PlanHero® Privacy Policy

Last Updated: September 24, 2026

This Privacy Policy describes how MomClone, LLC, doing business as PlanHero® (“PlanHero,” “we,” “us,” or “our”), collects, uses, stores, processes, and discloses personal information in connection with our websites, applications, software platform, and related services (collectively, the “Services”).

PlanHero provides organizations with tools for event and signup management, volunteer and member management, communications, participation tracking, and related organizational activities.

By accessing or using the Services, you acknowledge the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Services.

1. Information We Collect

The information we collect depends upon how you interact with PlanHero, the features used by an organization, and your relationship with an organization using PlanHero.

A. Information You Provide Directly

We may collect information that you provide directly to us, including:

• Name, email address, telephone number, mailing address, and other contact information;
• Account credentials and authentication information;
• Account profile and organizational information;
• Event, signup, volunteer, Member, Group, and administrative information;
• Information submitted through Event questions, forms, onboarding forms, or other organization-created fields;
• Volunteer hours, attendance, participation, check-in, and check-out information;
• Training, certification, qualification, and Checklist information;
• Waivers, agreements, acknowledgments, electronic acceptances, and related records;
• Documents or files uploaded through the Services;
• Communications sent through or in connection with the Services; and
• Communications with PlanHero, including customer support requests, chats, telephone calls, and related correspondence.

B. Information Provided by Organizations and Other Users

Organizations using PlanHero may provide personal information about Members, volunteers, employees, participants, players, parents, supporters, donors, or other individuals in order to use the Services.

For example, an Account Owner or authorized administrator may provide an individual’s name, email address, telephone number, mailing address, Group affiliation, participation information, or other information when adding that individual as a Member or managing organizational activities.

As a result, PlanHero may receive personal information about you from an organization or another authorized user even if you did not initially provide that information directly to PlanHero.

Organizations are responsible for ensuring that they have appropriate authority to provide personal information to PlanHero and to use that information through the Services.

C. Information Collected Through Impact Plan Features

Organizations using certain PlanHero plans, including the Impact Plan, may use additional volunteer and Member management features. Depending upon the features selected by the organization, PlanHero may process information relating to:

• Group membership and organizational roles;
• Member onboarding;
• Volunteer and participation history;
• Volunteer hours;
• Check-in and check-out records;
• Training, certifications, qualifications, and Checklist completion;
• Waivers, agreements, acknowledgments, and acceptance records;
• Documents uploaded to Member profiles;
• Background screening status information as described in Section 6;
• Communications; and
• Other records an organization chooses to maintain using available PlanHero features.

D. Transaction and Donation-Related Information

When an organization uses payment, fundraising, donation, or third-party integration features, PlanHero may process transaction-related information such as transaction amount, donation amount, transaction date, Event association, participant or donor contact information, transaction status, and related transaction metadata.

PlanHero does not store full payment card numbers on our servers. Payment card information is processed by third-party payment processors as described below.

E. Information Collected Automatically

When you access or use the Services, we may automatically collect certain technical and usage information, including:

• IP address and general geographic location, such as city or state;
• Device identifiers and device type;
• Browser type;
• Operating system;
• Pages viewed;
• Actions taken and features used;
• Referring and exit information; and
• Cookies and similar technologies.

2. How We Use Information

We may use information we collect to:

• Provide, operate, maintain, and improve the Services;
• Create and administer accounts, Groups, Events, Members, and signups;
• Provide volunteer and Member management functionality;
• Track participation, attendance, volunteer hours, training, certifications, and related organizational information;
• Facilitate onboarding, waivers, agreements, and organizational recordkeeping;
• Process payments and manage PlanHero subscriptions;
• Facilitate customer-authorized integrations with third-party platforms;
• Enable communications between organizations and their Members, volunteers, participants, or other users;
• Provide customer support and customer success assistance;
• Conduct training, quality assurance, troubleshooting, and product improvement;
• Communicate administrative and service-related notices, including security notices and policy updates;
• Monitor, protect, and secure the Services;
• Detect, investigate, and prevent fraud, misuse, security incidents, and other harmful activity;
• Maintain records necessary for legal, accounting, security, and operational purposes;
• Comply with applicable laws and legal obligations; and
• Enforce our agreements and Terms of Use.

PlanHero does not sell personal information.

PlanHero does not sell customer or Member information to advertisers or data brokers.

3. Organizations Using PlanHero and Their Responsibilities

PlanHero provides organizations with technology that allows them to collect and manage information about Members, volunteers, employees, participants, supporters, and other individuals.

Organizations determine how they configure and use many features of the Services, including:

• Which individuals they add as Members;
• Which Groups they create and who belongs to those Groups;
• What Events and signup opportunities they create;
• What information they request through questions, forms, or onboarding;
• Which Checklists, training requirements, or certifications they track;
• What documents they upload or request;
• Whether they use waivers, agreements, acknowledgments, electronic signatures, or other forms of acceptance;
• Whether they initiate available background screening features;
• Which communications they send; and
• Whether they enable optional third-party integrations.

When PlanHero processes personal information on behalf of an organization in providing these Services, the organization is responsible for its own collection and use of that information and for complying with applicable privacy, employment, volunteer, fundraising, and other laws.

If you have questions about information an organization has collected about you through PlanHero, you may wish to contact that organization directly.

4. Event Questions, Forms, and Onboarding

PlanHero allows organizations and Event organizers to create custom questions, forms, onboarding forms, and other information requests.

These questions and forms are created and managed by the organization or organizer, not by PlanHero. PlanHero does not generally review or approve organization-created questions before they are published.

PlanHero prohibits users from requesting certain highly sensitive information through general-purpose PlanHero questions or forms, including Social Security numbers and full payment card numbers.

Organizations are responsible for ensuring that the questions they ask, information they request, and information they collect comply with applicable privacy and data protection laws.

Information submitted through organization-created questions and forms may be stored through PlanHero and made available to authorized users of the organization for legitimate organizational purposes.

Users should review requests for information carefully before submitting personal information.

5. Waivers, Agreements, and Electronic Acknowledgments

PlanHero may allow organizations to upload, create, present, distribute, and maintain waivers, agreements, policies, acknowledgments, consent forms, or other documents or text through the Services. Organizations may also configure certain features to request an electronic signature, acknowledgment, checkbox acceptance, or other indication of acceptance from a Member, volunteer, participant, or other individual.

PlanHero provides these features as technology and recordkeeping tools only. PlanHero does not provide legal advice and does not determine or represent that any waiver, agreement, acknowledgment, consent, electronic signature, or method of acceptance is legally valid, sufficient, binding, or enforceable.

The organization using the feature is solely responsible for:

• The content of its waivers, agreements, policies, consent forms, and other documents;
• Determining whether a waiver, agreement, consent, acknowledgment, or other document is appropriate for its intended purpose;
• Determining what form of signature, consent, acknowledgment, or acceptance is appropriate;
• Determining whether the method used satisfies applicable legal requirements;
• Determining whether an individual has the authority or legal capacity to provide the requested signature, consent, acknowledgment, or acceptance;
• Obtaining any parental, guardian, employee, volunteer, participant, or other consent or authorization required by applicable law; and
• Maintaining any additional records required by applicable law.

PlanHero’s recording or storage of an electronic signature, checkbox, acknowledgment, acceptance, date, time, account information, or other record does not constitute a representation or certification by PlanHero regarding the identity, authority, legal capacity, intent, or legal effect of the person taking the action, or regarding the validity or enforceability of the underlying document or agreement.

Organizations should consult their own legal counsel regarding the content, use, validity, and enforceability of waivers, agreements, electronic signatures, acknowledgments, consent forms, and other legal documents used through PlanHero.

6. Background Screening Through Checkr

Organizations using eligible PlanHero features may elect to use PlanHero’s integration with Checkr to facilitate background screening.

When an organization initiates a background screening, Checkr may collect and process information necessary to perform the screening directly through Checkr’s services. That information may include information that is not collected or stored by PlanHero.

PlanHero may receive and store limited screening-related information necessary to support the integration and allow the organization to manage its screening process, such as screening status, result or disposition status, screening component results, completions dates, and report or transaction identifiers.

PlanHero does not perform background checks and is not a consumer reporting agency. Background screenings are performed by Checkr and are subject to Checkr’s applicable terms, privacy policies, notices, authorizations, and legal requirements.

Organizations using background screening features are responsible for determining and complying with applicable laws governing their use of background screening information.

7. Third-Party Service Providers and Integrations

PlanHero uses third-party service providers and offers optional integrations to help provide, operate, support, and improve the Services.

The information processed by these providers depends upon the services used and the features enabled.

A. Stripe — Payments

PlanHero uses Stripe to process certain payments and manage subscriptions.

If an Event organizer uses PlanHero to collect payments from participants or other users, payments are processed through Stripe. PlanHero may charge a service fee where applicable, which will be disclosed in connection with the transaction.

Payment transactions are processed by Stripe, and PlanHero does not store full payment card numbers on our servers.

Stripe processes payment information according to Stripe’s applicable terms and privacy policies.

B. Freshworks — Customer Support

PlanHero uses Freshworks to provide customer support services, including support tickets, live chat, and telephone support.

Communications with our support team, including chats and calls, may be recorded or stored for purposes including responding to requests, troubleshooting, training, quality assurance, security, and improving our support and Services.

C. Google Analytics

PlanHero uses Google Analytics to help understand how visitors and users interact with our websites and Services.

Google Analytics may collect information such as pages visited, interactions, device and browser information, and other usage information.

D. Google API & User Data

PlanHero allows users to use Google Sign-In and to connect certain PlanHero events and signups with Google Calendar. When you choose to use these features, PlanHero accesses and stores only the Google user data necessary to provide the requested functionality.

Google Sign-In

When you use Google Sign-In, PlanHero accesses and may store:

• Your Google user ID
• Your email address
• Your name
• Authentication tokens required to maintain your login session

This information is used to authenticate your identity and allow you to create or access your PlanHero account.

Google Calendar Integration

If you choose to connect PlanHero with Google Calendar, PlanHero requests only the Google Calendar permissions necessary to provide calendar synchronization functionality. These permissions may include:

• Create and manage app-created calendars and events (https://www.googleapis.com/auth/calendar.app.created) — allows PlanHero to create and manage PlanHero-related calendars and events within Google Calendar.

• View your calendar list (https://www.googleapis.com/auth/calendar.calendarlist.readonly) — allows PlanHero to view the list of Google calendars associated with your account so that the calendar synchronization feature can operate.

For Event organizers who connect PlanHero events with Google Calendar, PlanHero securely stores:

• OAuth refresh tokens necessary to maintain your authorization
• Google Calendar IDs
• Google Event IDs

This information is used exclusively to create, update, and delete synchronized PlanHero events in the Event organizer’s Google Calendar.

For volunteer signup calendar synchronization, Google Calendar synchronization is performed in real time when needed. PlanHero does not permanently store Google OAuth tokens or Google Calendar IDs for this functionality.

Google Calendar Data We Do Not Collect or Store

PlanHero does not access, import, read, or store unrelated information from your Google Calendar, including:

• Existing personal calendar events
• Private calendar entries
• Attendee lists from external calendar events
• Personal schedules or availability information

Only Google Calendar data necessary to provide PlanHero calendar synchronization functionality is processed.

How We Use and Share Google User Data

Google user data is used exclusively to provide Google Sign-In and Google Calendar synchronization functionality requested by the user.

PlanHero:

• Does not use Google user data for advertising.
• Does not sell Google user data.
• Does not transfer, disclose, or share Google user data with third-party services, advertising platforms, or external organizations.
• Does not use Google user data to train generalized artificial intelligence or machine learning models.

Google user data is used only between PlanHero and Google APIs as necessary to provide the requested authentication and calendar synchronization functionality.

Google Limited Use Disclosure

PlanHero’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Revoking Google Access

You may revoke PlanHero’s access to your Google Account at any time through your Google Account’s third-party access settings. You may also contact PlanHero at support@planhero.com for assistance.

E. Facebook Login  

Users may choose to access PlanHero using Facebook authentication.

When you use Facebook to sign in, PlanHero may receive information such as your name, email address, and other basic profile or authentication information permitted by your settings with Facebook.

F. Double the Donation

PlanHero offers an integration with Double the Donation that may allow organizations and participants to access information relating to volunteer grants, volunteer time off, corporate matching, or related employer programs.

If an organization enables the feature and a participant elects to provide employer information, information necessary to provide the integration may be shared with Double the Donation.

Information processed by Double the Donation is also subject to Double the Donation’s applicable privacy policy and terms.

G. Canva

PlanHero may offer an integration with Canva that allows authorized users to create or manage Event banner images and related content.

If an authorized user elects to connect Canva, information necessary to establish and operate the connection may be exchanged between the services. Content created or processed using Canva is also subject to Canva’s applicable privacy policy and terms.

H. Givebutter and HubSpot — Customer-Authorized Data Exports

PlanHero may allow an Account Owner or authorized administrator to connect a PlanHero account to supported third-party platforms, including Givebutter and HubSpot.

When an authorized customer enables one of these integrations, PlanHero may transmit information from PlanHero to the connected third-party account at the customer’s direction.

Depending upon the integration, customer configuration, and information maintained in PlanHero, information transmitted may include:

• Names and contact information;
• Member or participant information;
• Event information;
• Signup or participation information;
• Donation amounts and donation-related information;
• Transaction-related information; and
• Other information supported by the integration and selected by the customer.

These integrations are currently designed to transmit information from PlanHero to the connected Givebutter or HubSpot account. PlanHero does not use these integrations to import information from Givebutter or HubSpot into PlanHero unless we notify users of a change to that functionality.

The organization connecting the third-party service is responsible for determining whether it is authorized to transmit the information and for its subsequent use of the information within the third-party platform.

Once information has been transmitted to Givebutter, HubSpot, or another customer-selected third-party platform, that third party’s processing of the information is governed by its own privacy policy, terms, and the organization’s agreement with that provider.

I. Other Service Providers

PlanHero may use additional service providers for functions such as hosting, infrastructure, communications, email delivery, security, analytics, software development, and other business operations.

We may provide these service providers with information reasonably necessary for them to perform services for PlanHero, subject to appropriate contractual or operational safeguards where applicable.

8. Customer-Authorized Sharing and Integrations

In addition to the service providers described above, PlanHero may disclose or transmit personal information when an Account Owner, authorized administrator, organizer, or user directs us to do so.

For example, when an organization enables an integration with Givebutter or HubSpot, PlanHero transmits supported information at the organization’s direction.

PlanHero does not control how an independent third-party service uses information after the information has been transferred to that service. Organizations should review the privacy practices and terms of third-party services before enabling integrations.

9. Internal Access to Information

PlanHero personnel may access customer and user information when reasonably necessary to:

• Provide customer support or technical assistance;
• Troubleshoot problems;
• Provide customer success assistance;
• Investigate suspected fraud, abuse, or security incidents;
• Maintain and secure the Services;
• Comply with legal obligations; or
• Perform other legitimate operational functions necessary to provide the Services.

Access to customer information is restricted to authorized personnel and is subject to internal access controls.

10. Cookies and Similar Technologies

PlanHero and certain service providers may use cookies and similar technologies to:

• Keep users logged in;
• Remember settings and preferences;
• Provide and maintain functionality;
• Understand how websites and Services are used;
• Diagnose technical problems;
• Measure website and marketing performance; and
• Support security and fraud prevention.

You may control cookies through your browser settings and, where available, through privacy or cookie controls provided on our websites.

Disabling certain cookies may affect the functionality of the Services.

11. How We Disclose Information

PlanHero may disclose personal information:

• To service providers that help us operate, maintain, secure, and improve the Services;
• At the direction of an Account Owner, administrator, organizer, or user, including through customer-authorized integrations;
• To payment processors and other providers necessary to complete transactions;
• To comply with applicable laws, regulations, subpoenas, court orders, legal processes, or lawful governmental requests;
• When reasonably necessary to protect the rights, property, safety, or security of PlanHero, our customers, users, or others;
• To investigate or prevent fraud, security incidents, misuse, or violations of our agreements; and
• In connection with an actual or proposed merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or other business transaction involving all or part of PlanHero or MomClone, LLC, subject to applicable law and appropriate protections.

PlanHero does not sell personal information to third parties.

12. Your Choices and Control Over Your Information

Depending upon your relationship with PlanHero and applicable law, you may be able to:

• Access or update your PlanHero account information;
• Correct certain information;
• Request access to personal information maintained about you;
• Request correction or deletion of personal information;
• Request a copy of certain personal information; or
• Close your PlanHero account.

Certain information may be managed directly through account settings.

In some circumstances, PlanHero processes information on behalf of an organization. If your request concerns information controlled by an organization using PlanHero, we may direct you to the organization or coordinate with the organization as appropriate.

We may need to verify your identity or authority before completing certain privacy requests.

We may retain information where reasonably necessary or permitted for legal compliance, security, fraud prevention, dispute resolution, enforcement of agreements, backup and recovery, financial recordkeeping, or other legitimate operational purposes.

13. U.S. Privacy Rights

Depending on your location, your relationship with PlanHero, and applicable law, you may have certain rights regarding your personal information.

Where required by applicable law, these rights may include the ability to:

• Request access to personal information maintained about you;
• Request correction of inaccurate personal information;
• Request deletion of certain personal information;
• Request a copy of certain personal information; or
• Exercise other privacy rights provided by applicable law.

Even where a particular state privacy law does not apply to PlanHero, we may, where reasonably practicable and appropriate, assist individuals with requests to access, correct, or delete personal information associated with their PlanHero account.

In some circumstances, PlanHero processes information on behalf of an organization using the Services. If your request concerns information controlled by that organization, we may direct you to the organization or coordinate with the organization as appropriate.

We may need to verify your identity or your authority to make a request before taking action.

Certain information may be retained where reasonably necessary or permitted for legal compliance, security, fraud prevention, dispute resolution, financial recordkeeping, backup and recovery, enforcement of agreements, or other legitimate operational purposes.

PlanHero does not sell personal information.

Privacy requests may be submitted using the contact information in Section 18.

14. EEA, United Kingdom, and Other International Users

PlanHero is based in the United States and the Services are operated primarily from the United States.

If applicable data protection law applies to our processing of personal information, the lawful bases for processing may include:

• Performance of a contract;
• Legitimate interests in providing, securing, supporting, and improving the Services;
• Compliance with legal obligations; and
• Consent where required.

Subject to applicable law, individuals may have rights including access, correction, erasure, restriction, objection, and data portability.

Information provided to PlanHero from outside the United States may be transferred to and processed in the United States and other countries where PlanHero or its service providers operate. Those countries may have different data protection laws than the country in which you reside.

Where required by applicable law, PlanHero will use appropriate mechanisms for international transfers of personal information.

Privacy requests may be submitted using the contact information in Section 18.

15. Children’s Privacy

PlanHero is not directed to children under the age of 13, and PlanHero accounts and Services are not intended to be independently used by children under 13.

We do not knowingly collect personal information directly from children under 13 without authorization or other circumstances permitted by applicable law.

Organizations using PlanHero are responsible for determining whether they are permitted to enter or process information relating to minors through the Services and for obtaining any consent or authorization required by applicable law.

If you believe personal information concerning a child under 13 has been provided to PlanHero in violation of applicable law, please contact us so that we can investigate and take appropriate action.

16. Data Security

PlanHero uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, acquisition, disclosure, alteration, loss, or destruction.

These safeguards include access controls designed to restrict internal access to information and the use of third-party providers that support the secure operation of the Services.

No method of electronic transmission, processing, or storage is completely secure. Accordingly, we cannot guarantee the absolute security of personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our Services, business practices, technology, integrations, or legal requirements.

When we update this Privacy Policy, we will revise the “Last Updated” date at the top of the policy.

If we make material changes, we may provide additional notice as required by applicable law or as otherwise appropriate.

18. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or a privacy request, please contact:

MomClone, LLC (dba PlanHero®)

1187 Coast Village Road, Suite 1-775
Santa Barbara, CA 93108
houston@planhero.com