Effective 2026-09-12
This policy explains what ProofHour does with information about you and about the people you work for. It is written to be read, not to be survived.
Almost every question below answers itself once this distinction is clear, so it comes first rather than sitting in a definitions section.
For your own account, ProofHour is the controller. Your email address, your name, your subscription, and what you pay us — we decide why we hold those and we are answerable for them.
For everything about the work you track, ProofHour is a processor. Your clients’ names and email addresses, your time blocks, your screenshots, the titles of your open windows, the AI summaries, and the invoices you issue — those are your records. We hold them on your instruction and act on it. You decide what is captured, what is shared, and what is deleted.
One consequence worth stating plainly: the invoices you issue to your clients belong to you, not to us. If you delete your account, they are deleted with it. Keeping your own copies of records you may need later is your responsibility, and we give you a way to take them (see Your rights).
When you track work, ProofHour records the time, periodic screenshots of your screen, the title of the window in front, and any note you write. It stores the contracts you create, the clients you name on them, the reports you send, and the invoices you issue.
You control what is captured. You can stop tracking at any time, delete any individual screenshot — the time recorded with it is deleted too — and name applications that are never captured at all.
We do not sell anything to anyone, and we do not use your work data to train anything. These are the companies that process data on our behalf in order to run the service:
We also disclose information where the law requires it. If that ever happens we will tell you, unless we are forbidden from doing so.
Your account, your work records and your screenshots are stored in Frankfurt, Germany, and the servers that process your requests run there too.
Email is delivered from Resend's EU region in Ireland — Resend is a US company, but the mail itself is handled inside the EU. AI summaries are generated on Scaleway, a French cloud, in Paris. Nothing in the AI path touches a non-European company.
ProofHour itself is operated from Türkiye. Our own staff access to the systems above therefore happens from outside the EU.
Reports go to your client on the schedule set for that contract, without waiting for you to release them — including any AI-generated summaries in them. We do not hold them back for your approval, and you do not have to do anything for one to be sent.
This is the part worth knowing, because it keeps working whether or not you are paying attention. What a report says is whatever your records say at the moment it goes out, and those records stay yours to change until then: you can correct a note, delete a screenshot, or stop tracking, and the next report reflects that. Checking them before a send is available to you rather than required of you.
You choose the schedule a contract reports on. If you would rather a client received nothing on a schedule, that is a matter of how you set the contract up, not something you have to intercept each time.
You can ask us for a copy of your data, to correct it, to delete it, or to object to how we use it. You can also ask us to stop and complain to a supervisory authority if you think we have got it wrong.
For anything on this list, email us at the address on our contact page. We will answer within 30 days. We may ask you to confirm who you are first, because handing someone else’s screenshots to whoever asks would be its own privacy failure.
When you sign in, we set a cookie that keeps you signed in. It is necessary for the application to work at all, and there is no version of ProofHour that functions without it.
We count page views using Vercel Web Analytics, and measure page performance using Vercel Speed Insights. Neither sets a cookie or writes anything to your device. A visitor is recognised from a hash of the request itself, which is discarded after 24 hours, and the figures are not tied to an IP address or to you. What is recorded is the page, where you arrived from, your browser and device type, and your country and city.
We use no advertising cookies, no tracking pixels, and nothing that follows you to another site. That is why you are not being asked to accept anything here.
When this policy changes it gets a new effective date and is published at a new address; older versions stay online at theirs, so a record of what you agreed to still points at the text you actually saw. If a change is significant, we will ask you to accept the new version the next time you sign in.
Who operates ProofHour, and how to reach us, is on the contact page.
Your work documented automatically. Reports and invoices from the same verified record. Keep 100% of what you earn.