Privacy Policy

Who we are

ProofServ is operated by ProofServ LLC ("ProofServ", "we", "us"). This policy covers the ProofServ worker app, ProofServ Office, the Property Portal and the Resident Portal (together, "the service"), and this website, proofserv.com.

Questions or requests about your information: info@proofserv.com.

Whose information this is

ProofServ is software that valet trash companies use to run and record their service. Most of the information in it belongs to one of those companies: its staff, its properties, its nights of service, and the residents and property managers it chooses to share them with. For that information, we act on the company's behalf and follow its instructions. The company decides who is invited, what is recorded and who it is shared with.

For information we collect for ourselves, such as an office account's sign-up, billing, and messages sent to us through this website, ProofServ is responsible for it directly.

If you work for a valet company, or you are a resident or property manager at a property it serves, the company is usually the first place to go with a question about your information. You can also always write to us.

What we collect

Office staff (admins and supervisors)

• Your name, email address and password. Passwords are stored by our sign-in provider in hashed form; we never see them.
• What you set up and record: your company, properties, service locations, schedules, staff, shifts, callbacks, notes, and the observations you choose to share.
• For billing, your plan and subscription status. Card details are entered with Stripe and stay with Stripe; we never receive your full card number.

Workers, in the worker app

• Your name, email address and password, set up by your company's office.
• What you record during service: arrival, departure and Last Call, the outcome at each service location, exceptions with their reasons and notes, observations, callback responses, and shift times, each with the time your phone recorded it and the time we received it.
• Photos you take with the app's camera, such as arrival photos and photos attached to an exception or observation. The app does not read your photo library.
• Location. While a night of service is open in the app and the app is on screen, it reads your phone's location and attaches it to what you record, as supporting evidence that the work was done on site. It does not track location in the background or when the app is closed. If you don't allow location, you can still record your work.
• Work you record without signal is stored on your phone first and sent when you're back in coverage.

Property users (property managers and maintenance)

• Your email address, which properties a valet company has shared with you, and when you signed in. You sign in with a one-time code sent to your email.
• If your company lets you manage residents, the residents you invite or remove, and who made each change.

Residents

• Your email address and the home at the property your invitation is for. You sign in with a one-time code sent to your email.
• Requests you make through the portal, and what was recorded in response.

Visitors to this website

• If you contact us through a form or by email: your name, email address, company, role, number of properties, phone number if you give it, and what you write.

Everyone

• Technical information that comes with using any website or app: your IP address, browser or device type, and the pages or requests made, kept in our hosting and database providers' logs.
• Sign-in, sign-up and password reset pages use hCaptcha to keep automated abuse out. hCaptcha processes information about your device and browser to do this, under hCaptcha's privacy policy.
• Cookies and local storage only to keep you signed in and the service working. We use no advertising cookies, no analytics or tracking tools, and no advertising in the app.

How we use it

• To run the service: show each person the records they are allowed to see, keep each company's records separate, and send the records your phone has saved.
• To send the emails the service depends on: invitations, sign-in codes, password resets, and resident invitations sent at a property's request.
• To bill companies for their subscriptions.
• To keep the service secure, prevent abuse, and fix what breaks.
• To answer you when you contact us.
• To meet our legal obligations.

We do not sell personal information, share it for advertising, or use it to build advertising profiles.

Who it goes to

Inside the service, each person sees only their part. A company sees its own records. A property user sees only the properties shared with them, without worker names or the office's notes. A resident sees only tonight's service at their own home and their own requests. The Trust page sets out exactly who sees what.

Companies that provide parts of the service, under contracts that let them use the information only to provide it to us:

• Supabase: database, sign-in and photo storage.
• Vercel: hosting for this website, the office and the portals.
• Resend: delivery of the service's emails.
• Stripe: subscription payments.
• Formspree: delivery of messages sent through this website's forms.
• hCaptcha (Intuition Machines): protection against automated abuse.

Your information is stored in the United States.

Otherwise, only when the law requires it, to protect people's safety or our rights, or as part of a merger or sale of ProofServ, in which case this policy continues to apply to it.

How long we keep it

Service records are a company's record of its work, so we keep them for as long as that company has an account with ProofServ. When someone leaves a company, their history stays in that company's record. When a company closes its account or asks us to delete its information, we delete it, except anything we must keep to meet a legal obligation or settle a dispute. Messages sent to us through this website are kept as long as we need them to answer you.

Your choices

• See, correct or delete your information. Ask the company you work with or are served by, or write to us. If the information belongs to a company, we will work with that company on your request.
• Delete your account. Email info@proofserv.com from the address you sign in with. We will remove your sign-in and tell you what, if anything, the company's service record keeps. Our support page has the steps.
• Location and camera. You can turn either off for the ProofServ app in your phone's settings at any time.
• Emails. The service's emails are part of using it, so there is nothing to unsubscribe from. We send no marketing email through the service.

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to how it is used. Write to us to use any of these. We won't treat you differently for doing so.

Security

Information is encrypted in transit, and each company's records are separated in the database itself. Access is checked on the server each time a page is opened. No system is perfectly secure, and if a breach affects your information, we will tell the companies involved and you as the law requires.

Children

ProofServ is for businesses and the adults they serve. It is not directed to children under 16, and we do not knowingly collect their information.

Changes to this policy

When we change this policy, we will post the new version here with a new effective date. If a change is significant, we will also tell company admins by email before it takes effect.

Contact

ProofServ LLC
info@proofserv.com