Privacy Policy

Data Controller

The data controller responsible for your personal information is:

Your Privacy Matters

Proofd Group Ltd is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We collect information you provide directly, including:

• Account registration details (name, email address, phone number)
• Trade profile information (business name, qualifications, insurance documents)
• Job postings and project descriptions
• Communication messages and conversations between users
• Payment and billing information (processed securely by Stripe)
• Photos and project documents you upload
• Location information (postcode / service area)

We also automatically collect certain technical data including IP address, browser type, device identifiers, and usage analytics when you interact with our platform.

Lawful Basis for Processing (UK GDPR)

We process your personal data under the following lawful bases:

• Contract performance — to provide the Proofd platform and associated services you have signed up for
• Legitimate interests — to improve our platform, prevent fraud, and ensure platform security
• Legal obligation — to comply with applicable laws and regulations
• Consent — for marketing communications, where you have opted in

How We Use Your Information

We use your information to:

• Operate and maintain the Proofd platform
• Match homeowners with qualified trade professionals
• Process payments and manage subscription accounts
• Verify credentials and prevent fraud
• Send transactional communications (quotes, invoices, notifications)
• Send marketing communications (only where you have consented)
• Improve our platform and user experience
• Comply with legal obligations

Third-Party Services

We use trusted third-party services to operate the platform. These providers process your data only as necessary to deliver their services:

• Stripe — Payment processing. Your payment card details are handled directly by Stripe and are never stored on our servers. See Stripe's Privacy Policy.
• Cloud storage providers — Secure storage of uploaded files and images
• Email delivery services — Sending transactional emails and notifications

We do not sell your personal information to any third parties.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Data is transmitted over encrypted connections (HTTPS/TLS). However, no method of transmission over the Internet or electronic storage is 100% secure.

Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. Specifically:

• Account data is retained for the duration of your account and for up to 2 years after closure
• Financial and transaction records are retained for 7 years to comply with UK tax and accounting obligations
• Uploaded photos and documents are deleted upon account closure unless legally required to be retained
• Communication logs are retained for up to 12 months after a job is closed

You may request deletion of your data at any time (see Your Rights below).

Camera & Device Permissions

Our app may request access to your device's camera to allow you to:

• Upload photos of completed projects to your trade profile portfolio
• Attach images to job posts, quotes, invoices, and milestone updates
• Upload insurance documents, certifications, and other verification files

How camera data is used: Photos captured or selected via the camera are uploaded directly to secure cloud storage and associated with your account. We do not access your camera in the background, stream live video, or use camera data for any purpose other than the specific upload action you initiate.

Your control: Camera access is only requested when you choose to upload an image. You can revoke camera permission at any time through your device settings. Revoking permission will not affect existing uploaded photos.

Photos you upload are stored securely and are only visible as part of your public trade profile or shared within a specific job/conversation, depending on where you upload them.

International Data Transfers

Some of our third-party service providers may process data outside the UK or EEA. Where this occurs, we ensure that appropriate safeguards are in place (such as Standard Contractual Clauses or adequacy decisions) to protect your data in accordance with UK GDPR requirements.

Children's Privacy

Proofd is not directed at children under the age of 18. We do not knowingly collect personal information from anyone under 18 years of age. If you believe a child has provided us with personal information, please contact us immediately so we can delete it.

Your Rights (UK GDPR)

Under UK data protection law, you have the right to:

• Access — request a copy of your personal data
• Rectification — correct inaccurate or incomplete data
• Erasure — request deletion of your account and personal data
• Restriction — request we limit how we use your data
• Portability — receive your data in a machine-readable format
• Object — object to processing based on legitimate interests or for direct marketing
• Withdraw consent — opt-out of marketing communications at any time

To exercise any of these rights, contact us at support@proofdgroup.com. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Cookies and Tracking

We use cookies and similar technologies to maintain your session, remember preferences, and analyse usage patterns. You can control cookie settings through your browser preferences. Disabling cookies may affect platform functionality.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by email or prominent notice on our platform. The date at the top of this page indicates when the policy was last updated. Your continued use of Proofd after changes constitutes acceptance of the updated policy.

Contact Us

For questions about this Privacy Policy, to exercise your rights, or to raise a data protection concern, please contact us: