Privacy Policy

Last updated September 18, 2026

Proof Client Portal (“Proof”, “we”, “us”) is a service that lets creative studios share images and videos with their clients for review and approval. This policy explains what information we collect, how we use it, and the choices you have. It applies to the website at proofclientportal.com and the studio and client portals.

Who this covers

Proof is used by two kinds of people, and we collect slightly different information from each:

• Studios — businesses that create an account, upload work, and invite clients.
• Clients — people a studio invites to review that work through a private link.

Information we collect

From studios

• Account details: your name, studio name, email address, and password (stored only as a secure hash).
• Content you upload: images, videos, file names, captions, prices, and project names.
• Client records you create: your clients’ names and email addresses.
• Billing: if you subscribe, our payment processor (Stripe) collects your card details. We never see or store your full card number — we keep only a Stripe customer ID and your subscription status.
• Dropbox: if you choose to connect Dropbox, we store an access token so we can read the folder you select. We only access the folder you link to a project.

From clients

• The name and email address the studio entered for you, plus any changes you make to them in your profile settings.
• The passcode you create to access your projects (stored only as a secure hash — we cannot read it).
• Your review activity: approvals, change requests, comments, and where on an image or at what point in a video you left them.
• If you pay an invoice through Proof, Stripe collects your payment details. We keep only a record that the invoice was paid.

Automatically

• Basic technical information such as IP address, browser type, and the pages you visit, collected by our hosting provider for security and reliability.
• Cookies needed to keep you signed in (see below). We do not use advertising or tracking cookies.

How we use it

• To run the service: show studios their projects, show clients the work they’ve been invited to review, and pass feedback between them.
• To send transactional email such as invoices and, where enabled, notifications about reviews. We do not send marketing email unless you opt in.
• To process subscription and invoice payments through Stripe.
• To keep the service secure, prevent abuse, and fix problems.
• To respond when you contact us.

We do not sell your personal information, and we do not use your uploaded content to train AI models or for any purpose other than providing the service.

Who can see your content

Work a studio uploads is visible to that studio and to the clients they invite to the project. Client comments and approvals are visible to the studio and to anyone else reviewing the same project. Project links are private URLs; anyone who has the link and, where set, the passcode can view the project, so please share links carefully.

Service providers we rely on

We use a small number of third-party services to operate Proof. Each receives only what it needs to do its job:

• Supabase — database, authentication, and file storage for uploaded media.
• Vercel — hosts the website and application.
• Stripe — processes subscription and invoice payments.
• Resend — delivers transactional email such as invoices.
• Dropbox — only if a studio chooses to connect it, to sync files from a folder they select.

These providers are bound by their own privacy policies and contractual obligations to protect your data.

Cookies

• Studios: a session cookie keeps you signed in to the studio portal.
• Clients: after you enter your passcode, a cookie remembers that on your device for up to 90 days so you don’t have to re-enter it.

You can clear these at any time through your browser settings; you’ll simply need to sign in or enter your passcode again.

How long we keep information

We keep your account, projects, and content for as long as your account is active. Studios can delete projects, clients, files, and their account at any time; deleted content is removed from our active systems promptly and from backups within a reasonable period. Billing records are kept as long as required for tax and accounting purposes.

Your choices and rights

• Studios can view and update their account details in Account settings, and delete projects, clients, and files from the studio portal.
• Clients can update their name and email from their profile settings in the client portal.
• You can ask us to access, correct, or delete personal information we hold about you, or to export it, by emailing us. Clients may also ask the studio that invited them.
• Depending on where you live, you may have additional rights under local privacy law (for example the GDPR or the California Consumer Privacy Act). We will honor those rights as required.

Security

Data is transmitted over HTTPS and stored with providers that maintain industry-standard security controls. Passwords and passcodes are stored as hashes, never in plain text. No system is perfectly secure, so please use a strong, unique password and keep project links private.

Children

Proof is a business tool and is not directed at children under 13. We do not knowingly collect information from children.

Changes to this policy

If we make meaningful changes, we’ll update the date at the top of this page and, for significant changes, notify studios by email. Continued use of Proof after a change means you accept the updated policy.

Contact

Questions or requests about your data: info@proofclientportal.com