Privacy Policy

ProofSnap provides tools that allow businesses and field teams to document services, inspections, repairs, installations, cleanings, maintenance work, and similar activities using photos, notes, timestamps, location-related information, and shareable customer reports. In this Privacy Policy, “ProofSnap,” “we,” “our,” and “us” refer to the operator of the ProofSnap platform.

This Privacy Policy applies to information collected through:

• the ProofSnap mobile application used by businesses and their staff;
• the ProofSnap website and any public or authenticated web pages;
• customer-facing and end-user-facing report pages generated by ProofSnap;
• emails, text messages, links, and communications sent through or in connection with ProofSnap; and
• support, onboarding, billing, business relationship, and account administration interactions.

Depending on how ProofSnap is used, we may collect the following categories of information:

• Account and profile information, such as business name, user name, employee name, email address, phone number, password or authentication credentials, profile image, role, and account preferences.
• Customer and recipient information, such as end customer name, business contact, customer email address, customer phone number, and communication preferences when provided by a business using ProofSnap.
• Report and job information, such as service type, report title, notes, comments, technician name, work order or job identifier, report status, timestamps, share status, expiration settings, access count, and related operational details.
• Photos, images, attachments, and media, including before-and-after images and any associated visual evidence, screenshots, and files uploaded to create, support, or share a report.
• Location-related information, such as device GPS data, map coordinates, approximate location, address details, photo metadata, or location selected or entered by a user, when the app or website functionality requires or permits this.
• Device, browser, and usage information, such as IP address, browser type, operating system, app version, device type, identifiers, language, pages viewed, clicks, referrer data, crash data, log records, access times, and diagnostic information.
• Communication information, such as email delivery status, SMS delivery status, open events, bounce information, response history, and support communications.
• Payment and billing information, such as billing address, subscription plan, invoice details, payment status, and limited payment processor data where applicable. Full payment card numbers are typically handled by third-party payment processors, not stored by ProofSnap directly.

The ProofSnap mobile application may collect information necessary to support its features and workflows, including:

• photos and videos captured through the device camera;
• images selected from the device gallery or file storage;
• timestamps reflecting when content was created, uploaded, or shared;
• geolocation or map-related data when location features are used or enabled;
• data entered by technicians, employees, administrators, or account owners;
• notification tokens and messaging data used to deliver mobile notifications;
• offline or temporary local storage used to preserve report drafts, queued uploads, or synchronization states; and
• technical logs used to maintain security, reliability, troubleshooting, and fraud prevention.

When visitors browse the ProofSnap website or when end users open a shared report link, we may collect information such as IP address, browser type, device information, approximate location inferred from IP address, pages visited, navigation events, report access time, referring source, and interaction data. If a shared report includes an access token, security token, or unique URL, we may log use of that link to verify access, monitor security, prevent abuse, and help the business understand whether the report was delivered or opened.

• directly from businesses, administrators, employees, technicians, and other account users;
• from end customers or report recipients when they access a report or communicate with us;
• automatically through the mobile app, website, servers, device permissions, cookies, local storage, analytics tools, and logs;
• from integrations, service providers, identity providers, mapping providers, hosting providers, messaging platforms, and payment providers; and
• from metadata associated with uploaded images, files, and communications.

We may use personal information and related data to:

• create, host, maintain, and secure user accounts and business workspaces;
• capture, organize, process, generate, store, and display reports and supporting content;
• deliver customer-facing reports by secure link, email, SMS, or other supported methods;
• verify access to reports, track access counts, enforce report expiration, and help prevent unauthorized use;
• support map, location, image, notification, authentication, and synchronization features;
• provide customer service, technical support, onboarding, and account management;
• monitor performance, improve usability, troubleshoot issues, and develop new features;
• send transactional messages, account updates, service announcements, and security notices;
• detect, investigate, and prevent fraud, abuse, unauthorized access, and other harmful activity;
• comply with contractual obligations, legal requirements, and lawful requests; and
• protect the rights, safety, business operations, and property of ProofSnap, our users, and others.

Where privacy laws require a legal basis for processing, we may rely on one or more of the following: performance of a contract, legitimate interests, user consent, compliance with legal obligations, and the protection of vital interests. The specific basis may vary depending on the feature used, the type of information involved, and the applicable law.

ProofSnap may allow businesses to generate report links intended for customers, clients, homeowners, vehicle owners, property managers, inspectors, or other recipients. These links may be protected by a token, a unique URL, an expiration date, or other controls. However, any person who obtains the link may be able to view the report unless additional safeguards are enabled. Businesses using ProofSnap are responsible for deciding what information to include in a report and for sending the report to the intended recipient. End users who receive a link should understand that the report may contain photos, location details, service notes, timestamps, names, and other job-related data.

The ProofSnap website and report pages may use cookies, pixels, local storage, session storage, and similar technologies to maintain site functionality, remember preferences, analyze traffic, support security, improve performance, and understand how users engage with the platform. Users can often control cookies through browser settings, but disabling certain technologies may affect website functionality.

We may send emails, in-app notifications, push notifications, and text messages relating to account activity, report sharing, delivery status, authentication, security events, support, operational updates, and similar service-related matters. Businesses using ProofSnap may also direct the platform to send customer-facing report messages. Message and data rates may apply for SMS based on a recipient’s carrier plan.

We may share information in the following circumstances:

• with the business, organization, or account owner that created or controls the relevant workspace or report;
• with service providers that support hosting, authentication, analytics, messaging, cloud storage, maps, payments, customer support, security, and related infrastructure;
• with report recipients and end users when a business intentionally shares a report, image, or related content with them;
• when required by law, court order, subpoena, legal process, or to protect rights, security, and safety.

We do not sell personal information in exchange for monetary payment in the ordinary course of our business. If certain privacy laws define targeted advertising or analytics sharing as a “sale” or “sharing,” we will address those obligations as required by applicable law.

We retain information for as long as reasonably necessary to provide the service, maintain business and security records, resolve disputes, comply with law, enforce agreements, and support legitimate business needs. Retention periods may vary depending on the type of data, account settings, report expiration settings, legal obligations, and whether content has been deleted, archived, or subject to backup retention cycles.

We use administrative, technical, and organizational measures designed to help protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures may include authentication controls, encryption in transit, access controls, logging, monitoring, least-privilege access practices, rate limiting, backups, and secure cloud infrastructure. No system can be guaranteed to be completely secure, and users should also take steps to protect accounts, devices, passwords, and report links.

ProofSnap and its service providers may process and store information in the United States and other countries where they operate. Data protection laws in those jurisdictions may differ from the laws of your location. Where required, we will take steps intended to provide appropriate safeguards for international data transfers.

Depending on applicable law and your relationship to ProofSnap, you may have rights to request access, correction, deletion, portability, restriction, objection, or withdrawal of consent for certain processing. Businesses that use ProofSnap may also be able to access, update, export, or delete certain report data and user data directly through account tools. End users who receive a report link and wish to exercise privacy rights relating to report content may need to contact the business that created the report, because that business may act as the primary controller of that content.

ProofSnap is generally intended for business and operational use and is not directed to children. We do not knowingly collect personal information directly from children in a manner requiring parental consent under applicable law. If you believe a child has provided personal information through the service inappropriately, please contact us so we can investigate and take appropriate action.

ProofSnap may rely on or link to third-party services such as hosting platforms, analytics tools, mapping tools, messaging providers, payment processors, authentication services, app stores, and external websites. Those third parties may have their own privacy notices, terms, and practices. We are not responsible for the privacy practices of third-party services except as required by law.

Residents of certain U.S. states may have additional rights regarding access, deletion, correction, appeal, and opting out of certain uses of personal information. To the extent these laws apply, ProofSnap will honor qualifying requests consistent with applicable legal requirements and permitted exceptions.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, technology, business practices, or operational needs. When we do, we may revise the effective date at the top of this page and take additional steps to notify users where required or appropriate.

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, please contact us atlegal@proofsnap.io. If you are an end user viewing a report that was sent to you by a business using ProofSnap, you may also wish to contact that business directly regarding the specific report content.