Privacy Policy
Last updated: October 22, 2026
About this policy
This policy explains how GridPane, Inc. (“GridPane”, “we”, “us”) collects and uses personal data. GridPane is a Michigan corporation based at 325 E. Grand River Ave., East Lansing, MI 48823, United States.
It covers personal data we collect through our website (gridpane.com), the GridPane control panel (my.gridpane.com), our hosting and management services (including PeakFreq), our support channels, our community forum, and our sales and marketing. For this data, GridPane is the controller.
It does not cover the content, databases and visitor data on websites and servers our customers manage with GridPane. For that data, our customer is the controller and GridPane processes it on their behalf under our Data Processing Agreement. If you visited a website hosted with GridPane and have a question about your data, please contact the owner of that website.
Questions about this policy can be sent to [email protected].
Personal data we collect
Account and billing. Your name, email address, company name, team members and their roles, and login history. Payment card details and billing addresses are entered directly with our payment providers, Stripe and PayPal; we never store full card details.
Control panel use and security. IP addresses, browser information and login activity when you use the control panel, and access logs from our own systems that we use to detect and block malicious activity.
Support. Your messages and any files, logs or screenshots you share with us through support tickets, the help widget, shared Slack channels (if you choose to use them) or calls.
Website visitors and enquiries. Information about how you use gridpane.com, collected through cookies as described in our Cookie Policy, and anything you send us through our contact form or enquiry widget, such as your name, email address and message.
Marketing. Your name, email address and subscription preferences if you sign up for our newsletter, whether you open or click our emails, and meeting details if you book a call with us.
Community. Your username, email address and posts if you join our community forum. If you join our Facebook group, Meta holds that data under its own terms.
We don’t ask for your phone number or postal address, and only store them if you choose to give them to us.
How we use your data
We use personal data only where we have a legal basis to do so under the EU GDPR, the UK GDPR or the Swiss Federal Act on Data Protection.
| Purpose | Legal basis |
|---|---|
| Creating and managing your account, providing our services and billing you | Performing our contract with you |
| Responding to support requests and enquiries | Performing our contract with you, or taking steps at your request before entering into one |
| Sending service, billing, security and legal notices | Performing our contract with you, and complying with legal obligations |
| Protecting our services, preventing fraud and abuse, and keeping security logs | Our legitimate interest in keeping our services and customers secure |
| Improving our services and website | Our legitimate interest in developing our business |
| Sending newsletters and marketing emails | Your consent, or for existing customers, our legitimate interest in telling you about similar services. You can unsubscribe at any time. |
| Running our community forum | Performing our contract with you (the forum’s terms of use) |
| Keeping tax and accounting records, and handling legal claims | Complying with legal obligations, and our legitimate interest in establishing or defending legal claims |
Where we rely on legitimate interests, we have weighed them against your rights, and you can object at any time (see Your rights). We don’t make decisions about you based solely on automated processing that have legal or similarly significant effects.
Who we share it with
We share personal data with service providers that help us run our business. They may only use it to provide their services to us. These include:
- hosting and infrastructure providers, including cloud hosting, backup storage, DNS, and network security and DDoS protection
- payment processors
- email providers, for transactional emails, newsletters and marketing emails
- customer support and communication tools, such as help desk software, team chat, video calls and meeting scheduling
- website tools, such as bot protection, enquiry forms and website analytics
You can ask us for details of the specific providers we use by emailing [email protected].
We may also share personal data:
- when required by law, court order or a valid request from a public authority
- to protect the rights, safety or property of GridPane, our customers or others
- with a buyer or successor if GridPane is involved in a merger, acquisition or sale of assets, in which case the data remains protected by this policy
We do not sell personal data.
International transfers
GridPane is based in the United States, so the data you give us is processed there. Most of our service providers are also based in the United States, some process data in other countries, and our staff may access it from other countries.
When we share personal data from the EEA, the UK or Switzerland with a provider in a country that doesn’t have an adequacy decision, we use one of these safeguards:
- the provider’s certification under the EU-U.S. Data Privacy Framework, the UK Extension and the Swiss-U.S. Data Privacy Framework
- the European Commission’s Standard Contractual Clauses, with the UK Addendum and the Swiss adaptations
You can ask us which safeguard applies to a particular provider, or for a copy of the relevant safeguards, by emailing [email protected].
Transfers of our customers’ data under our Data Processing Agreement are covered in Section 6 of that agreement.
How long we keep it
We keep personal data only as long as we need it for the purposes above.
| Data | How long we keep it |
|---|---|
| Account content, server and site configuration, and stored credentials | Deleted from the control panel when you close your account, and from our control panel backups within 30 days |
| Account holder’s name and email address | 7 years after account closure, for tax, accounting and legal purposes, including handling disputes and preventing fraud |
| Billing and invoice records | 7 years, for tax and accounting purposes |
| Security and access logs | 30 days (records of blocked IP addresses up to 5 weeks) |
| Support tickets and correspondence | For the life of your account plus 3 years |
| Newsletter subscriptions | Until you unsubscribe. We keep your email address on a suppression list so we don’t email you again. |
| Sales enquiries and call bookings | If you don’t become a customer, up to 2 years after our last contact with you. This covers emails, enquiry widget responses (including video and audio), call bookings and calendar entries, and call recordings if made. If you become a customer, the account periods above apply. |
| Community forum account and posts | Until you delete your forum account |
| Cookies | As set out in our Cookie Policy |
Backups of our website, which include the names and email addresses given when you sign up, are kept for up to 6 months and then deleted. We may keep data longer where the law requires it or where we need it to establish or defend a legal claim.
Your rights
If you are in the EEA, the UK or Switzerland, you have the right to:
- access the personal data we hold about you and get a copy
- correct data that is inaccurate or incomplete
- delete your data in certain circumstances
- restrict how we use your data in certain circumstances
- receive data you gave us in a portable format, or have it sent to another company
- object to our use of your data based on legitimate interests, and to direct marketing at any time
- withdraw your consent at any time, where we rely on it, without affecting earlier use
To exercise these rights, email [email protected]. We may need to verify your identity first. We respond within one month, and don’t charge a fee unless a request is clearly unfounded or excessive.
If your request is about a website hosted with GridPane, we’ll refer you to the website’s owner, who controls that data.
You also have the right to complain to a data protection authority: in the EEA, the authority where you live or work; in the UK, the Information Commissioner’s Office (ico.org.uk); and in Switzerland, the Federal Data Protection and Information Commissioner (edoeb.admin.ch). We’d appreciate the chance to address your concern first.
Our representatives in the EU and the UK
You can contact our representatives about any matter relating to this policy or to how we process your personal data.
EU Representative (GDPR Article 27)
GridPane, Inc. has appointed Engage Data Consulting B.V., trading as Engage Compliance, as its EU Representative under Article 27 of the GDPR. Contact the representative for GridPane, Inc.
- By email: [email protected]
- By post: Engage Data Consulting B.V., KvK 82538638, Cruquiuskade 251, 1018 AM Amsterdam, Netherlands
Engage Compliance maintains a public record of this appointment: verify representative status.
UK Representative (UK GDPR Article 27)
GridPane, Inc. has appointed Engage Compliance UK Ltd, trading as Engage Compliance, as its UK Representative under Article 27 of the UK GDPR. Contact the representative for GridPane, Inc.
- By email: [email protected]
- By post: Engage Compliance UK Ltd, 124 City Road, London, EC1V 2NX, United Kingdom
Engage Compliance maintains a public record of this appointment: verify representative status.
Security
We protect personal data with technical and organisational measures including encryption in transit and at rest, multi-factor authentication, least-privilege staff access and security monitoring. These are described in Annex B of our Data Processing Agreement.
Cookies
We use cookies on gridpane.com. Non-essential cookies are only set if you accept them through our cookie banner. See our Cookie Policy for details.
Children
Our services are for people aged 18 and over, and we don’t knowingly collect data from children. If you believe a child has given us personal data, contact us and we’ll delete it.Changes to this policy
We may update this policy from time to time. We’ll change the date at the top, and if we make significant changes, we’ll notify account holders by email before they take effect.
Contact us
GridPane, Inc. 325 E. Grand River Ave. East Lansing, MI 48823 United States