Legal information
Privacy notice
This notice explains what personal information Rules for You handles, why it is used, who receives it and the choices available to you.
Updated 2 September 2026 · Version 2
Ed in Park City, LLC, a Utah limited liability company, operates Rules for You and is the controller for the personal information described in this notice unless another organisation is identified as a separate controller. “Rules for You”, “we”, “us” and “our” refer to Ed in Park City, LLC.
This notice covers the public planning-research service, accounts, private workspaces, refusal reviews and related communications. Rules for You operates accounts and workspaces and uses Google, the Twilio outbound Email API, Twilio SendGrid Inbound Parse and OpenAI for the specific provider activities described below. Stripe handles payment activities only when paid checkout is offered.
Controller details
- Legal entity
- Ed in Park City, LLC, a limited liability company organised in Utah, United States.
Information we handle
| Category | Examples | Source |
|---|---|---|
| Technical and security data | IP address, request time, page requested, browser or device details, security events and session identifiers. | Your browser, hosting and security systems. |
| Optional public-page analytics | If you allow it: templated page route without query strings, fragments or dynamic record identifiers, event time, referrer, approximate location, browser, operating system and device type. Private, account, sign-in and token-bearing routes are excluded. Vercel derives a daily visitor hash but does not attach an IP address or persistent identifier to the analytics event available to Rules for You. | Your browser and Vercel Inc.'s Web Analytics service. |
| Account and workspace data | Email address, display name, encrypted password hash where used, email-verification status, verified Google account identifier, workspace name and membership role, invitations, one-use confirmation, reset or account-archive tokens, and authentication throttles. Rules for You does not retain Google access or refresh tokens. | You, a workspace owner who invites you and Google when you choose Google sign-in. |
| Planning-project data | Refusal text, site postcode, local planning authority, search filters, derived postcode coordinates, saved appeals, raw and validated AI output, search embeddings, query vectors, search-run records and matched official-record references. Material you provide may contain information about other people. | You, people acting for you and connected workspace services. |
| Search data | Search terms, selected filters, result references and the query string included in a search URL. A semantic query can be sent to OpenAI to create an embedding used for retrieval. | You, the search interface and configured search services. |
| Payment and transaction data | When paid checkout is used: product, amount, encrypted Stripe customer, Checkout, PaymentIntent, charge, refund and dispute identifiers, plus authorisation, capture, cancellation, refund and dispute status. Rules for You is not designed to receive full payment-card details. | You and Stripe when paid checkout is used. |
| Transactional email data | Recipient address, message purpose, delivery attempt and status, and encrypted Twilio operation and email identifiers. Message purposes include account-archive download links. | You, a workspace owner who invites you, and the Twilio outbound Email API. |
| Workspace inbox data | Sender and recipient details, reply-to, subject, sent time, selected message identifiers and reply references, plain-text and sanitized HTML bodies, spam classification, attachment count, delivered-to address, thread state and member read state. Rules for You does not retain raw MIME, full headers, attachment bytes or filenames, sender IP addresses or detailed spam reports. | The sender and other message participants, the SMTP envelope, a workspace member handling the thread, and Twilio SendGrid Inbound Parse. |
| Public planning-record data | Appeal reference, proposal and site details, decision dates, outcomes, local authority, source passages and privacy-preserving Inspector attribution. | The Planning Inspectorate, local planning authorities and other official public sources. |
| Correspondence | Privacy requests, complaints, support messages, feedback and the records needed to resolve them. | You or a person contacting us for you. |
| Device-storage preference | The choice version, whether you allowed optional analytics, and the decision and expiry times. It does not identify an account. | Your browser on this device. |
Information you must provide
Public browsing does not require an account. Sign-in requires the identity and security data needed to authenticate you and select a workspace. A refusal review requires enough refusal text to perform the requested comparison; the site postcode and local-authority filters are optional unless you choose a location restriction. A complimentary order does not require payment or card details. When paid ordering is offered, Stripe handles the payment information needed for checkout. Without required information we cannot provide the corresponding account or review.
Why we use information and our lawful bases
| Purpose | Usual lawful basis |
|---|---|
| Provide sign-in, workspaces, requested searches, saved records, workspace inboxes, refusal reviews, account archives and customer support using information about you. | Performance of a contract with you, or steps requested before entering a contract. |
| Receive, route, secure, spam-classify and display an email from a sender who does not hold a Rules for You account. | Our legitimate interests in providing the addressed workspace or company contact route, subject to minimisation, security and the sender's rights. |
| Process relevant personal information about another person that appears in a refusal notice, officer report or other material you submit for research. | Our legitimate interests in providing the requested planning research, subject to necessity, minimisation and the rights of the other person. Your contract with us is not the lawful basis for processing that other person's data. |
| Operate the public planning-appeals, local-authority and Inspector research databases. | Our legitimate interests in making official planning evidence easier to find, compare and verify, balanced against the rights of people named or described in source material. |
| Secure the service, authenticate users, prevent fraud and abuse, diagnose faults and protect legal rights. | Our legitimate interests in operating a safe and reliable service; legal obligation where a specific law applies. |
| With your permission, measure visits to approved public pages so we can understand which research surfaces are used. | Consent. You can withdraw it at any time through Cookie settings without affecting earlier processing. |
| Where applicable, administer payments, accounting, tax, complaints and statutory rights requests. | Contract and legal obligation. |
| Remember that you have seen the cookie notice without creating an account-level record. | Our legitimate interests and the strictly necessary device-storage exception. |
Optional Vercel Web Analytics remains off until you allow it through the site's privacy choices. We do not use the analytics choice for advertising or attach it to your account. Any future marketing choice will be separate from these terms and from the analytics choice.
Public planning records
Official planning records can contain personal information even when they are publicly available. Rules for You limits public display to information relevant to planning research, uses privacy-preserving attribution for Inspectors and applies automated filtering to decision passages. Signatures and personal contact details should not be republished.
Public availability does not remove your data-protection rights. You may object to this processing because it relies on legitimate interests. We will stop unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.
Private refusal reviews and AI processing
A refusal draft submitted before sign-in is encrypted and remains claimable for no more than 24 hours; an expired row is deleted by the next scheduled cleanup. If you sign in and claim it, the text and chosen location settings become part of your private workspace. The service can send the bounded refusal text directly to OpenAI for a structured AI review and create OpenAI search embeddings to identify issues and retrieve potentially relevant official appeal passages. Results are research aids, not predictions or decisions about your legal rights.
Refusal-review Responses requests use foreground execution, no tools and store: false. This prevents Responses application-state storage but does not itself provide zero retention. OpenAI documents default abuse-monitoring logs of up to 30 days unless approved data controls change that position.
Do not include irrelevant sensitive information about yourself or anyone else. Special-category and criminal-offence data is processed only where the applicable UK GDPR Article 9 or UK GDPR Article 10 and Data Protection Act 2018 condition, authority, safeguards and controls apply. The customer's contract is not enough. Where those conditions do not apply, remove or redact that information before submitting material.
Workspace email
A workspace can receive email at a permanent Rules for You address. Incoming messages are parsed by Twilio SendGrid and routed from the SMTP envelope into the addressed private workspace. Unknown recipients at the inbound subdomain are discarded. Mail delivered to an address at the root Rules for You domain is routed to the configured administrative workspace.
Current owners and members of the recipient workspace can read its messages and can see whether other current members have opened the latest message in a thread. Access to the administrative inbox requires both current membership and a separate server-side developer allowlist. Removing a membership also removes that member's inbox read state.
HTML is sanitized and isolated from the site, and remote images and tracking resources are not loaded. Attachments are counted but their bytes and filenames are discarded. Do not use a workspace address to send an original document that Rules for You needs to retain. The inbox is receive-only: it does not provide compose, reply or forwarding.
Cookies and local storage
Rules for You currently uses only necessary first-party cookies for security, sign-in, sessions and temporary refusal drafts. Local storage remembers for up to six months whether you allowed optional, cookie-free Vercel Web Analytics. The analytics script does not load before you allow it, and changing to necessary-only prevents further events. Read the cookie policy for exact names, data, durations and browser controls.
Who receives information
Information may be shared only as needed with:
- Google when you choose Google identity;
- Stripe when paid checkout is used, for hosted Checkout, payment administration, refunds and disputes;
- the Twilio outbound Email API for confirmations, password resets, invitations, account-archive links and order confirmations, and Twilio SendGrid Inbound Parse for workspace and company email;
- hosting, analytics, database, content-delivery, security and error-diagnostic providers, including the configured Vercel Inc. and Prisma services;
- OpenAI for the configured refusal review and semantic-search processing;
- professional advisers, auditors, insurers, regulators, courts and law enforcement when lawfully required; and
- a buyer or successor if the business is reorganised, subject to appropriate confidentiality and notice.
We do not sell personal information or share it for cross-context behavioural advertising.
How long we keep information
| Information | Current period or criterion |
|---|---|
| Email-confirmation and password-reset tokens | Confirmation tokens expire after 24 hours and password-reset tokens after 30 minutes. Both are one-use hashes. |
| Account-archive request | The email link is a one-use hash token usable for 30 minutes by the same signed-in account. The ZIP is generated for that response and is not retained by Rules for You. Token rows enforce the rolling-hour request limit. The token and email-delivery audit rows remain subject to the retention and deletion schedule; the 30-minute lifetime is not their deletion period. |
| Workspace invitation | Expires after 24 hours and becomes unusable when accepted or revoked. The short-lived browser invitation cookie lasts up to 10 minutes. |
| Temporary refusal draft and claim token | Claimable for up to 24 hours, then deleted by the next scheduled cleanup run. |
| Rules for You browser session | The cookie is usable for up to 30 days unless you sign out or it is invalidated. It is a JWT and has no database session row. |
| Privacy-choice local-storage item | Recognised for up to six months; removed when the site next checks after expiry or earlier if browser storage is cleared. |
| Vercel Web Analytics | Vercel says its visitor hash resets daily and its visitor-session identifier is discarded after 24 hours. Aggregated reporting data is available for the reporting window attached to the Vercel plan and may be retained longer by Vercel to support a later plan upgrade. Withdrawal stops new Rules for You analytics events but does not retrospectively remove aggregated statistics. |
| Account, workspace, refusal-review and saved records | While needed to provide the account and review and, where applicable, resolve payments, disputes, security incidents and legal obligations. Retention also reflects applicable limitation periods, backup cycles and lawful holds. |
| Workspace email | Inbox and Spam messages are kept without an automatic expiry while they remain in those views. A workspace owner may move a thread to Trash or restore it. A new non-spam reply restores an unpurged thread; spam remains in Spam. Trashed content is deleted after 30 days, subject to lawful holds and rights requests. The permanent address reservation is never reassigned; after purge, only a content-free technical purge audit remains. |
| Public official planning records | While the record remains accurate, relevant and lawfully publishable, subject to periodic review, source changes, objections and erasure requests. |
| Complaints, tax and transaction records | For the period required by applicable law and to establish, exercise or defend legal claims. |
Security
Rules for You uses measures including encrypted application strings, salted hash sidecars for exact matching, Argon2id password hashes with a separate server pepper, HttpOnly and SameSite cookies, provider-token minimisation, access controls and per-request workspace membership checks. Inbound messages additionally use signed-webhook verification, bounded parsing, delivery deduplication and isolated sanitized-HTML rendering. No internet service can promise absolute security. Please do not send secrets or unrelated personal information through a planning-review field or workspace address.
Downloading your account archive
A signed-in user with a verified email address can request an archive from their account page. We send a one-use link that is valid for 30 minutes. The same account must be signed in when the link is used. The ZIP is generated and streamed for that download; Rules for You does not retain an export file, create an export bucket or background job, or send archive data to OpenAI.
The archive contains machine-readable records directly attributed to that user: their profile and sign-in-method references; authentication, throttle and email-delivery lifecycle information without credentials or hashes; their memberships and invitations; claimed refusal intakes; reviews they created, including the source, processing data, output, vectors and current matches; saves and searches they made; and customer or payment records where they paid or accepted checkout consent. A review the user created remains in scope if they later leave its workspace. Paying for another user's review includes the payer's transaction but not the other user's review.
Workspace membership or ownership does not expose another member's identity, planning material, review or payment. The archive includes only the bounded official-record references and source passages needed to understand the user's own saves or matches, not the public planning databases wholesale. It excludes passwords, usable tokens, hash sidecars and other operational secrets; browser storage and stateless JWTs; unlinked public searches, hosting logs, workspace inbox messages and read state, correspondence, complaint files, backups and provider-held copies.
This product archive is not described as all personal information or a complete response to a subject access request. Use the privacy address above or the data-protection contact route for a complete rights request, another format, third-party review or information outside the archive. Downloading it does not delete data, close an account or workspace, cancel a review, or change provider and backup retention.
Your UK data-protection rights
Depending on the circumstances, you may have the right to:
- receive a copy of your personal information;
- correct inaccurate or incomplete information;
- ask for deletion or restriction;
- object to processing based on legitimate interests;
- receive qualifying information in a portable format;
- withdraw consent without affecting earlier lawful processing; and
- avoid a decision based solely on automated processing that produces legal or similarly significant effects, subject to legal exceptions.
These rights are not absolute and depend on the lawful basis and applicable exemptions. We may need information to verify identity and authority before acting. We will not charge unless a request is manifestly unfounded or excessive and the law permits a fee. We usually respond within one month after receiving a valid request; the law permits an extension for a complex request, in which case we will explain the extension within the first month.
Complaints
You may use any privacy address shown in the controller details above or the data-protection contact route. We will acknowledge a complaint within 30 days, investigate it without undue delay, keep you informed and explain the outcome. You may also complain to the UK Information Commissioner’s Office. The ICO explains how to make a complaint on its data-protection complaints page.
Children
Rules for You is intended for adults dealing with planning research and is not directed to children. Refusal reviews may be ordered only by a person aged 18 or over. Contact us if you believe a child has provided personal information without appropriate authority.
Automated decisions
The refusal review and semantic search use automated processing to extract issues and rank potentially relevant records. They do not decide whether planning permission should be granted, whether an appeal will succeed, whether you may use the service or any other matter producing legal or similarly significant effects. A reviewer must verify source decisions and material factual differences.
Contact and changes
You may contact either Ed in Park City, LLC or the named UK representative using any applicable details shown above.
We will update this notice when the service, providers, legal bases, recipients or retention practices materially change. A material change will be brought to account holders’ attention where required. The current terms and conditions and cookie policy should be read with this notice.