Prooflet Privacy Policy

Last updated: October 4, 2026

Version: 6

The English and French versions of this policy have the same standing.

This policy explains what personal information Prooflet ("Prooflet", "we", "us") collects, why, and how we handle it. We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles and, for people in Québec, the Act respecting the protection of personal information in the private sector. Our privacy contact is [email protected].

1. Accountability

Prooflet is responsible for personal information under its control, including information our service providers process for us. The person in charge of the protection of personal information at Prooflet is our Privacy Officer. Privacy questions, requests, and complaints go to the Privacy Officer at [email protected], or by mail to Privacy Officer, Prooflet, PO Box 32004 RPO Riverside, Windsor ON N8S 4T8, Canada.

2. What we collect, and how

We collect personal information in four ways: directly from you; automatically, through the cookies and technologies described below; from a workspace owner who invites you; and from Stripe, about your payments.

• Account information — your name, email address, and password (stored as a salted hash, never in plain text). You can also add optional profile details: company, division, occupation, and a profile picture.
• Records of your choices — the version of the Terms you accepted and when, and your marketing-email choice and each change to it. With each of these we record the time, your IP address, and your browser type, as evidence of the choice.
• Workspace content — product information, artwork, brand assets, fonts, file names, and settings you add to the Service.
• Approval and production records — when a workspace owner approves artwork or records a production run or reprint, we keep the owner's email address, the time, and any note or reason they enter.
• Workspace users — the email address of each person a workspace owner invites, whether or not that person has a Prooflet account. We receive it from the owner, and we use it to send that person the invitation and to show it to them when they sign in with that address, once the address is confirmed. An invitation that is not accepted expires after 21 days. After it expires, the address stays on the owner's list, marked as expired, so the owner can see who they invited, until the owner removes it or closes their account. It is also removed when the person declines or leaves, or when the person, having confirmed that address, closes their account. If that person changes their account's email address while the invitation is still waiting, the invitation is removed; if they have already accepted, they stay in the workspace and the owner sees the new address.
• Billing information — handled by our payment processor, Stripe. Stripe holds your billing details and your card. We keep your Stripe customer and subscription identifiers, your plan, its status and billing-period dates, and a record of the exports we bill for. We can show you your card brand, its last four digits, your billing name and address, and your invoices, which we fetch from Stripe when you look at them; we do not store your full card number.
• Support and feedback — emails you send us, and messages you send through the in-app support form, which arrive with your name, email address, and account identifier. Feedback you send from inside the app is stored with your account identifier and includes the category and message, the page address, the project you were in, your browser and screen details, the app version, a session identifier, and your last 50 in-app actions; the feedback form says so before you send it.
• Sales enquiries — if you use the contact form on prooflet.ca, your name, work email address, company, and packaging format, together with campaign information from the link that brought you to the site (an ad click identifier and campaign tags, when present).
• Technical information — IP address, browser type, session cookies, and service logs used to operate and secure the Service, and error reports (the error message, where in our code it happened, and the page address).
• Language preference — a lang cookie stores your English/French choice on prooflet.ca; we use region-level IP geolocation (via our CDN) for one thing only: on a first visit, to choose French for visitors from Québec. We do not build location profiles.
• Product activity and time spent — events such as starting a session, completing a step, running a compliance check, or creating an export, and how long you actively use the Service, such as how long a compliance report stays open or how long you spend in the editor on a project. Time is counted only while the tab is in front of you and you have used the page recently; a tab left open and untouched is not counted. We record the page or project the activity applies to, never its contents.

Cookies. We set a session cookie when you sign in and the lang cookie described above. Stripe may set its own cookies on the pricing and checkout pages. We do not show advertising in Prooflet, and we do not sell personal information.

Technology that can identify, locate, or profile you. One of the technologies above has such a function: the region-level geolocation we use to choose a language on a first visit. It does nothing but pick the language of the page, and the language switch lets you change it at any time. We do not record sessions, and no technology on prooflet.ca or in the Service builds a profile of you.

3. Why we collect it

We use personal information to: provide and operate the Service; process billing; provide support and answer enquiries; secure the Service and prevent abuse; understand how the Service is used so we can find errors and confusing steps; see which campaigns lead to sales enquiries; keep evidence of acceptances, approvals, and production runs; meet legal obligations; and send service-related messages. We do not currently send marketing emails; if we start, we will send them only to people who have opted in. We do not use your workspace content for anything other than providing the Service.

4. Required processing, consent, and choices

We need most of the information in section 2 to run the Service: to sign you in, store your projects, bill you, keep the Service secure, send service messages, and keep the records the law requires. You cannot turn this off and still use Prooflet. Marketing email is optional: you choose at signup and can change your choice at any time in Settings. In Settings you can also decline an invitation, leave a workspace, or close your account.

5. Sharing and service providers

Within a workspace. A workspace belongs to the account that owns it. The owner can invite a person by email address, whether or not that person has a Prooflet account, and can remove them. The invitation we send to that address names the owner and shows the owner's email address, and the invited person sees the owner's name and email address in Prooflet before deciding. The invited person cannot see or use the workspace until they accept the invitation in Prooflet. They can decline it, and a user can leave a workspace at any time. Users who have accepted can view, change and delete workspace content and create exports under the owner's subscription. Workspace content, including content a user adds while working in that workspace, is visible to the owner and to the users who have accepted, and it stays with the workspace if a user leaves, is removed or closes their account. When a user uploads a font, a record of which account confirmed the right to use it, and when, is kept with the font. That record names the account by an internal identifier, is available to the owner and to the workspace's users, is included in the owner's data export, and stays with the font after the user leaves or is removed; the account identifier is removed from the record when that user closes their account. The owner sees the email address of each person they invited, whether that person has accepted, whether the invitation has expired, and the dates. A user's place in a workspace belongs to their account: if they change their email address, the owner sees the new address. Users see the owner's name and email address, including on the owner's approval and production records, together with any note the owner wrote on an approval; the owner's subscription plan and status; and the workspace's usage figures, including billing-period dates. Users cannot see the owner's list of invited people. We do not decide who an owner invites, so ask the owner about a particular workspace. You can still write to us about any personal information we hold about you.

Service providers. Outside the workspace, personal information goes only to the companies listed below, for the purposes above, or to an authority when the law requires it. Stripe, Cloudflare, DigitalOcean, Resend and our backup provider process it for us under their service terms.

• Stripe — payment processing. Stripe keeps its own record of you as a customer, including after you close your Prooflet account.
• Cloudflare — hosting of prooflet.ca and of the Service's pages, content delivery, and security.
• DigitalOcean — hosting of the Prooflet application and its database, in Toronto, Canada.
• Resend — email delivery, including invitations sent to an address a workspace owner enters, and messages from our support and contact forms.
• A cloud storage provider that holds backups of the Service's database.

Our application and database are hosted in Ontario, so personal information about people in Québec is held outside Québec. Some providers process data outside Canada (including in the United States). While outside Canada, information is subject to the laws of those jurisdictions, and courts or authorities there may be able to compel access. We rely on each provider's contract terms to protect the information.

6. Retention

We keep personal information only as long as needed for the purposes above and to meet legal obligations. In particular:

• Your account, profile, and the records of your choices are kept until you close your account.
• A sign-in session lasts up to 7 days. Password-reset links last 1 hour and email-confirmation links 24 hours. The lang cookie lasts one year.
• Product activity, time-spent and error records are kept for 90 days (30 days when not linked to an account).
• Feedback sent from inside the app is kept for up to two years.
• Export packages are kept for 365 days on an active membership, and for 24 hours otherwise.
• An invited email address is kept as described in section 2.
• Emails you send us and sales enquiries are kept in our mailbox until we no longer need them to answer you or to keep a record of the request; you can ask us to delete them.
• Database backups are kept for about three days.

When you close your account, we delete your account, your workspace and its content, your feedback and your activity records at that time. Some things remain: production-run records are kept with your email address replaced by a placeholder, though an internal identifier stays on them; content you added to another owner's workspace stays with that workspace; emails you sent us stay in our mailbox; Stripe keeps its billing records; and backups expire on the schedule above.

7. Safeguards

We protect personal information with safeguards appropriate to its sensitivity, including encryption in transit (HTTPS), hashed passwords, access controls, and isolation between customer workspaces.

8. Your rights: access, correction, portability, and withdrawal

In Settings you can correct your profile, change your email address, download a copy of your account data in a structured format (JSON), and close your account. You may also ask us, in writing, for access to your personal information, for an account of how it has been used and to whom it has been disclosed, for correction of anything inaccurate, incomplete or unclear, or to withdraw consent, by writing to the Privacy Officer at [email protected]. On request we will also tell you which categories of people at Prooflet have access to your information and how long we keep it. We respond within 30 days and at minimal or no cost. If we refuse a request, we will explain why and how to challenge our decision.

9. Breach response

If a breach of security safeguards creates a real risk of significant harm, we will report it to the Privacy Commissioner of Canada, notify affected individuals as soon as feasible, and keep records as PIPEDA requires. Where a confidentiality incident involving the personal information of people in Québec presents a risk of serious injury, we will also promptly notify the Commission d'accès à l'information du Québec and the people concerned. We keep a register of confidentiality incidents.

10. Challenging compliance

If you have a privacy concern, write to the Privacy Officer at [email protected]. We acknowledge a complaint, look into it, and answer in writing within 30 days. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Québec, to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).

How we manage personal information

The Privacy Officer is responsible for how Prooflet handles personal information and approves our practices. Access to personal information inside Prooflet is limited to the people who operate and support the Service. We keep and destroy information on the schedule in section 6, and we handle complaints as described in section 10.

Changes

We may update this policy from time to time; the "Last updated" date reflects the current version. Material changes will be announced by email or in-product notice.

For product limitations, read the Prooflet disclaimers. For the legal page index, see the legal hub.

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