Privacy Policy

This Privacy Policy explains how ProofPilot ("ProofPilot," "we," "us," or "our") collects, uses, and shares information when you use our website, dashboard, proof pages, and related services (the "Service"). It applies to account holders ("you" or "customers") as well as the end-customers whose feedback is collected through the Service on a customer's behalf.

1. Information we collect

Account and workspace information.

When you sign up, we collect your name, email address, password (stored as a salted hash, never in plain text), and information about your business or workspace, such as company name, industry, and website.

Customer contact information you enter.

To send feedback requests, you may upload or enter the names, email addresses, phone numbers, and job titles of your own customers. You are responsible for having a lawful basis to share this information with us and to contact those individuals.

Feedback submitted by end-customers.

When an end-customer responds to a feedback request, we collect their answers, along with any photo, company logo, name, job title, or company name they choose to submit, and the consent choices they select (for example, whether they approve use of their name or photo in marketing).

Usage and device data.

We automatically collect information about how the Service is used, such as pages visited, features used, proof wall and widget views, browser type, and IP address. This is tracked at the server level as aggregate events rather than through third-party advertising trackers — see our Cookie Policy for details.

Payment information.

Subscription payments are handled by our payment processor. ProofPilot does not collect or store your full card number, CVV, or bank account details — those are sent directly to our payment processor, and we retain only limited billing metadata (such as plan, billing status, and invoice history) needed to manage your subscription.

2. How we use information

• To operate the Service, including sending feedback requests you initiate and generating testimonial or case study drafts;
• To authenticate you, secure your account, and prevent fraud or abuse;
• To process subscription payments and manage billing;
• To provide customer support and respond to inquiries submitted through our contact form;
• To send service-related communications, such as security notices, billing receipts, and product updates;
• To understand how the Service is used so we can improve it; and
• To comply with legal obligations.

We do not sell personal information, and we do not use end-customer feedback data for our own advertising purposes.

3. Optional AI features

If you choose to use AI-assisted drafting to turn raw feedback into testimonial or case study copy, the relevant feedback text is sent to our optional AI provider to generate a draft. This feature is optional, drafts are always presented to you for review before publishing, and we do not permit our AI provider to use your data to train their general-purpose models.

4. Third parties we share data with

We share information with a small number of service providers who help us operate the Service, each bound by contractual confidentiality and data protection obligations:

• Our payment processor — to process subscription payments and manage billing.
• Our optional AI provider — to generate testimonial and case study drafts, only when you use that feature.
• Our email provider — to deliver feedback requests, reminders, and account notifications on your behalf.
• Infrastructure and hosting providers — to host our application and database securely.

We may also disclose information if required by law, to protect the rights and safety of ProofPilot or our users, or in connection with a merger, acquisition, or sale of assets, subject to the acquiring party honoring the commitments in this policy.

5. Data retention

We retain account and workspace data for as long as your account is active. If you close your account, we delete or anonymize your data within a reasonable period, except where we need to retain limited records for legal, tax, or fraud-prevention purposes. Feedback requests and customer contact records you delete from your workspace are removed from active systems and purged from backups on a rolling schedule.

6. Security

We use industry-standard safeguards to protect information, including encryption in transit, hashed passwords, and access controls limiting who can view customer data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your rights and choices

Depending on where you live, you may have the right to access, correct, export, or delete the personal information we hold about you, and to object to or restrict certain processing. Account holders can access and export most of their own data directly from the dashboard. To request access, correction, deletion, or export of your data — including as an end-customer whose feedback was collected through the Service — contact us at support@proofpilot.dev. We will respond within the timeframe required by applicable law.

8. Children's privacy

The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

9. International data transfers

We are based in the United States and process data on servers located in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your country.

10. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service before the changes take effect.

11. Contact us

Questions about this policy or how we handle your data? Reach us at support@proofpilot.dev or through our contact page.