1. Who this policy covers
This policy applies to three groups of people:
- Businesses that create a Proof Pin account (“you”).
- Customers of those businesses who receive a review request, leave a review or upload photos (“reviewers”).
- Visitors to our website and to business websites that display a Proof Pin embed.
When a business adds its customers to Proof Pin, the business decides how that customer information is used, and we process it on the business’s behalf. If you are a reviewer with a question about your information, you can contact the business directly or contact us and we will help.
2. Information we collect
From businesses
- Account details: name, email address and password, or your Google account email and name if you sign in with Google.
- Business profile: business name, website, industry, service area, description, services, target audience, brand voice, marketing goals and your Google Business Profile review link.
- Job details: job title, description, date, the job address, city, state and ZIP code, and any photos you upload to a job.
- Website and SEO settings: your business phone number, contact or quote page, business type, the website domain you authorize to display your map and projects, and, if you connect WordPress, your site address and the plugin’s API key (stored encrypted).
- Billing: your plan, billing period, subscription status and payment history. Card details are entered into Stripe’s secure payment form and go directly to Stripe. We never see or store your full card number. We keep only the Stripe customer and subscription references needed to manage your plan.
- Usage records: how many jobs you have added and how many times each job’s website page has been published or updated, so we can apply your plan’s limits.
About reviewers (entered by the business)
- Customer name, email address and phone number, and the address where the work was done.
From reviewers
- Your star rating, written review, the name you enter, and up to four photos you choose to upload.
- When you open a review link, we record that it was opened and when.
Automatically
- Sign-in cookies that keep businesses logged in.
- Analytics: our website and dashboard use Google Tag Manager and Google Analytics, which set cookies and collect information such as the pages you visit, how you arrived, your device and browser, and an approximate location based on your IP address. We use this to understand how people use Proof Pin and to improve it. Analytics are not loaded on review pages that reviewers open, or in embeds shown on business websites. We do not use advertising cookies.
- Payments: when you open our checkout, Stripe’s payment form may set cookies and collect device and network information to process the payment and prevent fraud.
- Embed views: when a Proof Pin embed loads on a website, we log the website’s domain, the page address and the time, so businesses can see view counts and so we can block unauthorized sites.
- Standard server logs (such as IP address, browser type and errors) kept by our hosting providers for security and troubleshooting.
3. How we use information
- To run the service: create jobs, send review links, collect reviews and photos, and show them in your dashboard.
- To email review requests to customers when a business asks us to.
- To place jobs on a map. We convert the job address into map coordinates. Public maps show only the city and state and an approximate, offset pin. Exact addresses and customer contact details are never shown publicly.
- To generate marketing content with AI: the job details, review and business profile are used to draft social media and Google Business Profile posts for the business to review and edit.
- To display a business’s completed projects and reviews on its own website, through the embed and, if the business connects WordPress, as project pages published on its site.
- To take payments, manage subscriptions and plan limits, and email payment receipts.
- To secure the service, prevent abuse, fix problems and improve features. Every uploaded photo is checked automatically before it can appear publicly; flagged photos are kept private until our team reviews them. When someone uses a “Report a problem” link, we keep the report (and their email, if they give one) to investigate it.
- To contact businesses about their account, the service and changes to these policies.
We do not sell personal information, and we do not share it for targeted advertising.
4. What may become public
Proof Pin exists to help businesses show their real work. When a reviewer submits a review, the business may display the following on its website (including through the Proof Pin embed and WordPress project pages), its social media and its Google Business Profile:
- The star rating and review text
- The reviewer’s first name (we do not display last names in the embed or on project pages)
- Photos the reviewer uploaded, and photos the business added to the job
- The job title, description, month and year, and city and state
- On project pages: a page written with AI from these details, and the business’s name, phone number and contact page
Project pages are public web pages that search engines such as Google can find and show in results. The business decides which jobs get a page and can remove a page at any time. Removed pages may take some time to disappear from search engines.
Uploaded review photos are stored at web addresses that anyone with the link can open. Please don’t upload photos that show people, license plates, house numbers or other details you don’t want shared. After submitting, reviewers may be invited to copy their review to Google. That step is optional and is covered by Google’s own terms.
5. Service providers we use
We share information only with providers that help us run Proof Pin, and only what they need:
| Provider | What it does | Information involved |
|---|---|---|
| Supabase | Database and sign-in | Account, profile, job, customer and review data |
| Stripe | Payments and subscriptions | Business name and email, payment details, billing country or ZIP, subscription and invoice data, device information on the checkout page |
| Google (Cloud Storage, Sign-In, Fonts) | Photo storage, optional Google sign-in, web fonts | Review and job photos; Google account name and email; visitor IP address when fonts load |
| Google Tag Manager and Google Analytics | Website and dashboard analytics | Pages visited, device, browser, approximate location, cookie identifiers |
| U.S. Census Bureau Geocoder and OpenStreetMap Nominatim | Address lookup | Job addresses, converted into map coordinates |
| OpenFreeMap (OpenStreetMap data) | Map background tiles | Visitor IP address when maps load |
| OpenAI | AI-written marketing drafts, and automatic safety checks of uploaded photos | Job details, review content, business profile; uploaded photos |
| Resend | Sending review request emails and payment receipts | Customer name and email, business name, job title; for receipts, the business’s email, plan and amount paid |
| Inngest | Background processing | Job and review identifiers |
| Vercel | Hosting the website and app | Server logs and request data |
If a business connects its WordPress website, we send that website the details for each project page the business publishes (see “What may become public”) and its website and SEO settings. That website is run by the business, not by Proof Pin, and its own privacy policy applies there.
We may also share information if required by law, to protect the rights and safety of our users or the public, or as part of a merger, acquisition or sale of assets (in which case this policy will continue to apply).
6. How long we keep information
We keep business account data for as long as the account is active. Jobs, reviews, photos and generated content stay until the business deletes them or closes its account. After an account is closed we delete or de-identify its data within a reasonable period, except where we must keep records for legal, security or accounting reasons. Embed view logs are kept for reporting and security and may be kept in aggregate form.
- Deleted accounts: when a business deletes its account in Settings, the account is closed right away and its data is kept for 7 days, then permanently deleted, including jobs, reviews, review and job photos, generated content, settings and the login. During those 7 days the business can ask us to restore it.
- Removed job photos are deleted 3 days after a business removes them from a job. Until then the business can ask us to restore them.
- Deleted jobs are removed with their reviews, review photos and generated content. A record that a job was added (without its details) is kept so plan limits stay accurate.
- Billing records are kept as long as tax and accounting rules require. Stripe keeps payment information under its own privacy policy.
- Analytics data is kept according to our Google Analytics retention settings.
7. Your choices and rights
- Businesses can view and edit their profile, jobs, SEO settings and generated content in the dashboard, remove project pages from their website, turn off the embed, change or cancel their plan on the Billing page, delete their account in Settings, and ask us to export their data.
- Analytics cookies can be blocked or deleted in your browser settings, or turned off with Google’s Analytics opt-out browser add-on. Blocking them doesn’t affect how Proof Pin works.
- Reviewers can ask the business, or us, to remove their review, name or photos, or to stop contacting them. If you don’t want review request emails, reply to the email or contact us.
- Depending on where you live (for example California, Colorado, Virginia or the EU/UK), you may have the right to access, correct, delete or get a copy of your personal information, and to object to certain uses. We will not discriminate against you for using these rights.
To make a request, email info@proof-pin.com. We may need to confirm your identity first. If your information was provided by a business, we may pass your request to that business.
8. Security
We use encryption in transit (HTTPS), access controls that keep each business’s data separate, single-use review links and limits on photo uploads. WordPress connection keys are encrypted, and every request between Proof Pin and a connected website is signed so it can’t be faked. Payments are handled by Stripe, which is certified to the PCI DSS card-security standard. No system is perfectly secure, so please use a strong, unique password and tell us right away if you suspect unauthorized access to your account.
9. Children
Proof Pin is a business tool and is not directed at children under 13 (or under 16 where local law requires). We do not knowingly collect their information. If you believe a child has provided information, contact us and we will delete it.
10. Where information is processed
Proof Pin is operated from the United States, and our providers may process information in the United States and other countries. By using the service you understand that your information may be transferred to and processed in those countries.
11. Changes to this policy
We may update this policy as the product changes. We will update the effective date above and, for significant changes, notify businesses by email or in the app before they take effect.
Questions?
Contact Proof Pin LLC at info@proof-pin.com.