity window), you can download a copy of your personal data via the self-service export at Settings, Privacy, Export My Data.

The export returns a JSON archive of your profile, organization memberships, assigned tasks, comments you authored, timesheet entries, and notification history. It does not include org-level data you don't personally own (other members' tasks, project files, governance proposals). Org-OWNER-scoped full org export is on our roadmap; meanwhile, owners who need a complete archive should upgrade to a paid tier (which removes the inactivity timeline entirely) or contact us at support@onplana.com.

The export is rate-limited to 5 downloads per 24 hours per user.

5. Unsubscribing

You can opt out of the entire lifecycle email channel (the onboarding and inactivity sequences, and the emails about paid plans in section 1) at any time:

• Click the Unsubscribe link in any lifecycle email footer (no login required)
• Toggle "Receive lifecycle emails" off at Settings, Notifications, Lifecycle emails

Unsubscribing stops the lifecycle channel only. You will still receive transactional emails (password reset, 2FA codes, project notifications you've subscribed to, billing receipts, security alerts). Suspension and deletion still happen on schedule if no one signs in to the org; you just won't be warned about them. That choice is yours to make.

Unsubscribe requests are honored within 10 business days (CAN-SPAM Act compliance).

6. Legal basis

Under GDPR Article 6(1)(f), Onplana relies on legitimate interest as the legal basis for every lifecycle email: Day 1, Day 2, Day 25, Day 45, Day 60, and Day 90. These are direct service communications that a user cannot reasonably get started without (Days 1 and 2) or cannot reasonably expect their data to vanish without warning about (Days 45-90). Day 1 and Day 25, and the emails about paid plans listed in section 1, also show what the paid plans add and invite an upgrade. We rely on legitimate interest for those too, not on marketing consent: they go to people already using Onplana, they are about the service those people use, and each one carries a one-click unsubscribe that stops all of them.

For other jurisdictions:

• CAN-SPAM (United States): physical operating address in every footer, working unsubscribe link, requests honored within 10 business days. All present.
• CASL (Canada): implied consent valid for 6 months post-signup; the 30-day onboarding sequence falls inside that window.
• CCPA / VCDPA / CPA / CTDPA / UCPA (US state privacy laws): Do Not Sell or Share My Personal Information link in every email footer for residents of those states. Onplana does not sell personal information.
• LGPD (Brazil): legitimate interest is a permitted basis under LGPD Art. 7(IX); same balancing test as GDPR applies.

7. Bounces, complaints, and suppression

If an email to you hard-bounces (the mailbox provider says your address doesn't exist) or you mark an email as spam, we automatically stop sending you any further email (lifecycle or transactional). To restart, email support@onplana.com and we'll clear the suppression after confirming you intend to receive mail again.

8. Open and click measurement

Lifecycle emails and free-tool follow-up emails include a standard invisible tracking pixel and use redirect links, which lets us measure whether these emails are opened and which links are clicked. We use this signal in aggregate to decide which emails are useful and which to cut. It is processed under the same legitimate-interest basis as the emails themselves (section 6).

• Transactional email is never measured. Password resets, 2FA codes, project notifications, billing receipts, and security alerts contain no tracking pixel and no rewritten links; open and click measurement is technically disabled on the transactional sender domain.
• Unsubscribing (section 5) stops the lifecycle channel entirely, so no further engagement data is collected about you.
• Open data is approximate: some mail clients pre-fetch images for every message, and blocking remote images in your mail client prevents open measurement entirely.

9. Product session analytics (free plan)

Inside the application, on the free plan only and only if you opt in, we use Microsoft Clarity for de-identified, fully-masked session analytics (heatmaps and session replay). It shows us where the product is confusing so we can improve the free experience. We chose to keep this to the free plan deliberately: paid workspaces are excluded entirely.

• Clarity masks all text, form input, people's names, and file contents, so your page content and personal data are never captured. We never send Clarity a personal identifier (no email, no name).
• You are asked once, in a banner, and nothing is collected unless you choose "Allow". You can change your mind any time at Settings, Privacy & Data.
• We honor Global Privacy Control and Do Not Track as an automatic decline, so privacy-signalling browsers are never recorded even before you answer.
• The org OWNER can switch it off for the whole workspace regardless of any member's choice.
• Details on the data category, region, and Microsoft's Data Processing Addendum are on our Subprocessors page; cookies (_clck, _clsk) are listed in the Cookie Policy.

10. Sender domain

Lifecycle emails ship from DoNotReply@notifications.onplana.com. This is a non-monitored address; replies are not read. The footer of every lifecycle email sets Reply-To pointing at hi@onplana.com so any reply you do send lands in our friendly inbox.

11. Changes to this policy

We may update this page from time to time. Material changes are announced via the in-app What's New feed and re-summarized in the next transactional email. The "Last updated" date at the top of the page reflects the most recent revision.

12. Questions

hi@onplana.com for general questions about FREE tier.
privacy@onplana.com for data-export requests or to exercise your rights under GDPR, CCPA, or other privacy law.
support@onplana.com for help reactivating an org or clearing suppression.

Onplana is operated by Devsoft Solutions. Operating address listed in our Terms of Service.