Privacy Policy
Last updated: 26 October 2026
This page explains which personal data we process when you visit roomplanning.app and use RoomPlanning, why we need it, who receives it and how long we keep it.
1) Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is:
Georg Brünning, RoomPlanning
c/o Online-Impressum 1443, Europaring 90, 53757 Sankt Augustin, Germany
Phone: +49 171 6401789
Email: info@roomplanning.app
Contact form: roomplanning.app/en/contact
We are not required to appoint a data protection officer (§ 38 BDSG).
2) Summary
- We show no ads, use no tracking or analytics tools and do not sell data.
- We only use cookies to the extent that they are technically necessary (sign-in, protection against requests from other websites, language).
- Your account, plans and files are stored in data centres in the EU (Microsoft Azure, Netherlands; backups in Ireland).
- Without an account, your plan stays in your browser. It only goes to our server if you start a walkthrough or create an AI photo.
- For AI photos, an image of your 3D view goes to Microsoft in the EU. We store neither the image nor the photo.
3) Visiting the website
3.1 Delivering the pages. When you open roomplanning.app, your browser transmits data for technical reasons, such as the IP address, date and time, page requested, browser and operating system. We need this data to deliver the pages and to protect the service against attacks. We do not keep access logs containing this data. The legal basis is our legitimate interest in a secure and working service (Art. 6(1)(f) GDPR).
3.2 Encryption. The connection is always encrypted with TLS (recognisable by “https://”).
3.3 Cookies. We only set cookies that are strictly necessary for the service (§ 25(2) no. 2 TDDDG); no consent is required for them:
| Name | Purpose | Duration |
|---|---|---|
planner_session | keeps you signed in (readable only by our server, HttpOnly) | until you sign out, at most 30 days |
planner_csrf | protects your account against requests from other websites | same as the session |
planner_language | remembers the language you selected so that the home page opens in it | 1 year |
3.4 Browser storage. RoomPlanning stores data in your browser's local storage (localStorage and IndexedDB). This data does not leave your device on its own:
- plans that have not been saved yet or were edited offline, so that nothing is lost; without an account, the plan itself,
- settings such as language, appearance (light, dark), collapsed sections and hints you have already seen,
- for walkthroughs, the name, figure and view you chose,
- the furniture catalogue as a cache.
This data remains in your browser even after you sign out or delete your account, until you delete it in your browser settings (site data of roomplanning.app). The legal basis is § 25(2) no. 2 TDDDG; the processing serves to provide the service (Art. 6(1)(b) GDPR).
3.5 Fonts and content. We serve fonts, images and scripts from our own servers. Your browser loads models from the furniture catalogue and uploaded images from our own storage at Microsoft Azure (*.blob.core.windows.net). We do not load content from Google or other third parties.
3.6 Error reports. If a technical error occurs in your browser, RoomPlanning sends an error report to our server: error message, technical sequence (stack), page without parameters, version and browser (user agent), at most 10 reports per page view. It is only stored as a log entry and deleted after 30 days. The legal basis is our legitimate interest in an error-free service (Art. 6(1)(f) GDPR).
4) Account
4.1 What we store. For your account we store your email address, a display name, your language, a password hash (Argon2id, never the password itself), the time your email address was confirmed and the times of creation and last change. For each sign-in we store a session with the browser (user agent) and timestamps; under “Account” you can sign out everywhere.
4.2 Why. To provide the service under our Terms of Use (Art. 6(1)(b) GDPR). We cannot create an account without an email address and password.
4.3 Confirmation and password. Links to confirm your email address are valid for 24 hours, links to reset your password for 60 minutes; each works only once. We only store a hash of them. An unconfirmed account cannot be used; on request we delete it (Section 13).
4.4 Check against known passwords. When you register and when you reset your password, we check whether your new password comes from known data breaches. To do so, our server sends the first 5 characters of the SHA-1 hash of your password to the “Pwned Passwords” service of Have I Been Pwned (api.pwnedpasswords.com); the comparison takes place on our side. Neither the password nor the full hash leaves our server, and no conclusions about you can be drawn. The legal basis is our legitimate interest in protecting your account (Art. 6(1)(f) GDPR).
4.5 Deletion and export. You can delete your account at any time under “Account”. We delete it immediately with all plans, versions, share links, preview images, sent files and your messages from the contact form, and end all sessions. We delete uploaded images as soon as no other plan uses them any more (for example a copy that someone created via a share link). Deleted files can still be restored from storage for 30 days; database backups are overwritten after 35 days (Section 10). Before deleting, you can download all your data as a ZIP file under “Account”.
5) Plans and files
5.1 Plans. We store your plans in your account with their title, content, preview image and timestamps. We keep earlier states as versions: all from the last 24 hours, then one per hour up to 30 days, then one per day. Deleted plans stay in the trash until you delete your account. The legal basis is Art. 6(1)(b) GDPR.
5.2 Without an account. Without an account, your plan stays in your browser's storage (Section 3.4). It only goes to our server if you start a walkthrough (Section 6.2) or create an AI photo (Section 7).
5.3 Uploaded images. When you upload images into a plan as a texture or reference image, we downscale them, remove their metadata (such as camera and location data) and store them under a random address that cannot be guessed. Anyone who knows this address can retrieve the image without signing in; the address is contained in your plan and in copies created via share links. Please therefore do not upload images with confidential content or identifiable people. We delete the original after processing.
6) Sharing and walking through together
6.1 Share links. If you share a plan via a link, anyone with the link can see the plan, its title and your display name; signed-in recipients can copy the plan into their own account. The link remains valid until you switch it off, replace it or delete the plan. Pages with share links are closed to search engines.
6.2 Walkthroughs. If you start a walkthrough, the plan with its title and your name is kept on our server for 4 hours, for at most 8 people. Everyone who joins shares with the others a name of their own choosing, a colour, the figure, their position and viewing direction in the house, as well as reactions and pointing gestures. This data is only held in the service's working memory and is deleted when the walkthrough ends; a person's details are deleted as soon as they leave. The legal basis is Art. 6(1)(b) GDPR.
6.3 Sending a file by email. If you send an export (such as a PDF) by email, we store the file for 7 days and send the recipient a link that is valid for 7 days, together with your display name and your message. We only use the recipient's address for this email; we do not store it. Please only send files to people who agree to this.
7) AI photo
7.1 For an AI photo, we send an image of your 3D view and your details on style, surroundings and wishes to the image model FLUX.1 Kontext, which Microsoft operates in Azure AI Foundry. Processing takes place in the EU (Sweden region, EU data zone); Microsoft does not use the data for training. According to Microsoft, it may store inputs for a limited time to detect misuse.
7.2 We store neither the image of your view nor the photo: the photo goes directly to your browser, where you can download it. You do not need an account.
7.3 To keep costs within limits, we count AI photos per IP address (at most 10 per hour, stored for one hour) and in total per day. The legal basis is the provision of the feature (Art. 6(1)(b) GDPR) and, for the limit, our legitimate interest (point (f)).
7.4 The AI photo is a visualisation generated by an AI. It makes no decisions about you (Art. 22 GDPR); we do not create profiles.
8) Emails
8.1 We only send you emails that belong to the service: confirmation of your email address, password reset, the notice about an existing account and the confirmation that your account has been deleted. The legal basis is Art. 6(1)(b) GDPR; for security notices our legitimate interest in protecting your account (point (f)). There is no newsletter; our emails contain no tracking pixels.
8.2 Emails are sent via Microsoft's Azure Communication Services with data storage in Germany.
8.3 Emails to us (info@roomplanning.app and replies to our emails) are forwarded by Cloudflare to our mailbox at Google (Gmail).
9) Contact
If you write to us via the contact form or by email, we process your details (name, if given, email address, topic, message, language and, if you are signed in, your account ID) to handle your request (Art. 6(1)(b) GDPR, otherwise point (f)). We store messages from the form in our database and receive them by email in our mailbox (Section 8.3). We delete them as soon as your request has been dealt with, at the latest after 12 months, and when your account is deleted.
10) Security and operation
10.1 Abuse protection. To fend off attacks and automated misuse, we count requests per IP address for sign-in, registration, the contact form, walkthroughs, AI photos and similar features (time windows of 5 to 60 minutes, deleted afterwards). If an IP address exceeds a limit, we log it together with the type of request. The legal basis is our legitimate interest in the security of the service (Art. 6(1)(f) GDPR).
10.2 Logs. Our servers log technical processes and errors, with no page views and no usage behaviour. We delete logs after 30 days.
10.3 Backups. The database is backed up automatically, with a copy in a second data centre in the EU (Ireland). Backups are overwritten after 35 days. Deleted files remain restorable for 30 days.
11) Recipients and processors
We use the following service providers. We have concluded a data processing agreement under Art. 28 GDPR with all of them that process data on our behalf (for the providers listed, part of their terms of business).
| Provider | Task | Location | Basis for transfers outside the EU |
|---|---|---|---|
| Microsoft Ireland Operations Ltd., Ireland | Hosting, database, file storage, AI photo (Azure AI Foundry), email delivery, logs | EU (Netherlands, Ireland, Sweden, Germany) | not applicable; in addition the parent company's EU-US Data Privacy Framework certification |
| Cloudflare, Inc., USA | DNS, forwarding of incoming emails | worldwide, usually at the nearest location | EU-US Data Privacy Framework (adequacy decision, Art. 45 GDPR) |
| Google Ireland Limited, Ireland | Email mailbox for requests to us | EU and USA | EU-US Data Privacy Framework (adequacy decision, Art. 45 GDPR) |
We only disclose data to authorities if we are legally obliged to do so.
12) How long we keep data
| Data | Duration |
|---|---|
| Account, plans, versions, share links | until the account is deleted |
| Sessions | until you sign out, at most 30 days |
| Walkthroughs | 4 hours |
| Files sent by email | 7 days |
| AI photos | not stored |
| Contact form | until the request has been dealt with, at most 12 months |
| Abuse counters | 5 to 60 minutes |
| Logs and error reports | 30 days |
| Deleted files (restorable) | 30 days |
| Database backups | 35 days |
| Data in your browser | until you delete it in your browser |
13) Your rights
You have the right to
- access the data we process about you (Art. 15 GDPR),
- rectification of inaccurate data (Art. 16 GDPR),
- erasure (Art. 17 GDPR) and restriction of processing (Art. 18 GDPR),
- data portability (Art. 20 GDPR): you can download an export of your data yourself under “Account”,
- withdraw consent with effect for the future (Art. 7(3) GDPR), where we base processing on consent,
- lodge a complaint with a data protection supervisory authority, in particular in the member state of your habitual residence, place of work or place of the alleged infringement (Art. 77 GDPR).
Right to object (Art. 21 GDPR): If we process data on the basis of our legitimate interest (Art. 6(1)(f) GDPR), you may object to this processing at any time on grounds relating to your particular situation. We will then no longer process the data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims. We do not carry out direct marketing.
For all requests, a message to the address in Section 1 or via the contact form is enough.
14) Changes
We update this policy when the service or the legal situation changes. The version published here applies.