Privacy Policy | Proofolio.pro

1. Who we are

Proofolio is operated as a sole trader business based in the United Kingdom. Our ICO registration number is [ICO NUMBER — ADD WHEN REGISTERED]. You can contact us at privacy@proofolio.pro for any data-related queries.

2. What data we collect and why

We collect the minimum data needed to provide the service. Here is what we collect and why:

Contractor data

When you use Proofolio, we collect your WhatsApp phone number, business name, trade type, and service area. We use this to create and maintain your portfolio page and to deliver your marketing content back to you via WhatsApp. Legal basis: performance of a contract.

Job photos and content

You send us photos of your work via WhatsApp. We process these images to generate your marketing cards, captions, and video. EXIF data (including GPS location) is stripped from all images on receipt before any processing. Your original photos are stored securely to power your portfolio page. Legal basis: performance of a contract.

Customer enquiry data

When a visitor submits an enquiry through your portfolio page, they provide their name, phone number, location, and job description. This data is captured by Proofolio and delivered directly to you as the contractor. We act as a data processor for this data on your behalf — you are the data controller for enquiries about your business. Legal basis: legitimate interests (connecting customers with service providers).

Review data

When a customer submits a review via a unique review link, they provide their name and review content. Only their first name and last initial are ever displayed publicly on the portfolio page. Full names are stored securely and never shared publicly. Legal basis: legitimate interests (providing verified review functionality).

Payment data

We do not store payment card details. Payment processing is handled by our payment provider and we only receive confirmation of payment status. Legal basis: performance of a contract.

3. How we store and protect your data

Your data is stored in Supabase, a cloud database service with servers located in the European Union. Supabase acts as a data processor on our behalf under a Data Processing Agreement. All data is encrypted in transit and at rest.

WhatsApp messages are delivered via Twilio, an official WhatsApp Business Solution Provider. Twilio acts as a data processor on our behalf. Message content passes through Twilio infrastructure in accordance with their data processing terms. Twilio is SOC 2 Type II certified.

4. How long we keep your data

Contractor account data and portfolio pages are retained for as long as your account exists. If you cancel your subscription, your portfolio page remains live and your data is retained unless you specifically request deletion.

Customer enquiry data is retained for 12 months from the date of submission, after which it is automatically deleted.

Review data is retained indefinitely unless you request deletion or the contractor removes the review from their portfolio.

Job photos are retained for as long as your account is active. You can request deletion of specific job photos at any time by contacting us via WhatsApp or email.

5. Who we share your data with

We do not sell your data. We do not share your data with advertisers. We share data only with the following processors who help us deliver the service:

—Supabase — database storage and hosting (EU servers)
—Twilio — WhatsApp message delivery
—OpenRouter / AI processing — image analysis and caption generation. Images are processed and not retained by the AI provider beyond the immediate processing request.
—Payment processor — subscription billing. No card data passes through our servers.

6. Cookies

Proofolio uses only essential cookies — small files placed on your device that are strictly necessary for the website to function. We do not use advertising cookies, tracking cookies, or analytics cookies.

Essential cookies we set:

Session cookies — maintain your session while you browse the site. Deleted when you close your browser.
Security cookies — protect against cross-site request forgery. Essential for form submissions.

Essential cookies do not require your consent under UK GDPR. If we introduce analytics or other non-essential cookies in future, we will update this policy and add a cookie consent mechanism.

7. Your rights under UK GDPR

You have the following rights regarding your personal data:

—Right to access: You can request a copy of all personal data we hold about you.

—Right to correction: You can ask us to correct inaccurate data. You can update your business name, service area, and trade type at any time via WhatsApp.

—Right to erasure: You can ask us to delete your data. We will delete your account, portfolio page, and all associated data within 30 days of a verified request.

—Right to portability: You can request your data in a machine-readable format.

—Right to object: You can object to processing based on legitimate interests.

—Right to restrict processing: You can ask us to pause processing of your data while a complaint is investigated.

To exercise any of these rights, contact us at privacy@proofolio.pro. We will respond within 30 days. If you are unhappy with our response, you have the right to complain to the Information Commissioner's Office at ico.org.uk.

8. WhatsApp and Meta

Proofolio delivers its service via WhatsApp. By using Proofolio, you interact with WhatsApp which is operated by Meta Platforms Ireland Limited. WhatsApp's own privacy policy applies to your use of the WhatsApp application and governs how Meta handles your data within WhatsApp. Proofolio is not responsible for Meta's data practices. You can review WhatsApp's privacy policy at whatsapp.com/legal/privacy-policy.

9. Changes to this policy

We will update this policy when our data practices change. If changes materially affect your rights, we will notify you via WhatsApp before they take effect. The date at the top of this page always shows when it was last updated.

Contact us about privacy

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

Email: privacy@proofolio.pro

ICO registration: [ICO NUMBER — ADD WHEN REGISTERED]