Privacy Policy — Proof Restoration Systems

Effective: February 27, 2026

Proof Restoration Systems (“Proof,” “we,” “us”) operates an AI-powered platform for restoration contractors, property managers, hotel groups, and healthcare facilities. This policy explains what data we collect, why we collect it, how we protect it, and what control you have over it. We wrote this in plain language because we believe you should actually understand your privacy policy, not just scroll past it.

1. What We Collect

We collect different categories of data depending on which parts of the platform you use. Here’s a specific breakdown:

Account & Organization Data

When you sign up or your company is onboarded, we collect your name, work email, phone number, company name, role, and service areas. This is the baseline information needed to configure your workspace.

Job & Field Data

As you work through jobs on the platform, data is generated: property addresses, damage assessments, scope line items, moisture readings, equipment logs, crew assignments, and scheduling records. This data belongs to your organization and lives inside your workspace.

Photos, Video & Sensor Data (Proof Vision)

Media captured through Proof Vision — including standard photos, thermal imaging overlays, acoustic moisture scans, and video walkthroughs — is uploaded and processed by our AI damage intelligence engine. These files are analyzed to detect damage patterns, generate scope recommendations, and produce insurance-grade documentation. All media is stored encrypted and associated exclusively with the relevant job record in your organization’s workspace. We do not access, review, or share your media outside of automated processing unless you explicitly authorize it.

AI Dispatch Recordings

When Proof Dispatch answers a call on your behalf, the conversation is transcribed and processed by our AI to extract lead details, job type, location, and urgency. The audio recording and transcript are stored in your account and are reviewable by your team. These recordings are used solely to fulfill the dispatch function and improve your call logs — we do not use them for advertising, resale, or any purpose outside of your service delivery.

Proof Connect Profile Data

If you participate in the Proof Connect contractor network, your company profile — including service areas, licensing, certifications, and response time metrics — is visible to other companies within the network for the purpose of job matching. Your financial information, internal job data, and client records are never shared through Connect.

Payment Information

All payment processing is handled by Stripe. We never see, store, or have access to your credit card or bank account numbers. We store only your billing history and subscription status.

Usage & Device Data

We collect standard technical data: browser type, device type, IP address, pages visited, and feature usage patterns. This helps us identify bugs, understand how teams use the platform, and prioritize development.

2. How We Use Your Data

Every piece of data we collect serves a specific function. Here’s the breakdown:

Running your platform. Your account, job, and field data powers the Proof OS — CRM, scheduling, crew dispatch, document generation, and analytics.
AI processing. Photos, sensor data, and call recordings are processed by our AI systems to generate damage reports, scope recommendations, dispatch instructions, and insurance documentation. This processing happens automatically and does not involve manual human review unless you request support.
Contractor matching. Your Proof Connect profile is used to match you with job opportunities or connect you with available subcontractors in your network.
Billing. Subscription status and usage metrics are used to manage your plan, process invoices, and apply any tiered pricing adjustments.
Product improvement. Aggregated, anonymized usage patterns help us understand which features need improvement and where teams get stuck. We never use individually identifiable data for this purpose.
Communications. We send transactional emails (dispatch alerts, job updates, document notifications) and occasional product announcements. You can unsubscribe from non-essential communications at any time.

3. Who Has Access to Your Data

We do not sell your data. Period. We do not license it, trade it, or provide it to data brokers. Here is the complete list of parties who may access your data:

Your organization. All job data, field reports, documents, and call logs are accessible to members of your team based on the role-based permissions you configure.
Infrastructure providers. Our platform runs on AWS (hosting and storage), uses Stripe (payment processing), and Twilio (voice and SMS). These providers process data on our behalf under strict contractual obligations and do not have independent access to your information.
Proof Connect participants. If you opt into Connect, your company profile (not your client data or financial records) is visible to other network participants for job matching purposes.
Legal obligations. We will disclose data if required by a valid court order, subpoena, or law enforcement request. In that event, we will notify you unless legally prohibited from doing so.

4. How We Protect Your Data

Your job data contains sensitive information — client addresses, damage documentation, insurance details, and AI-generated reports. We treat security accordingly:

All data at rest is encrypted with AES-256 encryption.
All data in transit is protected by TLS 1.3.
Access to production systems is restricted to essential personnel and requires multi-factor authentication.
Role-based access controls within the platform ensure that team members only see data relevant to their function.
We conduct regular security assessments and third-party penetration testing.
Backup systems are encrypted and geographically distributed to ensure data durability.

5. How Long We Keep Your Data

We retain your data for the duration of your active subscription. When you cancel:

Your data is preserved for 90 days to allow for reactivation or export.
After 90 days, all data — including job records, media files, call recordings, and account information — is permanently and irreversibly deleted from our systems and backups.
You may request immediate deletion at any time by contacting us. We will process the request within 10 business days.
You may export all of your data at any time through the platform or by requesting a data package from our team.

6. Your Rights

Regardless of where you’re located, we extend the following rights to all users:

Access. You can view and download all data associated with your account at any time.
Correction. You can update or correct any inaccurate information directly through the platform.
Deletion. You can request complete deletion of your account and all associated data.
Portability. You can export your data in standard formats for transfer to another system.
Opt-out. You can unsubscribe from non-essential communications at any time. Transactional notifications related to active jobs and dispatch cannot be disabled while the service is active, as they are operationally critical.

To exercise any of these rights, reach out through our contact page. We respond within 10 business days.

7. Cookies & Tracking

We use essential cookies for authentication, session management, and security. We use analytics tools to understand how people use the platform — these can be disabled in your browser. We do not run third-party advertising trackers on any part of our platform or website.

8. AI and Automated Processing

Proof uses artificial intelligence across multiple systems: voice dispatch, damage detection, scope generation, and document assembly. These systems process your data automatically and do not involve manual human review unless you request support. Our AI models are trained on aggregated, anonymized data — your individual job records, client information, and media files are never used as training data without explicit written consent. You have the right to request that any automated decision made by our AI be reviewed by a human.

9. Children’s Privacy

Proof is a business platform designed for restoration professionals. Our services are not directed at individuals under 18, and we do not knowingly collect information from minors.

10. Policy Updates

If we make material changes to this policy, we will notify you by email and through an in-app notification at least 30 days before the changes take effect. Minor clarifications or formatting updates will be reflected in the effective date at the top of this page.

11. Contact

For any privacy-related questions, concerns, or data requests:

Proof Restoration Systems
Contact Us
Dallas, Texas