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 job page text
• Usage data: page views, clicks, and dwell time on job pages
• AI processing records: for each AI request you make, the feature used, the AI provider and model, the amount processed, and what it cost us, so we can apply your AI allowance. If you delete your account, these records are kept without anything that identifies you.
• Device information: IP address, browser type, and device type
• How you found us: when you sign up, we record the link that brought you to our site (marketing tags such as utm_source, the page you came from, and the first page you landed on) and, if another contractor referred you, their referral code, so we know which channels work and who referred you.
• Payment information: handled by Stripe (web), Apple (iPhone App Store) or Google Play (Android app); ProofBooked does not store 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.
• Job page contact form: if you voluntarily submit an interest form on a job page, we collect your name and phone number or email address. This information is shared with the contractor who owns the job page so they can follow up.Interest form submissions: ProofBooked does NOT store homeowner contact information submitted through job page interest forms. Contact details (name, phone, email, and message) are delivered to the contractor by 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, and engagement tracking
• Send notifications: email notifications when customers act on your job pages, such as asking you to contact them
• 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 on the web (PCI DSS compliant)
• Apple: payment processing for subscriptions bought in the iPhone app (App Store)
• Google Play: payment processing for subscriptions bought in the Android app (Google Play); we share only a coded account identifier so a purchase can be matched to your account
• Twilio: SMS delivery (United States; not currently used)
• Deepgram: voice transcription (United States)
• Anthropic: AI content generation (United States)
• OpenAI: logo generation, and voice transcription when our backup transcription service is in use (United States)
• Resend: email delivery, including account emails, alerts, and the details a homeowner submits through a job page form, which are sent to the contractor (United States)
• Google: business listing lookup, when you connect your Google business listing (your business name and area are sent to find it)
• Vercel: hosting and deployment (United States)
• Cloudflare Turnstile: bot and fraud prevention on our sign-up, log-in and password reset screens, and on our interest submission form when that form check is turned on. Each check sends your IP address, a challenge verification token and your browser user-agent to Cloudflare for verification. Cloudflare does not use this data for advertising. 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 Job Pages

When a customer views a job 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 show you activity on your pages. ProofBooked emails you when a customer asks you to contact them, and, if you turn it on, when a customer sends private feedback. No cookies are set on job 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 job page by email. Contact details are not stored in ProofBooked's database: see the “Job page contact form” item in Section 1 for full details.

5. Cookies

ProofBooked uses a small number of first-party cookies: authentication session cookies for logged-in users; a language preference cookie (pb_locale); a time zone cookie (pb_tz) so Home shows your local date and greeting; two 30-day cookies that remember which link brought you to our site (pb_utm for marketing tags and pb_ref for a contractor's referral code), so we can record it if you sign up; short-lived cookies that remember a Home suggestion you dismissed (pb_rec_dismiss_*, 7 days); a cookie that remembers this browser already saw the welcome screen's opening animation (pb_welcome_seen, 1 year); and a session cookie that remembers Home's arrival animation already played (pb_home_arrived). 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 job pages is server-side and does not set cookies on viewers.

6. SMS Notifications

ProofBooked does not currently send SMS notifications. If we offer them again, we will ask for your consent first.

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

7. Data Retention

• Job pages and review pages: stay online until you delete them, close your account, or we discontinue ProofBooked, except as described in the next item
• Accounts without a subscription: If your account has had no active subscription for 12 months, we may remove your review request pages and all but your 3 most recent other job pages, after emailing you. Your business card and those 3 job pages stay.
• Deleted job pages: kept in Trash for 30 days, then permanently deleted with their photos.
• Estimates: available by link for 90 days after you create them; after that, the customer's details on them are removed
• Export and account deletion: 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
• If we discontinue ProofBooked: we will email you at least 60 days before your service ends, and you can download your pages until then. After that, your pages go offline and we delete your data within 90 days, except records the law requires us to keep, such as billing and consent records. See Section 14 of our Terms of Service.
• 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 job 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.