Terms & Conditions

Last updated 10 August 2026

ProofTrove is operated by Naamiva Labs LLC ("ProofTrove", "we", "us"). These terms cover your use of the ProofTrove website, apps and services. By creating an account you agree to them.

1. What ProofTrove does

ProofTrove stores evidence of a student's achievements — certificates, award letters, competition results, photographs and similar records — organises them, and applies a cryptographic signature so that a record's existence on a given date can later be checked. It is a record-keeping tool. It is not an admissions service, an academic advisor, or a legal or financial advisor, and nothing it produces is advice of any kind.

2. Who may use it

• You must be at least 18 to hold an account.
• Accounts are normally held by a parent or legal guardian and hold records about one or more students, who are often minors. If you add records about someone else, you confirm that you are their parent or guardian, or that you otherwise have the right to do so, and you are responsible for what you upload about them.
• You are responsible for keeping your sign-in secure and for everything done through your account.

3. Your content stays yours

You keep all rights in the files and information you add. You grant us only the permission needed to run the service: to store, process, classify, summarise, sign, display and transmit your content at your direction, and to send it to people you choose to share it with. We do not sell your content or use it to advertise to you.

4. Where your files are stored

You choose once, when you set your account up. The choice cannot be changed later.

• Your Google Drive. Files go into a folder in your own Drive. ProofTrove requests the narrowest access Google offers for this (drive.file), which grants access only to files the app itself creates — not to the rest of your Drive. You can disconnect at any time and the files remain yours.
• ProofTrove Storage. Files are held by us, encrypted at rest with a key unique to your account, managed in Google Cloud KMS.

5. Automatic classification

Uploaded items are categorised and summarised automatically, using third-party AI models. This is a convenience and it is not guaranteed to be correct. You can reassign or correct any item. Do not rely on an automatic categorisation or summary as a statement of fact about the underlying document.

6. Digital signatures — what they do and do not prove

When an item is stored, ProofTrove signs a manifest describing it using a private key held in Google Cloud KMS. The matching public key is published in the app so anyone can check a signature independently.

• A valid signature shows that the item existed in that exact form at the time we signed it, and has not changed since.
• It is not a notarisation, an attestation by any authority, or a certificate issued by a certificate authority. It says nothing about whether the underlying document is genuine, or whether its contents are true. It records what we received and when.

7. Email intake and authorised senders

You can add items by emailing them to the ProofTrove intake address shown in your account. You may also nominate authorised senders — a coach or teacher, for example — who can send items into your account. Anything an authorised sender submits is treated as yours. Remove them at any time from your profile.

8. Sharing

You can create links that give other people access to a set of items. A link can be given an expiry when created, and can be revoked at any time. Anyone holding an unexpired link can view what it points to, so treat links as sensitive. We are not responsible for what a recipient does with material you share with them.

9. Subscription, trial and cancellation

• Paid plans are billed through Stripe. The current price and included allowance are shown at checkout and in the Billing section of the app, and those are what govern — not any figure quoted elsewhere.
• Where a free trial is offered, its length is shown when you subscribe. You are not charged until it ends.
• You can cancel at any time from the Billing section. Cancellation stops future charges; access continues until the end of the period you have already paid for.
• We do not generally give refunds for time already elapsed, except where the law requires it. If something has gone wrong, contact us.
• We may change prices. Existing subscribers will be told before a change takes effect and may cancel rather than accept it.

10. Acceptable use

You agree not to:

• upload anything unlawful, or anything you have no right to upload;
• upload material about another person without the right to do so;
• attempt to break, overload, probe or circumvent the service's security or its usage limits, or access another account;
• misrepresent a ProofTrove signature — for instance presenting a signed item as though it had been verified or certified by us or by any authority.

11. Features still in development

Some features are labelled beta in the product. Assessment is one. Beta features may be inaccurate, may change substantially, and may be withdrawn. Do not make decisions that matter on the basis of a beta feature alone.

12. Availability

We try to keep ProofTrove running and your data intact, but we do not promise uninterrupted or error-free service, and we may change or discontinue features. ProofTrove is not a backup service. Keep your own copies of anything you cannot afford to lose.

13. Disclaimers and limits on liability

To the fullest extent the law allows, the service is provided "as is" and we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

To the fullest extent the law allows, we are not liable for indirect, incidental, special or consequential losses, or for lost data, profits or opportunities. Our total liability arising out of or relating to the service is limited to the amount you paid us in the twelve months before the claim arose.

Nothing here excludes liability that cannot lawfully be excluded, and some jurisdictions do not allow some of these exclusions, in which case they do not apply to you.

14. Ending your account, and what happens to your files

You can delete your account at any time from your profile. Deletion removes your ProofTrove records — students, catalogue entries and shares. What happens to the files themselves depends on where you chose to keep them:

• Google Drive: your files stay in your Drive, untouched.
• ProofTrove Storage: your stored files are permanently deleted along with the account, because we were the ones holding them.

Deletion cannot be undone. We may suspend or end an account that breaches these terms.

15. Intellectual property

ProofTrove, its name, logo and software are owned by Naamiva Labs LLC. Patent pending. These terms give you a personal, non-transferable right to use the service, and nothing more.

16. Changes to these terms

We may update these terms. If a change is significant, we will give notice in the product or by email before it takes effect. Continuing to use ProofTrove after that means you accept the updated terms. The "last updated" date at the top always reflects the current version.

17. Governing law

These terms are governed by the laws of the State of California, without regard to conflict of law rules, and the state and federal courts located in Sacramento County, California have exclusive jurisdiction.

18. Contact

Questions about these terms: use the contact form at ProofTrove Support, or write to info@naamivalabs.com. Registered address: 2108 N St Ste N, Sacramento, CA 95816, United States.