Privacy Policy

1. Provider and scope

This Privacy Policy applies to ProofFlow, provided by Office Hasegawa. Contact us at [email protected]. The separate Office Hasegawa website privacy notice covers the corporate website itself.

2. Information we handle

• Account and organization information, including names, email addresses, authentication and session data, organization membership, roles, language, and time zone.
• Subscription information, including plan and contract status and Stripe customer or subscription identifiers. This service does not store card numbers; Stripe processes payment credentials.
• Usage and support information, including actions, access times, device and browser details, support requests, notification message content and delivery status, recipients, and audit, security, or error records.
• Business information or files entered by customer organizations, as described in the service-specific section below.

3. Purposes and roles

We use information to manage accounts, provide services, bill customers, provide support, maintain security, prevent abuse, investigate errors, improve services, and comply with law. When a customer enters information about staff, business contacts, customers, or reviewers, that customer determines the purposes and sharing scope. Office Hasegawa processes it as needed to provide the service and follow the customer’s instructions. We may independently determine purposes for account, billing, security, and operational information. For information within a customer organization, contact the organization that entered it first.

4. Service-specific information

ProofFlow

We handle customer and project information, uploaded PDF, PNG, JPEG, and WebP files and their versions, file names and hashes, review comments, annotations, decisions and approval history, and external reviewers’ names, email addresses, and access records. File uploads are accepted only while the safety scanner is available, and files are not shared until they pass the scan. Uploads are paused if the scanner is unavailable. Review links can share materials with people who do not have accounts, so the customer controls recipients, expiry, and revocation.

5. Providers and international processing

Cloudflare provides application execution, storage, and delivery using Workers, D1, R2, Queues, Containers, and related services. When the safety scanner is available, ProofFlow runs ClamAV in a private Cloudflare Container to scan uploaded files for malware. Files are processed in that Container for scanning and are not sent to a separate external scanning provider. Uploads are paused if the scanner is unavailable. Stripe processes payments and subscriptions for paid plans.

Cloudflare Email Service sends authentication, invitation, notification, and support email. Cloudflare processes recipients, message content, and delivery records. Email previews are disabled for ProofFlow. Retention of delivery and log information is governed by Cloudflare’s applicable terms and settings.

We do not specify or guarantee a fixed data-location region for Production D1 or R2. We therefore do not guarantee that data remains within a particular country or region. We will provide additional information and safeguards for international transfers as required by applicable law. Each provider processes information only as needed to provide this service.

6. Retention and deletion

We retain information while an account or subscription is active and as needed for service delivery, auditability, disputes, and legal obligations. Account deletion revokes sign-in and replaces contact details with non-deliverable values; an anonymized account record may remain for audit attribution. An account owner must first transfer organization ownership or request organization deletion.

An organization deletion request can be canceled for at least 30 days and may be scheduled after the end of its paid period. When deletion runs, active D1 organization data and its R2 files are removed. D1 Time Travel recovery history in the current Cloudflare Workers Paid environment may retain deleted data for up to 30 days; it is not accessible through ProofFlow. The R2 file bucket has no independent backup copy. Stripe and Cloudflare Email Service retain their records under their own policies. We retain information required by law only as needed.

7. Cookies and security

We use cookies or browser storage needed for sign-in, request-forgery protection, and core service functions. We do not use information for advertising tracking. Reasonable safeguards include tenant separation, role-based access, encrypted connections, authenticated access to private files, and audit and backup controls. No system can be guaranteed completely secure.

8. Individual rights, changes, and contact

We handle verified requests to access, correct, or delete account information as required by applicable law. Where applicable, individuals may also have rights to object to or restrict processing, receive or transfer data, withdraw consent, or complain to a supervisory authority. For information entered by a customer organization about its employees, customers, or other contacts, contact that organization first. We will notify users of material changes as required by law.

For privacy or deletion requests, email [email protected] or use our contact page. The contact page opens your email app. Information you enter is not sent or stored by that website.