Privacy Policy — Proofloom

1. Introduction

Proofloom Ltd ("Proofloom", "we", "us", or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy describes how we collect, store, process, and protect your personal information when you visit our website (proofloom.com), use our web applications, create collection forms, or submit text or video testimonials.

Please read this policy carefully. By accessing or using our Services, you acknowledge that you have read and understood our data collection and handling practices.

2. Information We Collect

We collect information in three ways: information you provide directly, information collected automatically through our Services, and information provided by third-party submitters.

A. Account & Billing Information: When you register for Proofloom, we collect your name, email address, password hash, company name, billing address, and payment information (securely handled by Stripe).

B. Testimonial Submissions: When someone submits a testimonial via a Proofloom form, we collect their name, email address, avatar photo, job title, company name, star rating, text responses, uploaded attachments, and video/audio recordings.

C. Usage & Technical Data: When you view or interact with a Proofloom widget, we collect device IP addresses (anonymized for EU visitors), browser type, referring URLs, operating system, and widget interaction metrics (such as video plays and card clicks).

3. How We Use Your Information

We use the collected information for the following legitimate business purposes:

To provide, operate, and maintain the Proofloom platform, widgets, and collection forms.
To process customer video recordings, generate automatic subtitles, and optimize video streaming.
To notify customers when new testimonials are submitted or approved.
To process subscription payments, calculate applicable taxes, and issue official invoices.
To detect and prevent fraudulent submissions, abusive behavior, and security threats.
To respond to your support tickets, feature inquiries, and customer service requests.

4. Testimonial Submissions & Explicit Consent

Proofloom takes consent seriously. Every collection form provided by Proofloom includes explicit consent checkboxes:

Standard Submitter Notice: By submitting a testimonial, the respondent explicitly grants permission to the account owner to publish, display, and share their review, name, avatar, and video recording across digital channels.

If you have submitted a testimonial and wish to revoke your consent, you may contact the company directly, or email us at privacy@proofloom.com, and we will assist in identifying and deleting your record from our servers.

5. Data Sharing & Third-Party Processors

We do not sell, rent, or monetize your personal information to third parties. We share data only with trusted service providers who help us operate our platform under strict Data Processing Agreements:

Hosting & Infrastructure: Cloud hosting, serverless functions, and media storage providers with SOC2 and ISO 27001 certifications.
Payment Processing: Stripe Inc. (PCI-DSS Level 1 certified) for subscription billing and payment processing.
Video Encoding & CDN: Content delivery networks for low-latency video streaming and automated subtitle transcription.
Transactional Email: Email delivery providers for account verification, password resets, and submission alerts.

6. Cookies & Tracking Technologies

We use cookies and similar local storage technologies strictly for necessary session authentication, preference settings (such as dark mode or billing toggles), and aggregate anonymized analytics.

Our embedded website widgets do not drop third-party advertising cookies on your website visitors.

7. Data Retention & Security

We retain account information for as long as your account remains active. If you delete your account, your testimonials, video files, and personal data are permanently purged from active databases within 30 days.

We implement robust technical and organizational security measures including TLS 1.3 encryption in transit, AES-256 encryption at rest, automated vulnerability scanning, and strict role-based access control.

8. Your Privacy Rights (GDPR & CCPA)

Depending on your jurisdiction (such as the European Economic Area, United Kingdom, or California), you hold specific privacy rights regarding your personal information:

Right to Access: You can request a copy of the personal information we hold about you.
Right to Rectification: You can update or correct inaccurate data in your account settings.
Right to Erasure (To Be Forgotten): You can request the permanent deletion of your account and collected testimonials.
Right to Data Portability: You can export your testimonials at any time in structured JSON or CSV format.
Non-Discrimination: We will never discriminate against you for exercising any of your privacy rights.

9. Children's Privacy

Proofloom is intended for business users and is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If we discover that a child has provided us with personal information, we will take immediate steps to delete such data.

10. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in our legal obligations or Service updates. We will notify registered users via email or a prominent banner in the dashboard before any material changes take effect.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact our Data Protection Officer:

Proofloom Ltd

Attention: Privacy & Compliance Team

Email: privacy@proofloom.com

Or reach out via our Contact Form.