Privacy Policy

Effective Date: December 3, 2025

This Privacy Policy describes how PresenceProof ("we," "us," or "our") collects, uses, and shares information about you when you use our website located at presenceproof.com and our related services (collectively, the "Services").

1. Information We Collect

Information You Provide

• Account Information: When you create an account, we collect your email address, name, and password.
• Travel Data: Dates of entry/exit, countries visited, and related notes you choose to enter.
• Profile Information: Optional information you may add to your profile.
• Communications: Information you provide when contacting us for support.

Information Collected Automatically

• Log Data: IP address (hashed for privacy), browser type, operating system, referring URLs, and pages visited.
• Device Information: Device type, operating system, and unique device identifiers.
• Usage Information: Features used, actions taken, and time spent on the Services.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies. See our Cookie Policy for details.

Information from Third Parties

• Authentication Providers: If you sign in using Google or another OAuth provider, we receive basic profile information (email, name) as permitted by your privacy settings with that provider.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Services
• Process your travel data and generate compliance reports
• Send you technical notices, updates, and support messages
• Respond to your comments, questions, and requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse
• Personalize and improve your experience
• Comply with legal obligations

3. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), UK, or Switzerland, we process your personal data based on:

• Performance of Contract: To provide Services you've requested
• Legitimate Interests: To improve our Services and protect against fraud
• Consent: Where you have given consent for specific processing
• Legal Obligation: To comply with applicable laws

4. How We Share Your Information

We do not sell your personal information. We may share information as follows:

• Service Providers: With vendors who help us provide the Services (see Sub-processor List)
• Legal Requirements: When required by law or to protect rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you direct us to share information

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide Services. After account deletion:

• Account data is soft-deleted and retained for 30 days (recovery period)
• After 30 days, data is permanently deleted
• Some anonymized data may be retained for analytics
• Legal compliance data may be retained as required by law

6. Your Rights

Depending on your location, you may have rights including:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data
• Portability: Request your data in a portable format
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing

To exercise these rights, contact us at privacy@presenceproof.com or use the account settings in the app.

7. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We use appropriate safeguards including:

• Standard Contractual Clauses approved by the European Commission
• Data Processing Agreements with our service providers
• Encryption in transit and at rest

8. Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit (TLS 1.3) and at rest
• Regular security assessments and penetration testing
• Access controls and authentication requirements
• Employee security training

9. Children's Privacy

Our Services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we learn we have collected such information, we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new policy on our website
• Updating the "Effective Date" at the top
• Sending you an email notification for significant changes
• Requiring re-acceptance for material changes

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices:

Email: privacy@presenceproof.com

Data Protection Officer: dpo@presenceproof.com

Mailing Address: PresenceProof Attn: Privacy Team [Address to be added]

12. Additional Information for California Residents

Under the California Consumer Privacy Act (CCPA), California residents have additional rights:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising CCPA rights

We do not sell personal information as defined by the CCPA.

13. Additional Information for EEA/UK Residents

Supervisory Authority: You have the right to lodge a complaint with your local data protection authority if you believe we have not complied with applicable data protection laws.

Data Controller: PresenceProof is the data controller for personal data collected through the Services.