Privacy Policy

1. What Personal Data We Collect

• Account information: name, email address, phone number, business name
• Uploaded content: photos, voice memos, and transcriptsVoice recordings are uploaded to our servers solely for transcription and are permanently deleted immediately after — typically within seconds of the transcript being generated.
• Generated content: AI-generated proof page text and public SEO content
• Usage data: page views, clicks, and dwell time on proof pages
• Device information: IP address, browser type, and device type
• Payment information: handled entirely by Stripe — ProofBooked does not store credit card numbers
• Photo metadata: uploaded images may contain EXIF metadata (camera model, GPS coordinates, timestamps). ProofBooked strips EXIF metadata during image processing and does not store or use this data. Only optimized WebP derivatives are retained.
• Proof page contact form: if you voluntarily submit an interest form on a proof page, we collect your name and phone number or email address. This information is shared with the contractor who owns the proof page so they can follow up.Interest form submissions: ProofBooked does NOT store homeowner contact information submitted through proof page interest forms. Contact details (name, phone, email, and message) are delivered to the contractor via SMS and email at the moment of submission and are not retained in our database. We retain only hashed fingerprints (one-way, non-reversible) and a message-length category solely for the purpose of detecting spam and abuse.

2. How We Use Your Data

• Provide the service: transcription, AI content generation, engagement tracking, and follow-up recommendations
• Send notifications: SMS alerts via Twilio when customers engage with your proof pages, and email notifications
• Improve the service: aggregate analytics only — we do not analyze individual user behavior for marketing purposes

Your data is NOT used to train AI models.

3. Third-Party Processors

We share data with the following service providers to operate ProofBooked:

• Supabase— database, storage, and authentication (United States)
• Stripe— payment processing (PCI DSS compliant)
• Twilio— SMS notifications (United States)
• Deepgram— voice transcription (United States)
• Anthropic— AI content generation (United States)
• Vercel— hosting and deployment (United States)
• Cloudflare Turnstile — bot and fraud prevention on our interest submission form. When enabled, each form submission sends your IP address, a challenge verification token, and browser user-agent to Cloudflare for verification. Cloudflare does not use this data for advertising. This service is currently disabled and will only be active when explicitly enabled. Cloudflare's Privacy Policy.

We do not sell, rent, or share your personal data with third parties for their own marketing purposes. Data is shared with the processors listed above solely to operate the ProofBooked service.

4. Engagement Tracking on Proof Pages

When a customer views a proof page you've shared, ProofBooked tracks the following engagement signals:

• Page views and visit duration
• Dwell time (measured at a 15-second threshold)
• Button clicks (call, text, and quote request interactions)
• Form interactions

This data is used to calculate engagement scores and inform your follow-up timing. No cookies are set on proof page viewers — tracking uses server-side event logging. Viewer IP addresses are not stored, and session identifiers are ephemeral.

Voluntary form submissions (name, contact info) are delivered to the contractor who owns the proof page via SMS and email. Contact details are not stored in ProofBooked's database — see the “Proof page contact form” item in Section 1 for full details.

4.5. Public Showcase pages

When a contractor publishes a Public Showcase, their completed job is listed on a publicly accessible page that search engines may index. These pages have a few privacy-specific behaviors:

• Interest form submissions: Public Showcase pages include a contact form that anyone can submit without an account. We collect the submitter's name, email address, phone number, and message. This information is delivered to the contractor immediately via SMS and email and is not retained in our database — we store only hashed fingerprints (one-way, non-reversible) and a message-length category solely to detect spam and abuse. This is the same handling described for private proof page interest forms in Section 1 above.
• Content sanitization: Before a showcase is made public, the job content (photos, descriptions, homeowner context) is processed automatically to remove personally identifiable information. The contractor reviews the sanitized result and gives explicit per-publish consent before the page goes live. We record the consent version at the time of each publication.
• Photo EXIF metadata: GPS coordinates, camera model, and timestamp metadata embedded in uploaded photos are stripped server-side during image processing. No EXIF location data appears in any Public Showcase. Only optimized WebP derivatives are stored and served — this applies to all proof page photos, not just Public Showcases.

5. Cookies

ProofBooked uses minimal cookies. Authentication session cookies are set only for logged-in users. We do not use third-party tracking cookies or advertising cookies.

5.5. Do Not Track & Global Privacy Control

ProofBooked honors the Do Not Track (DNT) browser signal and the Global Privacy Control (GPC) signal. We do not sell or share personal information, so no opt-out action is required, but we recognize these signals as valid expressions of your privacy preferences. We do not use third-party tracking cookies, advertising trackers, or cross-site tracking technologies. Our engagement tracking on proof pages is server-side and does not set cookies on viewers.

6. SMS Notifications

ProofBooked may send you SMS notifications to the mobile number associated with your account. These messages include:

• Engagement alerts: notifications when a customer views or interacts with your proof page
• Follow-up reminders: prompts to follow up with customers based on their engagement activity

• Frequency: message frequency varies based on customer activity
• Consent: you must explicitly enable SMS notifications in your account settings before any messages are sent
• Opt-out: reply STOP to any message to opt out at any time
• Help: reply HELP to any message for program information
• Rates:msg & data rates may apply
• Delivery: SMS messages are delivered through Twilio, our third-party messaging provider

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

7. Data Retention

• Active accounts: data is retained while your account is active
• After cancellation: You can export your data at any time from Settings; we recommend exporting before requesting deletion. Deletion requests are processed within 30 days of confirmation.
• Engagement events: retained for analytics and anonymized after 90 days
• Proof pages: accessible for 12 months after subscription ends (with archived banner), then removed
• SMS consent logs: retained for the duration of the account relationship plus a reasonable buffer period to demonstrate compliance
• SMS send logs: retained for a minimum of 4 years to support TCPA litigation defense

8. Your Rights

• Access: request a copy of your data by emailing privacy@proofbooked.com
• Deletion: request account and data deletion at any time
• Correction: update your profile information from your account settings
• Data portability: export your photos and proof page data

9. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information is collected about you
• Request deletion of your personal information
• Request correction of inaccurate personal information
• Opt out of the sale of your personal information

To request deletion: go to Settings → Delete Account, then confirm via the email link. You have a 7-day grace period to cancel after confirming. Deletion is processed automatically within 30 days of your confirmation.

ProofBooked does not sell personal information.

We will not discriminate against you for exercising your privacy rights.

10. Children's Privacy

ProofBooked is not intended for users under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected data from a child under 16, we will take steps to delete it promptly.

11. International Users

All data is stored and processed in the United States. By using ProofBooked, you consent to the transfer and processing of your data in the United States.

12. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated via email or in-app notification. Continued use of ProofBooked after changes are posted constitutes acceptance of the updated policy.

13. Contact

For privacy questions or to exercise your rights, contact us at privacy@proofbooked.com.