These terms describe the ProofBetter website, application, and account experience.
Free workspaces
Free signup collects your name, email, workspace name, password hash and acceptance of our Terms and Privacy Notice. A time-limited email code verifies access before the workspace is created. Free workspaces do not expire automatically and do not require a payment method. Free signup does not enroll you in the demo sales follow-up. Account export and deletion remain available in My profile.
Information we collect
We collect contact, workspace, plan, consent, inquiry, account, and service-use information you submit or generate while using ProofBetter. This can include your name and email, organization details, browser and session metadata, IP address or a one-way network identifier, security and audit events, review activity, uploaded content, comments, billing status, promotion redemptions, and email-delivery records. Payment credentials are collected by Stripe or PayPal on their hosted services and are not stored by ProofBetter.
Private demo data
The 30-minute demo uses your name and validated email to create an isolated workspace with fictional starter content. We use a one-way network identifier to rate-limit requests and record session metadata for security. When the demo expires, ProofBetter revokes access and removes its projects, proofs, comments, temporary uploads, and stored review files. A limited record of the request, account, revoked session, email delivery, and expiration is retained to enforce one demo per address, prevent abuse, support security, and maintain service records.
Demo follow-up and promotions
If you start a demo, ProofBetter sends one sales follow-up shortly after expiration with a time-limited discount code locked to the validated email address. The promotion record stores a one-way cryptographic hash rather than reusable plaintext, together with its label, scope, expiration, limits, and redemption status. The email-delivery record contains the message that was sent, including the displayed code, and follows our service-record and backup retention practices. You may ask us not to send further sales messages by replying to the message or contacting privacy@proofbetter.com.
How information is used
We use information to respond to requests, validate access, provision and operate workspaces, deliver email, reconcile Stripe and PayPal billing, enforce plan and promotion limits, secure the service, prevent abuse, troubleshoot, maintain recovery and audit records, improve the product, and meet legal obligations.
Retention and deletion
Workspace content follows the applicable plan and operator retention settings. Demo review content is removed at expiration as described above, while limited identity and operational records may remain for one-use enforcement, fraud prevention, security, support, billing, and legal requirements. Backups may retain protected copies until their scheduled rotation. We delete or de-identify information when it is no longer reasonably needed for these purposes.
Service providers
Hosting, email, Stripe and PayPal payment, observability, storage, and support providers process limited information for their contracted purpose and under their own applicable terms. Contact privacy@proofbetter.com for information about current service providers.
Your choices
Contact privacy@proofbetter.com to request access, correction, export, deletion, or a sales-email opt-out, subject to identity verification and legal, billing, fraud-prevention, and security retention requirements.
Deleting your account
From My profile, including the profile link in mobile Settings, you can request account deletion using your current password and a time-limited code sent to your account email. Choose another active workspace administrator to take over shared resources. Your account, sign-in credentials, authored review content and uploaded media references are removed from the live workspace; your approvals are withdrawn. Other contributors’ work and the workspace subscription remain. Content under an active hold requires operator review. Shared files remain while another contribution references them, and unavailable storage is retried for cleanup.
Minimal deletion receipts, including a keyed email fingerprint, support recovery safeguards and one-use demo enforcement. Previously delivered messages, downloaded exports and older protected backups require separate operator retention and cleanup. Account deletion does not cancel workspace billing. Contact privacy@proofbetter.com if you cannot complete the administrator handoff or need help with retained copies.
Mobile apps and optional notifications
The mobile apps connect to the same ProofBetter workspace and store a sign-in session on your device. If you enable notifications, we associate a device notification token, platform, app version, and device type with your account to deliver review alerts through Apple Push Notification service or Google Firebase Cloud Messaging. Push messages use generic activity text rather than customer names, proof content, or comments; the full activity inbox requires sign-in. You can disable notifications in your device settings. Clearing the local session also requests sign-out and device deregistration when connected. Account export and deletion are available from the native Settings menu.
Optional device unlock
Supported mobile builds offer an optional local app lock using Face ID, Touch ID, supported strong Android biometrics, or your device passcode, PIN, pattern, or password. Authentication is handled by your operating system; ProofBetter does not receive, store, or transmit biometric templates or your device-lock credential. The app stores your local enable/disable preference and receives an authentication success or failure result. This protects the app screen on that device and does not replace workspace sign-in, extend an expired session, or grant account access. Anyone permitted to unlock your device using its enrolled authentication methods may also unlock the app. Signing out clears the app-lock preference. Android blocks screenshots and screen recording while this protection is enabled.
Optional self-hosted mobile connection
Supported mobile builds let you explicitly choose one trusted HTTPS ProofBetter server at a time. The selected root address is saved on your device. Before connecting, the app requests public compatibility information without sending your login cookie, authorization header, or notification token. As with any network request, the selected server and its network providers can see connection metadata such as your IP address and the request. If you sign in, that operator controls its workspace data and its own privacy policy applies. Switching clears the previous local web session, cached workspace and device-unlock preference; it does not delete server-side accounts or content. Logout and device deregistration are attempted when reachable, and server sessions otherwise remain subject to their normal expiry. Local-network permission may be requested to reach an address you enter; the app does not scan for devices. Custom-server connections support the authenticated in-app activity inbox. ProofBetter Cloud remote push tokens are not sent to custom operators, and Cloud remote notifications are disabled while a custom server is selected.
Optional audio transcription
Recording or posting an audio note does not automatically send it to OpenAI. When post-recording transcription is enabled, you must agree to send that recording to OpenAI and select Transcribe recording. ProofBetter then sends the audio file, selected transcription model and optional language setting to OpenAI to return an editable transcript. Workspace sign-in credentials and unrelated proof files are not included in that request. Audio itself may contain personal information; use only recordings you are permitted to share. You may decline transcription and still post audio or type feedback.
You can review and edit the returned text before posting it. Posted audio and text follow workspace access and retention rules. The transcription request is recorded as a usage/security event. OpenAI processes the submitted audio under its applicable API terms and data controls; contact privacy@proofbetter.com for details about the configured service. The separate live browser speech option is off by default, may use your browser provider’s speech service, and is not used by the native mobile apps.
Reports and blocked authors
When you report review content, we store the reported item, your account or verified review-link identifier, the reason and details you provide, timestamps, and the moderation response. Authorized workspace administrators and the installation operator can review reports to investigate concerns, restrict content, and suspend abusive access. Reporting is not anonymous to the service. Block records associate the two account or verified-link identifiers within a workspace so the application can hide review content and stop new feedback alerts between them. You can manage your blocks in Safety center. Moderation alerts do not include the report narrative or private review content in email.
Contact
Questions may be sent to legal@proofbetter.com.