shadow-planner
Download
Privacy

Privacy Policy

How shadow-planner handles your data — planning data stays in a local database on your device; data is shared only when you actively use the optional AI providers, the Stripe checkout or licence recovery. The app has no analytics or tracking; this website uses cookieless Cloudflare Web Analytics.

Last updated: 3 October 2026

1. Data controller

The controller responsible for data processing within the meaning of the EU General Data Protection Regulation (GDPR) is:

Martin Grüner Kolbegasse 71A/8 1230 Vienna Austria Email: martin.midori@fileshiftr.app

2. Overview

shadow-planner is a project-planning application that runs locally on your device. Sections 3 to 5 cover the application; Section 6 covers this website (shadow-planner.app). All planning data you enter stays on your device and is not transmitted to the controller. Data is shared with the controller's licence service and with third parties only in the cases expressly described below, and only when you actively use the relevant feature.

3. Data processed locally on your device

The following data is stored exclusively in a local database (SQLite) on the device where the application runs:

  • Planning data — scenarios, projects, epics, tasks, employee records (including the name, email address, role and cost rate you enter for each person), assignments, resource-allocation and utilisation data, labels, and saved scenario snapshots and templates;
  • Settings you configure, including any API keys you choose to store for AI services;
  • The change history (audit log), which records write operations performed within the application, together with the originating chat-prompt excerpt where applicable;
  • Chat history of the optional AI assistant, and any planning drafts you create.

This data is neither collected nor accessed by the controller. You are responsible for securing and protecting the device on which the data is stored.

Note on employee data: If you enter personal data of third parties (for example, employees) into the application, you are the controller for that data within the meaning of the GDPR and are responsible for processing it lawfully — including providing those individuals with any information they are entitled to.

4. Transfers to third parties

Data is transferred to third parties only in the cases below. Whenever the application connects to an external service, your IP address is necessarily transmitted to that provider for technical reasons.

4.1 AI assistant (optional)

The application includes an optional AI assistant. The default provider is Ollama, which runs entirely on your own device — when you use it, no data leaves your device.

If you instead choose a cloud-based provider, your chat input together with the project context required to answer your request (which may include employee and project data) is transmitted to the provider you select:

Using a cloud provider requires you to actively select it and to supply your own API key. The AI assistant is active only if you set it up and use it.

Your responsibility when using a cloud provider. Whether, when and which data is sent to a cloud-based AI provider is decided solely by you, by selecting that provider, supplying your own API key and submitting a request. The controller has no contract with these providers on your behalf, is neither their processor nor a joint controller with them, and has no access to or control over the data you transmit or over how, where and for how long the provider processes, stores or uses it. That processing takes place exclusively under the terms and privacy policy agreed between you and the provider. The controller accepts no responsibility or liability for it. Before enabling a cloud provider, make sure you are permitted to disclose the data concerned — in particular personal data of employees or other third parties and confidential business information — and, where required, obtain the necessary consent or conclude a data-processing agreement with the provider yourself. If in doubt, use Ollama on your own device.

4.2 Purchase and licence service (optional)

The application can be used free of charge. Unlocking the paid tier is an optional one-time purchase, processed by the payment processor Stripe (Stripe Payments Europe, Ltd., Ireland, and Stripe, Inc., United States). If you make the purchase, the payment and billing details you enter during checkout are processed directly by Stripe through its hosted checkout page; the application itself never receives or stores card details.

Licence service. From version 3.3.3 the application no longer talks to Stripe itself. To start a purchase, to confirm a payment and to restore a licence it contacts the controller's licence service at license.shadow-planner.app, which runs on Cloudflare Workers (Cloudflare, Inc., United States) on the controller's behalf. The licence service keeps no database and does not log the content of requests. Your IP address is processed to answer the request and to limit abuse. It receives:

  • when you start a purchase — the offer you chose, the application version and, if you redeemed a trial code, the campaign prefix of that code;
  • when you return from checkout — the identifier of your Stripe checkout session, which it uses to confirm the payment with Stripe;
  • when you restore a licence — the email address you enter (see below).

The licence service answers with a signed confirmation. Only an identifier of your Stripe customer account, an identifier of the payment, the email address of the purchase and the resulting licence status are stored locally. The licence is perpetual — it does not expire, and the application performs no recurring online licence checks.

Licence recovery by email. If you reinstall the application and use the licence-recovery feature, the email address you enter is transmitted to the licence service, which asks Stripe whether a purchase exists for it. If one does, a one-time code is sent to that address by email through Google Workspace (Gmail) (Google Ireland Limited, Ireland, and Google LLC, United States), acting on the controller's behalf. A copy of that message — your email address and the code, which is valid for 15 minutes — remains in the controller's sent-mail folder. It is moved to the trash after 30 days and permanently deleted by Gmail 30 days later. The application shows the same confirmation whether or not a purchase exists, so that nobody can use the feature to find out who is a customer.

Versions before 3.3.3 contact Stripe directly from your device for these steps and show the recovery code on screen instead of sending it by email.

Further information: Stripe Privacy Policy, Cloudflare Privacy Policy, Google Privacy Policy.

5. No analytics, no tracking in the application

The application contains no analytics, tracking or advertising services. No usage statistics are transmitted to the controller or to any third party. All program files, including the open-source libraries used to render the interface, are bundled with the application — the interface loads no resources from third-party servers. The application does not include an automatic update mechanism — updates are delivered solely through the Microsoft Store or Snap Store, whose own privacy terms govern that distribution.

The browser's local storage (localStorage) holds only functional settings, such as the selected theme (light/dark), the current scenario and chat-session identifiers, and view preferences for the Gantt and utilisation screens. This data remains on your device.

6. This website (shadow-planner.app)

When you visit this website, the following services process data on the controller's behalf. None of them sets cookies. The theme you choose (light/dark) is kept in your browser's local storage and never leaves your device. Fonts, scripts and images are served from this website itself, except where stated below.

  • Hosting — the website and the macOS downloads are served by Render Services, Inc. (United States). To deliver the pages, Render processes your IP address, the requested address, date and time, referrer and browser information in its server logs. Privacy Policy
  • Visitor statistics — Cloudflare Web Analytics (Cloudflare, Inc., United States) counts page views to show which pages are read. It uses no cookies or local storage and does not track you across websites; it processes the page address, referrer, browser type and your IP address, which is used only to deliver the measurement and is not stored for analytics. Privacy Policy
  • Contact form — if you send a message through the contact form, your email address and message are transmitted to Web3Forms, which forwards them to the controller by email. They are used only to answer your inquiry and are deleted once it has been dealt with, unless statutory retention obligations apply. Privacy Policy

Links to the Microsoft Store, the Snap Store and other external websites take you to those providers, whose own privacy terms apply from then on.

Where personal data is processed, this is based on the following legal bases:

  • Art. 6(1)(b) GDPR — processing necessary to perform a contract (providing the application and, where made, the one-time purchase and the recovery of its licence);
  • Art. 6(1)(f) GDPR — legitimate interest in a functional and secure application, in protecting the licence service against abuse, and in operating, securing and measuring the reach of this website;
  • Art. 6(1)(a) GDPR — consent, where you actively use optional features such as the cloud-based AI assistant.

8. Retention

Data stored locally remains on your device until you delete it within the application or remove the application together with its data. The change history (audit log) can be given a retention period in the settings. For third parties (Anthropic, OpenAI, OpenRouter, Stripe, Render, Cloudflare, Google, Web3Forms), retention is governed by their respective privacy policies.

9. Your rights

Under the GDPR you have the rights of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21). Because your planning data is stored locally on your device, you can exercise most of these rights directly within the application — by viewing, editing, exporting and deleting your data. For matters concerning the controller, please use the contact details in Section 1.

10. Right to lodge a complaint

You have the right to lodge a complaint with a data-protection supervisory authority about the processing of your personal data. The authority responsible for the controller is:

Austrian Data Protection Authority (Österreichische Datenschutzbehörde) Barichgasse 40–42, 1030 Vienna, Austria Email: dsb@dsb.gv.at Web: www.dsb.gv.at

11. Changes to this policy

This privacy policy may be amended if the features of the application or the applicable legal framework change. The version embedded in the application at the relevant time applies.

Try it

Free to start. €4,99 once to go unlimited.

Install from the Microsoft Store or Snap Store, or download for macOS. No account, no subscription, your data stays on your machine.

Get shadow-planner See features

Get in touch

Have a question about shadow-planner? Drop a message — we'll get back to you by email.