1Introduction
ProofStream LLC ("we," "us," "our," or "ProofStream") operates proofstream.ai and provides in-person verification services with optional livestream capabilities. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and your rights regarding your information.
By accessing or using ProofStream's services, you agree to the practices described in this Privacy Policy. If you do not agree with our practices, please do not use our services. This policy applies to all users, including customers, verifiers, and website visitors.
2Information We Collect
We collect information in the following categories:
Account Information
When you create an account, we collect your name, email address, phone number, company name, and other profile details you provide. This information is necessary to establish and maintain your account.
Payment Information
Payment information is processed securely through Stripe, our third-party payment processor. We do not store full credit card numbers on our servers. We retain payment records (transaction amounts, dates, and last four digits) for billing and tax purposes.
Verification Request Details
When you submit a verification request, we collect descriptions of the item, property, or document to be verified, the location, special instructions, and any relevant documentation. This information is essential for our verification personnel to complete your assignment accurately.
Verification Evidence
During verification assignments, we collect photographs, video recordings, written observations, measurements, and other evidence gathered by our verification personnel. This evidence forms the basis of your verification report.
Livestream Data
If you request a livestreamed verification, we transmit real-time video feeds to your specified recipients. By default, we do not record these streams unless you explicitly request recording (see Section 10 for details).
Usage Data
We collect technical information about your use of our website and services, including IP address, browser type and version, operating system, pages visited, time spent on pages, referring URLs, and timestamps of access. This helps us understand how users interact with our platform.
Communications
We retain copies of emails, messages, and other communications you exchange with our team. These records help us provide customer support, resolve disputes, and maintain a history of your interactions with ProofStream.
3How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide verification services, generate reports, and deliver evidence to you in the format you request.
- Account Management: To manage your account, process orders, respond to inquiries, and send service-related notifications.
- Payment Processing: To process payments, send invoices, and maintain financial records.
- Communications: To send transactional emails, service updates, and respond to your messages.
- Service Improvement: To analyze usage patterns, identify areas for improvement, and develop new features.
- Compliance: To comply with legal obligations, respond to lawful requests from authorities, and enforce our Terms of Service.
- Fraud Prevention: To detect, investigate, and prevent fraudulent activity and unauthorized access.
- Legal Protection: To protect our legal rights, defend against claims, and resolve disputes.
4Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contract Performance: Processing necessary to perform services you've contracted with us (verification requests, payment processing).
- Legitimate Interests: Processing necessary for our legitimate business interests, including service improvement, fraud prevention, and legal compliance, balanced against your privacy rights.
- Legal Obligation: Processing required to comply with applicable laws, regulations, court orders, or government requests.
- Consent: Where we rely on consent, we will obtain your explicit agreement before processing sensitive data.
5Information Sharing
We do not sell your personal information to third parties. We may share your information in the following limited circumstances:
Service Providers
We share information with trusted service providers who assist us in operating our business:
- Stripe: Processes payments on our behalf. Stripe is PCI DSS compliant and maintains strict data security standards.
- Vercel: Hosts our website and provides cloud infrastructure. Vercel is SOC 2 Type II certified.
Verification Personnel
We share only the information necessary with our verification personnel and authorized contractors to complete your verification assignment. They are bound by confidentiality agreements and receive training on data protection.
Law Enforcement
We may disclose information to law enforcement agencies, government authorities, or other third parties when required by law, court order, subpoena, or in response to a lawful legal process. We will attempt to notify you of such disclosures where permitted by law.
Business Transfers
In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.
No Sale of Personal Information
ProofStream does not sell, rent, or lease your personal information to third parties for marketing purposes.
6Data Retention
We retain your information for different periods depending on the type of data and the purposes for which we use it:
Verification Reports and Evidence
Reports and evidence are retained for 12 months from the date of delivery. After this period, files are automatically deleted unless you request an extension. Extended storage is available upon request.
Payment Records
Payment transaction records are retained for 7 years to comply with tax law and accounting regulations, then securely deleted.
Account Information
Account information is retained while your account is active. After you request account closure, we retain your information for 90 days (to manage any pending disputes or refunds), then permanently delete it.
Usage Data and Analytics
Usage data and analytics are retained for 90 days, then automatically deleted. This data is aggregated and anonymized after 30 days.
Communications
Email and support communications are retained as long as your account is active, then deleted within 90 days of account closure or upon your request.
7Data Security
We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, and disclosure:
Encryption
- In Transit: All communications between your device and our servers use TLS (Transport Layer Security) encryption to protect data in transit.
- At Rest: Sensitive data stored on our servers is encrypted using industry-standard encryption protocols.
Access Controls
We restrict access to personal information to employees and contractors who need it to perform their duties. All personnel with access to sensitive data must sign confidentiality agreements.
Security Reviews
We conduct regular security assessments, vulnerability scanning, and penetration testing to identify and address potential weaknesses.
Important Limitation
No security system is completely secure. While we use industry-standard protections, we cannot guarantee absolute security. You use ProofStream at your own risk. If you believe your account or personal information has been compromised, please contact us immediately at verify@proofstream.ai.
8Your Rights
You have the following rights regarding your personal information:
Right to Access
You have the right to request a copy of the personal information we hold about you.
Right to Correction
You have the right to request correction of inaccurate or incomplete information.
Right to Deletion
You have the right to request deletion of your personal information, subject to legal retention requirements.
Right to Portability
You have the right to receive your personal information in a portable, machine-readable format (e.g., CSV) and to transmit it to another service provider.
Right to Object
You have the right to object to our processing of your information for certain purposes, including marketing communications.
Right to Restriction
You have the right to request restriction of processing of your information in certain circumstances.
Right to Withdraw Consent
Where we rely on your consent, you may withdraw it at any time. Withdrawal does not affect processing that occurred before withdrawal.
How to Exercise Your Rights
To exercise any of these rights, submit a written request to verify@proofstream.ai. Please include sufficient detail to identify yourself and the information or action you're requesting. We will respond to your request within 30 days. If your request is complex, we may need additional time, which we will communicate to you.
9California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
Right to Know
You have the right to request what personal information we collect, use, share, and sell about you.
Right to Delete
You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
Right to Opt-Out of Sale
ProofStream does not sell personal information. We do not have a mechanism to "sell" data, and we will not do so in the future without providing you with a method to opt-out.
Right to Non-Discrimination
We will not discriminate against you for exercising your CCPA rights. We will not deny services, charge different prices, or provide different quality of service based on your privacy choices.
Submitting CCPA Requests
To submit a CCPA request, contact us at verify@proofstream.ai. We will verify your identity and respond within 45 days. You may designate an authorized agent to make requests on your behalf.
10Livestream Data
ProofStream offers optional livestream capabilities for verification assignments. This section explains how we handle livestream data:
Real-Time Transmission
When you request a livestreamed verification, we transmit real-time video feeds to the recipients you specify. Livestreams are encrypted end-to-end and transmitted securely.
Recording Policy
Livestreams are not recorded by default. If you request that we record the livestream, the video footage is retained and delivered to you along with your verification report. Recorded footage is retained for 30 days from the date of the livestream, then permanently deleted.
Consent to Filming
ProofStream verification personnel visible in livestreams have consented to being filmed as part of their employment. All livestreams are conducted in accordance with applicable laws regarding consent and recording.
Privacy Policy
Last Updated: March 25, 2026
1Introduction
ProofStream LLC ("we," "us," "our," or "ProofStream") operates proofstream.ai and provides in-person verification services with optional livestream capabilities. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and your rights regarding your information.
By accessing or using ProofStream's services, you agree to the practices described in this Privacy Policy. If you do not agree with our practices, please do not use our services. This policy applies to all users, including customers, verifiers, and website visitors.
2Information We Collect
We collect information in the following categories:
Account Information
When you create an account, we collect your name, email address, phone number, company name, and other profile details you provide. This information is necessary to establish and maintain your account.
Payment Information
Payment information is processed securely through Stripe, our third-party payment processor. We do not store full credit card numbers on our servers. We retain payment records (transaction amounts, dates, and last four digits) for billing and tax purposes.
Verification Request Details
When you submit a verification request, we collect descriptions of the item, property, or document to be verified, the location, special instructions, and any relevant documentation. This information is essential for our verification personnel to complete your assignment accurately.
Verification Evidence
During verification assignments, we collect photographs, video recordings, written observations, measurements, and other evidence gathered by our verification personnel. This evidence forms the basis of your verification report.
Livestream Data
If you request a livestreamed verification, we transmit real-time video feeds to your specified recipients. By default, we do not record these streams unless you explicitly request recording (see Section 10 for details).
Usage Data
We collect technical information about your use of our website and services, including IP address, browser type and version, operating system, pages visited, time spent on pages, referring URLs, and timestamps of access. This helps us understand how users interact with our platform.
Communications
We retain copies of emails, messages, and other communications you exchange with our team. These records help us provide customer support, resolve disputes, and maintain a history of your interactions with ProofStream.
3How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide verification services, generate reports, and deliver evidence to you in the format you request.
- Account Management: To manage your account, process orders, respond to inquiries, and send service-related notifications.
- Payment Processing: To process payments, send invoices, and maintain financial records.
- Communications: To send transactional emails, service updates, and respond to your messages.
- Service Improvement: To analyze usage patterns, identify areas for improvement, and develop new features.
- Compliance: To comply with legal obligations, respond to lawful requests from authorities, and enforce our Terms of Service.
- Fraud Prevention: To detect, investigate, and prevent fraudulent activity and unauthorized access.
- Legal Protection: To protect our legal rights, defend against claims, and resolve disputes.
4Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contract Performance: Processing necessary to perform services you've contracted with us (verification requests, payment processing).
- Legitimate Interests: Processing necessary for our legitimate business interests, including service improvement, fraud prevention, and legal compliance, balanced against your privacy rights.
- Legal Obligation: Processing required to comply with applicable laws, regulations, court orders, or government requests.
- Consent: Where we rely on consent, we will obtain your explicit agreement before processing sensitive data.
5Information Sharing
We do not sell your personal information to third parties. We may share your information in the following limited circumstances:
Service Providers
We share information with trusted service providers who assist us in operating our business:
- Stripe: Processes payments on our behalf. Stripe is PCI DSS compliant and maintains strict data security standards.
- Vercel: Hosts our website and provides cloud infrastructure. Vercel is SOC 2 Type II certified.
Verification Personnel
We share only the information necessary with our verification personnel and authorized contractors to complete your verification assignment. They are bound by confidentiality agreements and receive training on data protection.
Law Enforcement
We may disclose information to law enforcement agencies, government authorities, or other third parties when required by law, court order, subpoena, or in response to a lawful legal process. We will attempt to notify you of such disclosures where permitted by law.
Business Transfers
In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.
No Sale of Personal Information
ProofStream does not sell, rent, or lease your personal information to third parties for marketing purposes.
6Data Retention
We retain your information for different periods depending on the type of data and the purposes for which we use it:
Verification Reports and Evidence
Reports and evidence are retained for 12 months from the date of delivery. After this period, files are automatically deleted unless you request an extension. Extended storage is available upon request.
Payment Records
Payment transaction records are retained for 7 years to comply with tax law and accounting regulations, then securely deleted.
Account Information
Account information is retained while your account is active. After you request account closure, we retain your information for 90 days (to manage any pending disputes or refunds), then permanently delete it.
Usage Data and Analytics
Usage data and analytics are retained for 90 days, then automatically deleted. This data is aggregated and anonymized after 30 days.
Communications
Email and support communications are retained as long as your account is active, then deleted within 90 days of account closure or upon your request.
7Data Security
We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, and disclosure:
Encryption
- In Transit: All communications between your device and our servers use TLS (Transport Layer Security) encryption to protect data in transit.
- At Rest: Sensitive data stored on our servers is encrypted using industry-standard encryption protocols.
Access Controls
We restrict access to personal information to employees and contractors who need it to perform their duties. All personnel with access to sensitive data must sign confidentiality agreements.
Security Reviews
We conduct regular security assessments, vulnerability scanning, and penetration testing to identify and address potential weaknesses.
Important Limitation
No security system is completely secure. While we use industry-standard protections, we cannot guarantee absolute security. You use ProofStream at your own risk. If you believe your account or personal information has been compromised, please contact us immediately at verify@proofstream.ai.
8Your Rights
You have the following rights regarding your personal information:
Right to Access
You have the right to request a copy of the personal information we hold about you.
Right to Correction
You have the right to request correction of inaccurate or incomplete information.
Right to Deletion
You have the right to request deletion of your personal information, subject to legal retention requirements.
Right to Portability
You have the right to receive your personal information in a portable, machine-readable format (e.g., CSV) and to transmit it to another service provider.
Right to Object
You have the right to object to our processing of your information for certain purposes, including marketing communications.
Right to Restriction
You have the right to request restriction of processing of your information in certain circumstances.
Right to Withdraw Consent
Where we rely on your consent, you may withdraw it at any time. Withdrawal does not affect processing that occurred before withdrawal.
How to Exercise Your Rights
To exercise any of these rights, submit a written request to verify@proofstream.ai. Please include sufficient detail to identify yourself and the information or action you're requesting. We will respond to your request within 30 days. If your request is complex, we may need additional time, which we will communicate to you.
9California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
Right to Know
You have the right to request what personal information we collect, use, share, and sell about you.
Right to Delete
You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
Right to Opt-Out of Sale
ProofStream does not sell personal information. We do not have a mechanism to "sell" data, and we will not do so in the future without providing you with a method to opt-out.
Right to Non-Discrimination
We will not discriminate against you for exercising your CCPA rights. We will not deny services, charge different prices, or provide different quality of service based on your privacy choices.
Submitting CCPA Requests
To submit a CCPA request, contact us at verify@proofstream.ai. We will verify your identity and respond within 45 days. You may designate an authorized agent to make requests on your behalf.
10Livestream Data
ProofStream offers optional livestream capabilities for verification assignments. This section explains how we handle livestream data:
Real-Time Transmission
When you request a livestreamed verification, we transmit real-time video feeds to the recipients you specify. Livestreams are encrypted end-to-end and transmitted securely.
Recording Policy
Livestreams are not recorded by default. If you request that we record the livestream, the video footage is retained and delivered to you along with your verification report. Recorded footage is retained for 30 days from the date of the livestream, then permanently deleted.
Consent to Filming
ProofStream verification personnel visible in livestreams have consented to being filmed as part of their employment. All livestreams are conducted in accordance with applicable laws regarding consent and recording.
Restrictions on Use
You may not record, redistribute, republish, or publicly display livestream content without ProofStream's prior written consent. Unauthorized use of livestream content is prohibited and may result in legal action.
Third-Party Access
Livestreams are transmitted only to the recipients you specify. ProofStream does not share livestream content with third parties except as required by law.
11Cookies and Tracking
ProofStream uses minimal cookies and tracking technologies:
Essential Cookies
We use essential cookies to enable core website functionality, including user authentication, account preferences, and security. These cookies are necessary for the website to function properly and cannot be disabled.
Analytics
We may use analytics tools to understand how users interact with our website and services. This data helps us improve user experience and service quality. Analytics data is aggregated and anonymized.
Third-Party Trackers
We do not use third-party advertising trackers or retargeting pixels. We do not share browsing data with ad networks or data brokers.
Do Not Track
We respect browser Do Not Track (DNT) signals. However, please note that browser DNT signals are not universally implemented or recognized.
12International Data Transfers
ProofStream operates in the United States. Your personal information is collected, processed, and stored in the United States. By using ProofStream's services, you consent to the transfer of your information to the United States and to the processing of your information according to U.S. law.
If you are located outside the United States, please note that the United States may not have the same level of data protection as your jurisdiction of residence. Your information may be subject to access by U.S. government agencies under applicable U.S. law.
13Children's Privacy
ProofStream's services are not directed to, and we do not knowingly collect personal information from, individuals under the age of 18. If we become aware that we have collected information from a minor, we will take steps to delete such information and terminate the minor's account promptly.
If you are under 18 and have provided your information to ProofStream, please ask a parent or guardian to contact us immediately at verify@proofstream.ai.
For users under 13, parents or guardians should be aware of the online services their children are using and should monitor their privacy practices.
14Changes to This Policy
ProofStream may update this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors. We encourage you to review this policy periodically.
Material Changes
If we make material changes to this policy that materially affect your rights or how we use your information, we will notify you via email at the address associated with your account or by posting a prominent notice on our website. The "Last Updated" date at the top of this policy will be updated to reflect when changes were made.
Acceptance of Changes
Your continued use of ProofStream's services following the posting of changes to this Privacy Policy constitutes your acceptance of those changes. If you do not agree with any changes, you should discontinue using our services and request deletion of your account.