Terms of Service

1. Service Description

ProofBooked is a software-as-a-service (SaaS) platform designed for home service contractors. The service allows you to record voice memos and upload photos from job sites, which are then transcribed and processed by AI to generate professional job pages. These job pages can be shared with customers to demonstrate completed work. ProofBooked shows you activity on your job pages and can email you when a customer acts on one, such as asking you to contact them.

2. Account Registration

To create an account, you must:

• Be at least 18 years of age
• Be a resident of the United States
• Provide accurate and complete registration information
• Maintain only one account per person

You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

3. Subscription & Billing

ProofBooked offers two plans:

• Free: $0, 3 job pages total (lifetime), with a one-time AI processing allowance that does not renew
• Pro: $19/month or $190/year, no monthly limit on job pages. A monthly AI processing allowance and automated daily processing limits apply to every account (see Processing limits).

Pro subscriptions automatically renew at the end of each billing period. On the web, payment is processed through Stripe, and you may cancel at any time through the Stripe Customer Portal accessible from your billing page, or by emailing support@proofbooked.com. If you subscribe in the iPhone app, Apple processes the payment and you manage or cancel the subscription in your iPhone Settings. If you subscribe in the Android app, Google Play bills you and manages renewals, and you can cancel in the Google Play Store app under Payments and subscriptions. If you delete your ProofBooked account, we cancel your Google Play subscription so it won't renew; time you've already paid for isn't refunded. Cancellation takes effect at the end of your current billing period.

If a renewal payment fails, Pro continues for 16 days while the payment is retried. If it is still unpaid, your account moves to Free. A full refund of your latest payment, or a chargeback we lose, ends Pro at that time.

3.5. Processing Limits

To keep the service reliable and to prevent abuse, each account can run a limited number of processing operations per day: 50 page generations (of which up to 30 may be regenerations of an existing page), 50 voice transcriptions, 50 translations and 40 Google listing lookups. AI logo creation is available on Pro only, when it is offered. Pro accounts can create up to 5 AI logo sets per calendar month, within the AI allowance. Daily limits reset at 00:00 UTC. Shorter limits also apply, such as a pause between regenerations. Each job page also allows up to 3 voice recording attempts in total; unlike the daily limits above, that count does not reset. If an account reaches one of the daily or monthly limits above, that kind of processing pauses for that account until that limit resets. A job page that has used all 3 of its recording attempts cannot be recorded again; the job details can still be typed in instead. Reaching a limit does not take down pages you have already shared and does not delete your drafts.

AI processing allowance. AI features (writing or rewriting a job page from a recording or typed notes, voice transcription, translation between English and Spanish, and AI logos) use an allowance measured by what that processing costs us. Pro accounts get a new allowance on the 1st of each calendar month at 00:00 UTC; unused allowance does not carry over, and a subscription that starts during a month gets a full allowance for the rest of that month. Free accounts get a one-time allowance that does not renew. Free accounts also share an overall budget for free AI processing; when it is used up, AI pauses for free accounts until the next day or the 1st of the next month. A try that fails can still use part of an allowance, because our providers may charge for it. When an allowance or budget is used up, AI features pause; pages you have already shared, your business card, estimates, and typing a page yourself in English keep working. Writing a page in Spanish uses AI translation and pauses too. We never charge extra for AI use. How much an allowance covers depends on the length of each recording or text and on our providers' prices, so we do not promise a fixed number of pages, recordings, translations or logos.

We may also pause processing for all accounts if a provider we rely on is unavailable, if usage across the service exceeds our safety thresholds, or if we detect abuse. We may change these limits and will update these terms when we do.

4. Cancellation

You may cancel your Pro subscription at any time. For a web subscription, use the Stripe Customer Portal accessible from your billing page, or email support@proofbooked.com. If you subscribed in the iPhone app, cancel it in your iPhone Settings; we cannot cancel an App Store subscription for you. If you subscribed in the Android app, cancel it in the Google Play Store app under Payments and subscriptions. Cancellation takes effect at the end of your current billing period; you retain full access until then. No refunds or pro-rated credits will be issued for the remaining billing period, except as described in Section 14 or where the law requires. Refunds for App Store purchases are handled by Apple.

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.

5. User Content Ownership

You retain full ownership of your photos, voice memos, and any content you upload to ProofBooked. We do not claim ownership of your content.

By uploading photos or media, you represent and warrant that you have obtained all necessary permissions and consents from any individuals depicted and from property owners, and that you have the legal right to upload and publish the content. You agree to indemnify and hold harmless ProofBooked from any claims arising from content you upload.

6. License Grant to ProofBooked

By uploading content to ProofBooked, you grant us a limited, non-exclusive, worldwide license to process, transcribe, generate AI content from, store, and display your uploaded content on job pages for the purpose of providing the service. This license ends when you delete your content or close your account.

7. AI Disclosure

Voice memos are transcribed using Deepgram, or OpenAI when our backup transcription service is in use. Transcripts are processed by Anthropic's Claude AI to generate professional job page content. Your data is NOT used to train AI models. AI-generated content may contain inaccuracies; you are responsible for reviewing and approving all generated content before publishing.

ProofBooked is not responsible for the quality, accuracy, or completeness of AI-generated content. AI-generated descriptions may contain inaccuracies. You are responsible for reviewing and approving all generated content before publishing or sharing job pages.

By recording voice memos through ProofBooked, you acknowledge and consent to the recording and processing of your voice for transcription and AI content generation purposes. You are responsible for ensuring compliance with applicable recording consent laws in your jurisdiction.

8. Acceptable Use

You agree not to:

• Upload illegal, fraudulent, or misleading content
• Upload content you do not have the right to use or distribute
• Include sensitive personally identifiable information in photos (such as Social Security numbers, financial account numbers, or government IDs)
• Photograph job sites without appropriate consent from the property owner or occupant
• Use automated tools to scrape, crawl, or otherwise abuse the service
• Attempt to interfere with the service's operation or security

9. Photo & Media Upload Policy

You represent and warrant that you have the right to upload any photos or media to ProofBooked, including written or verbal consent from property owners and any individuals identifiable in the images. Photos must not contain visible client personally identifiable information. You may not upload non-consensual intimate imagery or images depicting minors without parental consent. ProofBooked reserves the right to remove content that violates this policy without prior notice.

9.5. Repeat Infringer Policy

ProofBooked maintains a repeat infringer policy as described in our Content & Takedown Policy. Users who repeatedly upload infringing or prohibited content may have their accounts suspended or terminated. See our Content & Takedown Policy for details.

10. Engagement Tracking Disclosure

When you share a job page with a customer, ProofBooked tracks engagement activity on that page, including page views, dwell time, button clicks (call, text, quote request), and 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.

11. SMS Notifications

SMS alerts are not currently offered. If we offer them again, we will ask for your consent first. See our Privacy Policy for more information.

12. DMCA Notice-and-Takedown

If you believe that content on ProofBooked infringes your copyright, send a written notice to our designated agent at copyright@proofbooked.com including:

• A description of the copyrighted work you claim is infringed
• The URL of the allegedly infringing content on ProofBooked
• Your contact information (name, address, phone, email)
• A statement that you have a good faith belief the use is not authorized by the copyright owner
• A statement, under penalty of perjury, that the information in your notice is accurate and that you are the copyright owner or authorized to act on their behalf
• Your physical or electronic signature

Counter-notification: If you believe content was removed in error, you may submit a counter-notification to copyright@proofbooked.com within 10 business days.

13. Third-Party Services

ProofBooked uses the following third-party services to provide its functionality. Each service operates under its own terms and privacy policies:

• Supabase: database and authentication
• Stripe: payment processing on the web
• Apple: App Store payments in the iPhone app
• Google Play: Google Play payments in the Android app
• Twilio: SMS delivery (not currently used)
• Deepgram: voice transcription
• Anthropic: AI content generation
• OpenAI: logo generation, and voice transcription when our backup transcription service is in use
• Resend: email delivery
• Google: business listing lookup
• Vercel: hosting and deployment
• 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

14. If We Discontinue ProofBooked

We may stop offering ProofBooked. If we do, we will email you at least 60 days before your service ends and stop all renewals. You keep your plan until the end of the period you have already paid for; for a web subscription we may instead end it early and refund the unused part. You can download your pages until your service ends. 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.

15. Data After Termination

You can export your data at any time from your account Settings. We recommend exporting before requesting deletion. To request deletion, go to Settings → Delete Account and confirm via the email link sent to you. You have a 7-day grace period to cancel after confirming. Account deletion is processed automatically within 30 days of your confirmation; this is permanent and cannot be undone. Job page URLs will display a “page no longer available” notice after deletion.

16. Limitation of Liability

To the maximum extent permitted by law, ProofBooked's total liability for any claims arising from or related to the service is limited to the fees you paid to ProofBooked in the 12 months preceding the claim. ProofBooked is not liable for any indirect, incidental, consequential, or punitive damages. The service is provided “as is” and “as available” without warranties of any kind, express or implied.

17. Dispute Resolution & Arbitration

Any disputes arising from these terms or your use of ProofBooked will be resolved through binding arbitration under the American Arbitration Association (AAA) Commercial Arbitration Rules. You may opt out of this arbitration agreement by notifying us in writing within 30 days of creating your account.

Exceptions: Either party may bring claims in small claims court if they qualify. This arbitration agreement does not prevent you from filing a complaint with a government agency.

Class action waiver: You agree to resolve disputes individually and waive the right to participate in any class action, collective action, or representative proceeding.

18. Governing Law

These terms are governed by and construed in accordance with the laws of the State of Wyoming, without regard to its conflict of law provisions.

19. Changes to These Terms

We may update these terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Your continued use of ProofBooked after changes take effect constitutes acceptance of the updated terms.

20. Contact

For questions about these terms, contact us at legal@proofbooked.com.