Privacy Policy

1. Who this policy covers

This policy explains how ProofPackAI handles personal information when someone visits the website, prepares a complaint pack, uploads evidence, pays through Square or asks for documents to be emailed.

Privacy and deletion requests can be sent to jasoncarter1970@outlook.com.

2. Information collected

The complaint builder may collect the customer’s name and email address, the organisation complained about, account or booking references, complaint details, dates, people involved, requested outcome, losses and supporting explanations.

Evidence supplied by a customer may include emails, screenshots, photographs, receipts, correspondence, PDFs and Word documents. Customers should not upload passwords, PINs, full payment-card details or unrelated information about another person. Sensitive information should only be included where it is genuinely necessary and the customer is entitled to use it.

The service also keeps an operational case record containing a random case identifier, a protected case-access token, basic client and organisation details, attachment count, delivery status and relevant activity dates. Standard technical records such as IP address, browser/device information and error or security data may also be processed by the hosting and service providers.

3. How information is used

Complaint information and evidence are used to save and restore the customer’s case, organise evidence, produce the requested documents, provide downloads, send documents to the confirmed email address, maintain security and investigate delivery or technical problems.

The main legal basis for processing case information is performance of the customer contract and taking steps requested before purchase. Legal obligations may apply to payment and business records. Legitimate interests are used for proportionate security, service administration and fault investigation. Consent is used for non-essential analytics and advertising measurement.

4. Where information is stored and shared

Draft form answers are stored in the customer’s browser so the case can be restored on that device. Uploaded evidence and operational case records are stored by the website’s Cloudflare-hosted infrastructure. Documents are assembled for the customer from the information supplied.

When you request email delivery, the completed documents are sent to the email address you confirm. A separate copy of the same documents, together with your name and email address, is also sent to the ProofPackAI operator for service administration and delivery support. This is not a service where only the customer can see the documents.

A saved case may reopen for another person using the same browser profile on a shared device. There is currently no separate customer login. Use a private device where possible, and keep this in mind before leaving a saved case or downloaded documents on a shared computer.

Square processes checkout and payment information under its own privacy terms. ProofPackAI does not receive or store the customer’s full card number. Resend processes the customer’s email address and the generated attachments when the customer requests email delivery. Google processes analytics and advertising-measurement data only in line with the customer’s cookie choices.

Information is not sold. It may be disclosed where required by law, to protect the service or its users, or to the service providers needed for hosting, storage, payment, analytics and requested email delivery. Those providers may process information outside the UK; where that occurs, their applicable transfer safeguards and contractual protections apply.

5. Retention

The device-local draft remains until the customer starts a separate case, clears the saved browser data or removes it through browser controls. Short-lived checkout-return storage is used to reconnect the customer with the paid case.

ProofPackAI does not currently apply an automatic deletion deadline to uploaded evidence or operational case records. They may remain available to support return visits, delivery and problem investigation until deletion is requested, the records are no longer operationally required, or retention is required for legal, accounting, fraud-prevention or dispute purposes. Copies already sent by email are also subject to the recipient’s mailbox and the email provider’s handling.

6. Cookies and similar storage

Necessary browser storage remembers the complaint draft, protects access to uploaded files, records the customer’s cookie choice and supports return from Square checkout. These functions are required for the requested service.

Google Analytics is loaded only after analytics consent. All four Google consent categories—analytics storage, advertising storage, advertising user data and advertising personalisation—start denied. Rejecting analytics prevents the site from loading the Analytics tag on a fresh visit. Withdrawing analytics consent disables further Analytics measurement and removes its first-party cookies where accessible. Necessary case and checkout storage is preserved.

The site’s custom analytics events report complaint starts, successful evidence uploads and checkout starts. Their fields are limited to operational details such as file type, file size, price and currency; they do not include complaint text, names, email addresses, file names or evidence contents. The configured page address excludes case, payment-return and other non-marketing query strings, as well as fragments. Limited Google Ads and UTM attribution identifiers may be included after consent so advertising can be measured without sending complaint or account details. A visitor can accept, reject or manage preferences and reopen Cookie settings at any time. Advertising consent is stored separately for future campaign measurement; no purchase measurement is currently configured by the site.

7. Your rights

Subject to the circumstances and applicable UK data-protection law, individuals may request access to personal information, correction, deletion, restriction, objection or a portable copy. Consent can be withdrawn at any time through Cookie settings without affecting earlier lawful processing. ProofPackAI may need to verify the requester’s identity and case before acting on a request.

Concerns can also be raised with the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

8. Security and changes

Uploaded evidence is separated by case and requires the case identifier and secret access token before it can be retrieved or removed. No internet service can guarantee absolute security, so customers should keep their original documents and avoid uploading unnecessary information.

This policy may be updated when the service or its providers change. The date above shows the latest published version.