Privacy Policy

Account information. Company name, the name and email address of each person on your roster, their access level, and their language preference.

Field content. The daily notes your crews record or type, photos they take, project details such as address and time zone, and the report PDFs generated from them.

Voice dictation. Speech is converted to text so a foreman can talk instead of type. The resulting text is saved with the report.

Billing information. Your subscription status, seat count, tier, and billing period. Card details are entered on our payment processor's secure page — SubProof never receives or stores your full card number.

Technical records. Basic sign-in, delivery, and error logs needed to keep the service working and to confirm a report was sent.

We do not use advertising trackers, and we do not track your location in the background.

• To build each daily report and the PDF attached to it.
• To ask clarifying follow-up questions so the report is complete and consistent.
• To email completed reports, incomplete-report notices, owner summaries, and photo sheets to the recipients your company designates.
• To send account email: invitations, password resets, and billing notices.
• To run your subscription and apply the correct seat tier.
• To support you, investigate problems, and keep the service secure.

We use a small number of service providers, each handling only what is needed to run SubProof:

• Cloud hosting and database — stores your accounts, reports, and photos. Encrypted in transit and at rest.
• Email delivery — sends reports and account notices from our own verified sending domain.
• Payment processing (Stripe) — handles cards and subscriptions under PCI-DSS Level 1 certification.
• Automated report assistance — turns field notes into a structured report and generates follow-up questions. Report content is processed to produce your report; it is not used to train public models.

We do not sell personal information, and we do not share it except with these providers, with the report recipients your company chooses, or when required by law.

Each company's data is isolated at the database level, so one company's sign-in cannot reach another company's projects, reports, photos, or roster. On shared devices, signing in or out clears the previous account's copied data from that phone.

Reports and photos are kept for as long as your account is active, so you have a usable history of your jobs. If you cancel, we keep your records for 90 days so you can reactivate or request a copy, then delete them. Basic billing records are retained longer where tax or accounting law requires it.

• The account Owner can add or remove people on the roster at any time.
• Any user can update their own name, email, and language preference.
• You can request a copy of your company's data, or ask us to correct or delete it, by emailing us.
• Report emails are operational, not marketing. We do not send promotional blasts.

To make a request, email justin@subproofapp.com from the address on your account.

SubProof is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.

If we make a material change to this policy, we will notify the account Owner by email. Questions: justin@subproofapp.com.