Effective 2026-10-09
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 to exclude. While an application you have excluded is in front, no screenshot is taken and no window title is stored; the time is still recorded.
We do not sell anything to anyone, and we do not use your work data to train anything. These are the providers that process data on our behalf in order to run the service, by what they do and where:
If you need the providers’ names — for example to meet your own obligations for the client data you keep in ProofHour — ask at the address on our contact page and we will send you the current list.
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 our email provider's EU region in Ireland — the provider is a US company, but the mail itself is handled inside the EU. AI summaries are generated on a French cloud, in Paris. Nothing in the AI path touches a non-European company.
The website’s analytics are the exception: Google Analytics may process what it receives in the United States. Google is certified under the EU–US Data Privacy Framework, which covers that transfer for visitors in the European Union.
ProofHour itself is operated from Türkiye, and our payment provider is based there too. Our own staff access to the systems above therefore happens from outside the EU, and subscription payments are processed outside it.
A report is drafted on the schedule set for that contract, and it goes to your client only when you press Approve and send — including any AI-generated summaries in it. You can review it first and choose what it includes.
The exception is a contract on which you have turned automatic sending on. Its reports go to your client on the schedule, without review and without waiting for you. Automatic sending is off until you turn it on, contract by contract.
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 or delete a screenshot.
Deleting a contract. When you delete a contract, it is hidden at once from the portal and from the desktop app, and the links your client has to its reports and invoices stop working. It is erased after seven days; until then only you can see it, and you can restore it. Erasing it deletes its time records, screenshots, AI summaries, reports and draft invoices, and the client’s details and invitations on the contract. An invoice you issued keeps only its number, status, dates and amounts, whether VAT was reverse charged, and your own details as its issuer, so your invoice numbering stays complete; its client details, lines, notes and payment details are erased. An export you took is kept for seven days after it is ready, then deleted, as every export is.
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.
On www.proofhour.com we use Google Analytics to see how the site is used: which pages are read and some of what visitors do on them, where visitors arrive from, and roughly where in the world they are. The first time you visit, a banner asks whether you accept its cookies.
_ga and one starting _ga_, which last two years and let it recognise your browser when you come back.Google Analytics does not store your IP address. We have switched off its advertising features, so nothing it collects is used to show you ads, here or elsewhere. We use no advertising cookies.
Your choice is kept in your browser’s local storage, not in a cookie, for 12 months; after that, or when this policy changes, the banner asks again. To change your mind, use Cookie settings at the bottom of the site’s pages. If you withdraw your consent, the Google Analytics cookies are deleted at once. The page that confirms a newsletter subscription does not load Google Analytics at all.
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.