Privacy Policy
Last updated 10 August 2026
ProofTrove is operated by Naamiva Labs LLC. This policy explains what we collect, why, who we share it with, and what you can do about it. It describes what the product actually does today.
1. The short version
- We do not sell your personal information, and we never have.
- We do not use it to advertise to you, and we run no advertising or analytics trackers.
- Your files are stored either in your own Google Drive or in ProofTrove Storage, encrypted with a key unique to your account — you choose which when you set up.
- Uploaded items are sent to an AI provider to be categorised and summarised.
- You can delete your account, and your data with it, at any time.
2. What we collect
Information you give us
- Account details — your name and email address, from the Google account you sign in with.
- Student profiles — the student's name, a chosen avatar, and any goals or expected application window you set. Students are often minors; see section 8.
- The items you add — files (certificates, award letters, photographs, PDFs) and anything in them, plus titles and dates.
- Authorised senders — email addresses you nominate so someone else, such as a coach, can send items into your account.
- Support messages — the email address and message you send through the contact form.
Information created by the service
- AI-generated categories and summaries for each item, and the assessment of where a student's record stands.
- Signature manifests — a description of each item (including a content fingerprint) that we cryptographically sign, plus a small pre-rendered thumbnail image.
- Classification logs, so we can tell whether categorisation is getting better or worse. These deliberately do not contain the raw identifying details: the sender's domain is recorded rather than their full email address, and the detected student name is stored only as a truncated one-way hash, never in the clear.
- Device tokens for push notifications, if you enable them.
- Operational logs — ordinary server logs recording requests and errors, used to keep the service running and to debug faults.
What we do not collect
- Card details. Payments run through Stripe and card numbers never reach our servers. We hold only a customer reference and your subscription status.
-
The rest of your Google Drive. If you choose Drive storage,
we request the narrowest scope Google offers (
drive.file), which grants access only to files the app itself created. - Advertising or analytics identifiers. There are no third-party trackers in the app or on the marketing site. Browser storage is used to keep you signed in, not to profile you.
3. Why we use it
| Purpose | Data | Basis (UK/EU) |
|---|---|---|
| Provide the service — store, organise, sign and show your items | Account, students, items | Performance of a contract |
| Categorise and summarise items automatically | Item contents | Performance of a contract |
| Send receipts, clarification requests and service notices | Email address, item titles | Performance of a contract |
| Take payment and manage subscriptions | Email, customer reference | Performance of a contract |
| Improve classification accuracy | Classification logs (hashed / domain-only) | Legitimate interests |
| Keep the service secure and working | Operational logs | Legitimate interests |
| Push notifications | Device token | Consent |
4. Who we share it with
We share personal information only with the providers that run the service. We do not sell it and we do not share it for cross-context behavioural advertising.
| Provider | What it handles |
|---|---|
| Google Cloud Platform | Hosting, database, file storage, encryption keys, message queues |
| Google (Firebase Auth, Sign-In) | Authentication |
| Google Drive | File storage, if you chose Drive |
| Anthropic | AI categorisation and summarisation of uploaded items |
| Stripe | Payments and subscription management |
| SendGrid (Twilio) | Sending our emails, and receiving items emailed in |
| Cloudflare | DNS and delivery of images and static pages |
| Firebase Cloud Messaging | Push notifications |
We may also disclose information if the law requires it, or to protect the rights and safety of our users or ourselves. If the business is ever sold or merged, information may transfer with it; we would tell you first.
5. AI processing
To categorise and summarise an item, its contents are sent to our AI provider (currently Anthropic). This can include the document itself and any personal information in it. Automatic categorisation is a convenience and is not guaranteed correct — you can change it.
We do not use your content to train our own models, and our AI provider does not train its models on content submitted through its API. The provider may retain that content for a limited period to operate the service and detect misuse, after which it is deleted.
6. Where your files live, and how they are protected
- Google Drive: files stay in a folder you own, under Google's terms and your own Google account settings.
- ProofTrove Storage: files are held by us, encrypted at rest with a key unique to your account, managed in Google Cloud KMS. Traffic is encrypted in transit.
To be clear: ProofTrove Storage is not zero-knowledge. Our servers decrypt files to serve them back to you and to process them, so we are technically able to read their contents. We access them only to run the service, to help you when you ask, or where legally required. No system is perfectly secure and we cannot guarantee absolute security.
7. Where data is processed
Our infrastructure runs in the United States. Our providers may process data in other countries. If you are in the UK or EEA, transfers out are made under appropriate safeguards such as the European Commission's standard contractual clauses, incorporated through each provider's data processing agreement.
8. Children and student records
ProofTrove is for adults. You must be 18 or over to hold an account, and we do not knowingly let children create one.
The records an account holds are usually about a student who may be a minor, added by their parent or guardian. If you add records about a student, you confirm you are their parent or guardian or otherwise have the right to do so, and you decide what goes in. You can edit or delete a student's records at any time, and deleting a student moves their items to Unsorted rather than destroying them. If you believe a child's information has reached us without the right permission, contact us and we will remove it.
9. How long we keep it
- Your account and items: for as long as your account exists.
- After you delete your account: your ProofTrove records — students, catalogue entries, shares — are removed. Files in ProofTrove Storage are permanently deleted. Files in your Google Drive are left untouched, because they are yours and were never ours to remove. Deletion cannot be undone.
- Classification and operational logs: retained for up to 12 months to monitor quality and diagnose faults, then deleted.
- Billing records: kept as long as tax and accounting law requires, held largely by Stripe.
10. Your rights
Depending on where you live, you may have the right to access your information, correct it, delete it, obtain a copy in a portable form, object to or restrict certain processing, and withdraw consent. Much of this you can do yourself in the app: your items are visible and editable, and account deletion is self-service under Profile.
If you are in California: you have the right to know what we collect, to delete it, to correct it, and not to be discriminated against for exercising those rights. We do not sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of.
To exercise anything you cannot do in the app, contact us using the form below. We will respond within the time the law allows. If you are in the UK or EEA you may also complain to your data protection authority.
11. Cookies and browser storage
We use browser storage to keep you signed in and to remember a small amount of in-progress setup. There are no advertising or analytics cookies. Our sign-in provider (Google) may set its own cookies as part of authentication.
12. Changes
We may update this policy. If a change is significant we will give notice in the product or by email before it takes effect. The date at the top always reflects the current version.
13. Contact
Use the contact form at ProofTrove Support, or write to info@naamivalabs.com. Data controller: Naamiva Labs LLC. Registered address: 2108 N St Ste N, Sacramento, CA 95816, United States.