This policy explains how ProofPilot Agency (“ProofPilot,” “we,” “us”) handles personal information on getproofpilot.com and in the course of delivering marketing services. It applies to this website, the free tools on it (the scorecard, calculators, planners, and audit request forms), and the client relationship that may follow.
It does not apply to our clients’ own websites. If we built or manage a site for a home service business, that business is the controller of the data collected there and its own privacy policy governs.
The short version
- We collect what you type into our forms, plus basic technical data your browser sends automatically.
- We use it to answer you, to prepare an audit or proposal, and to deliver work you have hired us for.
- We do not sell your personal information, and we do not share it for cross-context behavioral advertising.
- You can ask us to delete everything we hold about you by emailing [email protected].
Information we collect
Information you give us
Our forms and tools ask for some combination of your name, email address, phone number, business name, business type, and whatever you write in a message field. Some tools also record the answers you select, for example the service mix and revenue range you choose in the growth scorecard, so the tool can return a result. If you book a call, the scheduling form collects your name, email, and the time you picked. If you email us, we hold that email and anything attached to it.
Information collected automatically
When you load a page, our hosting and network providers log the request. That log includes your IP address, browser user agent, the page requested, and the time. When you submit a form we also store the page path you submitted from and your user agent alongside the submission, so we know which tool produced the enquiry.
Information we do not collect
We do not ask for and do not want government identifiers, payment card numbers entered on this site, health information, or precise geolocation. Invoicing for signed clients happens outside this website through a payment processor that handles card data directly. We do not knowingly collect information from anyone under 16.
Why we use it
| Purpose | Legal basis (GDPR) |
|---|---|
| Replying to an enquiry and preparing an audit or proposal | Steps taken at your request before entering a contract |
| Delivering the services a client has engaged us for | Performance of a contract |
| Following up about a service you asked about | Legitimate interests, and consent where required for SMS |
| Keeping the site available and defending it from abuse | Legitimate interests |
| Meeting tax, accounting, and record-keeping obligations | Legal obligation |
Who we share it with
We share personal information with service providers that operate parts of our business, under contracts that limit them to our instructions. We do not sell personal information and we do not share it for cross-context behavioral advertising as those terms are defined under California law.
Providers this website uses
| Provider | What it does | What it can see |
|---|---|---|
| Railway | Website hosting and delivery | Server request logs, including IP address and user agent |
| Cloudflare | DNS, CDN, TLS termination, and bot protection | IP address, request metadata, security challenge data |
| Supabase | Database that stores form and tool submissions | Name, email, phone, business details, message, page submitted from, user agent |
| Calendly | Booking the strategy call embedded on our booking page | Name, email, scheduling details, and whatever you enter in their form |
| Google Workspace | Business email and document collaboration | Email contents and attachments you send us |
Providers used to deliver client work
These are not loaded by this website. They are listed so clients can see the full picture in one place.
| Provider | What it does | What it can see |
|---|---|---|
| Google (Ads, Analytics, Search Console, Business Profile) | Running and measuring client search and paid campaigns | Campaign, conversion, and site analytics data for client properties |
| Meta Platforms | Running and measuring client Facebook and Instagram campaigns | Campaign, conversion, and audience data for client properties |
| GoHighLevel | CRM, lead routing, and messaging automation for client accounts | Lead contact details and conversation history |
| TrackPilot (ProofPilot's own platform) | Attribution reporting that ties leads to booked jobs and revenue | Lead records, job and estimate values, and channel spend for client accounts |
We may also disclose information when the law requires it, to enforce an agreement, or in connection with a merger or sale of the business, in which case this policy continues to govern the information transferred.
How long we keep it
- Form and tool submissions that never become a client relationship are kept for up to 24 months, then deleted.
- Client records are kept for the length of the engagement plus seven years, which covers contract, tax, and accounting requirements.
- Server and security logs are kept on our providers’ standard retention schedules, generally 30 to 90 days.
- If you ask us to delete your information we do so within 30 days, except where we are legally required to keep a record.
Your rights
Everyone
You can ask us what we hold about you, ask for a copy, ask us to correct it, or ask us to delete it. Email [email protected] with the request and the email address or phone number you used. We verify identity by confirming the request from the same contact details we already hold, and we respond within 30 days. We do not charge for this and we will not treat you differently for asking.
California residents (CCPA and CPRA)
In the previous 12 months we have collected identifiers (name, email, phone, IP address), commercial information (the services you enquired about), and internet activity (pages visited on this site), from you directly and from your device automatically, for the business purposes described above. You have the right to know, delete, correct, and to opt out of sale or sharing. We do not sell or share personal information, so there is no opt-out to exercise, and we do not use or disclose sensitive personal information beyond what is necessary to provide the service. You may use an authorized agent, with written proof of authorization.
Users in the EEA and UK (GDPR)
In addition to the above you have rights to restrict or object to processing, to data portability, and to withdraw consent at any time without affecting processing already carried out. You may complain to your supervisory authority. Our providers are US-based, so data is transferred to the United States, and those transfers rely on the Standard Contractual Clauses in our providers’ data processing terms.
Security
The site is served over TLS. Form submissions are written to a database that is configured for insert only from the public site, meaning the website key can add a submission but cannot read anything back. Access to stored data is limited to the ProofPilot team members who need it. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security, and we ask that you not send sensitive personal information through website forms.
Cookies, tracking, and Do Not Track
This site currently loads no advertising or analytics cookies of its own. The full detail, including the embedded booking widget and how to block it, is in our Cookie Policy. We do not respond to Do Not Track browser signals because there is no consistent standard for them, but we do honor Global Privacy Control signals as an opt out of sale or sharing where that applies.
Text messages
If you give us a phone number and consent to messages, our SMS Terms govern that program. Mobile opt-in consent and phone numbers collected for SMS are never shared with third parties or affiliates for their own marketing purposes.
Changes to this policy
We update this policy when our practices change. The revision date at the top of the page always reflects the current version, which is July 28, 2026. Material changes will be announced on this page before they take effect.
Contact
ProofPilot Agency
Email: [email protected]
Web: getproofpilot.com