Privacy Policy

This Privacy Policy describes how Prooflio ("we," "us," or "our") collects, uses, and shares your personal information when you visit prooflio.io or use our review intelligence platform. We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other applicable data protection laws.

1. Information we collect

Information you provide

• Account information: name, email, company name, password (hashed) when you sign up.
• Billing information: credit card details processed securely via Stripe; we never store full card numbers.
• Review data: reviews you import or sync from connected platforms (Google, G2, Trustpilot, etc.).
• Communications: messages you send to support, contact form submissions.

Information collected automatically

• Usage data: pages visited, features used, dashboard interactions.
• Device data: IP address, browser type, operating system, device identifiers.
• Cookies: see our cookie consent banner and the "Cookies" section below.

2. How we use your information

• To provide and maintain the Prooflio service.
• To process payments and send transactional emails.
• To analyze platform usage and improve features.
• To send marketing emails (you can unsubscribe anytime).
• To detect fraud and protect against abuse.
• To comply with legal obligations.

3. Legal basis for processing (GDPR)

We process your personal data under the following legal bases:

• Contract: to deliver the service you signed up for.
• Legitimate interest: to improve our product, prevent fraud, and market related features.
• Consent: for non-essential cookies and marketing emails.
• Legal obligation: when required by law (tax, fraud prevention).

4. Sharing your information

We share data only with:

• Service providers (Stripe for payments, AWS for hosting, Postmark for email, Anthropic and OpenAI for AI processing) — under strict data processing agreements.
• Legal authorities when required by law or court order.
• Acquiring entity in case of a merger or acquisition.

We do not sell your personal data to third parties.

5. Cookies

We use essential cookies for authentication and security, plus analytics cookies (Plausible, no personal tracking) to understand site usage. Our cookie consent banner lets you accept or decline non-essential cookies. You can change your choice anytime by clearing the cookie_consent cookie.

6. Your rights (GDPR / CCPA)

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Delete your data ("right to be forgotten").
• Restrict or object to processing.
• Receive your data in a portable format.
• Withdraw consent at any time.
• Lodge a complaint with a supervisory authority.

To exercise any of these rights, email [email protected]. We respond within 30 days.

7. Data retention

We retain account data while your account is active and for 90 days after deletion (for backup purposes). Billing records are kept for 7 years for tax compliance. Marketing email lists are kept until you unsubscribe.

8. Data security

We use industry-standard security: TLS encryption in transit, encryption at rest, regular security audits, role-based access control, and SOC 2 Type II controls (in progress). No system is 100% secure, but we work to reduce risk continuously.

9. International transfers

Prooflio is operated from the European Union. Data may be transferred to the United States via service providers under Standard Contractual Clauses approved by the European Commission.

10. Children's privacy

Prooflio is not directed to individuals under 16. We do not knowingly collect personal data from children. If we discover such data, we delete it immediately.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be announced via email or in-app notification. The "Last updated" date at the top will reflect the change.

12. Contact us

For privacy questions, complaints, or to exercise your rights, contact our Data Protection Officer at [email protected].