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, and the job address, city, state and ZIP code.
- Embed settings: the website domain you authorize to display your map and projects.
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. We do not use advertising or cross-site tracking cookies.
- 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.
- To secure the service, prevent abuse, fix problems and improve features.
- 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), 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)
- Photos the reviewer uploaded
- The job title, description, month and year, and city and state
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 |
| Google (Cloud Storage, Sign-In, Fonts) | Photo storage, optional Google sign-in, web fonts | Review photos; Google account name and email; visitor IP address when fonts load |
| 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 | Job details, review content, business profile |
| Resend | Sending review request emails | Customer name and email, business name, job title |
| Inngest | Background processing | Job and review identifiers |
| Our hosting provider | Running the website and app | Server logs and request data |
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.
7. Your choices and rights
- Businesses can view and edit their profile, jobs and generated content in the dashboard, turn off the embed at any time, and ask us to export or delete their account.
- 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 [email protected]. 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. 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 [email protected].