Draft for owner review. This Privacy Policy is a pre-launch draft and has not yet been reviewed by a lawyer. Items in [square brackets] must be completed or confirmed by the owner before ProofNivo launches commercially.
Last updated: 17 October 2026
Who we are
ProofNivo (“ProofNivo”, “we”, “us”) is review management software in early access, available at https://proofnivo.com and https://app.proofnivo.com. The data controller for the personal data described here is [Company legal name], [registered address], [company registration number, if any]. You can reach us through our contact form or at [privacy contact email].
What we collect and why
- Early access list: your email address, your name if you give it, the page you signed up from, the date and time, and a record of your consent. We use this only to contact you about ProofNivo early access. Legal basis: your consent.
- Contact form: your email address, your name if you give it, and your message, so that we can reply. Legal basis: our legitimate interest in answering enquiries, or steps you ask us to take before entering into a contract.
- App accounts (app.proofnivo.com): your email address, a securely hashed password, your business name, review links and settings, and the content you create in the app. Legal basis: performance of our contract with you.
- Customer data entered by businesses: businesses that use ProofNivo may enter their customers’ names and contact details and receive feedback from those customers. For that data the business is the controller and ProofNivo acts as its processor, handling the data only on the business’s instructions.
- Security and abuse prevention: to prevent spam and abuse we store a one-way hashed form of the IP address used to submit forms, and our servers keep standard technical logs. Legal basis: our legitimate interest in keeping the service secure.
Cookies
The ProofNivo app uses a strictly necessary session cookie to keep you logged in and to protect forms against cross-site request forgery. The marketing website does not set advertising cookies. [Owner to confirm: list any analytics or other cookies in use, if any.]
Who we share data with
We do not sell personal data. We use service providers who process data on our behalf: our server hosting provider (currently Hostinger), Cloudflare for domain name services, and [list any other providers, for example an email delivery service, once used]. If an optional AI drafting service is enabled in the app, the text of the review being answered is sent to that provider to generate a draft reply: [name the provider when enabled]. We may disclose data where the law requires it.
International transfers
Some providers may process data outside the European Economic Area. Where they do, we rely on appropriate safeguards such as the European Commission’s standard contractual clauses. [Owner to confirm per provider.]
How long we keep data
- Early access list: until ProofNivo launches and you have been contacted, or until you ask us to remove you, whichever comes first [owner to confirm a maximum period].
- Contact messages: up to [24 months] after the conversation ends.
- App account data: for as long as your account is active, then deleted within [90 days] of closure unless the law requires us to keep it longer.
Your rights
Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict processing, and to withdraw consent at any time (this does not affect processing that took place before you withdrew it). To exercise these rights, use the contact form or write to [privacy contact email]. You also have the right to complain to your local data protection authority, for example [supervisory authority for the owner’s country of establishment].
Security
We use HTTPS throughout, store passwords only as salted hashes, and restrict access to personal data to people who need it. No system is perfectly secure, and we will notify you and the relevant authority of a personal data breach where the law requires it.
Children
ProofNivo is a business tool and is not directed at children under 16. We do not knowingly collect their personal data.
Changes
We will update this policy as ProofNivo develops and will change the “last updated” date above. Significant changes will be announced on this website.