PROVE · Policies
Privacy Policy
What PROVE collects, why, how it is handled, who else is involved, and how you can access, correct or remove information.
Last updated 5 November 2026 · Applies to provethejob.co.uk and the PROVE application
Who we are and how to contact us
PROVE (PROVE (Prove The Job)) is built and operated by Ryan Morrow. This policy covers the public website at provethejob.co.uk and the PROVE application you sign in to.
PROVE does not publish a registered company number or registered office address. If you need our legal entity details for a contract, purchase order or complaint, email us and we will confirm them in writing.
For anything in this policy, including data-protection requests: omni-projects@hotmail.com. If you are a member of a company account, your company owner or manager is also responsible for the records in that account and can change your access.
What information we collect
PROVE only holds what you or your team put into it, plus the technical records needed to run and secure the service.
| Category | Examples | Why we need it |
|---|---|---|
| Account details | Name, email address, password (held by the authentication service), company name, company address and postcode | To create and secure your account, contact you about it, and issue documents in your company's name |
| Team details | Names, email addresses, roles, permissions, phone number, trade, employment status, job assignments | To give each person the right access, record who did what, and run scheduling and time records |
| Customer and site details | Customer names, contacts, addresses, phone numbers, email addresses and site information you choose to store | To quote, schedule, invoice and keep a record of the work you did for them |
| Job and financial records | Jobs, tasks, notes, schedules, quotes, variations, invoices, payments, expenses of time, and Xero links | To run the job and keep an accurate, provable financial record |
| Evidence | Photos, voice notes and recordings, text notes, job timestamps, and where you choose to record it, approximate location | To prove what was done, when and by whom, and to support handover and disputes |
| Forms and signatures | Form answers, table entries, attachments, on-screen signatures, signatory names and capture times | To record checks and sign-offs carried out on the job |
| Customer portal and shared-document activity | Portal logins, messages, viewed documents, accepted or declined decisions, job sign-offs | To show customers the right records and keep a permanent record of their decisions |
| Subscription information | Plan, billing cycle, subscription status, renewal date and the payment provider's reference for your subscription | To bill you and apply your plan's limits. Card details are held by the payment provider, never by PROVE |
| Website analytics | Pages visited, trial button clicks, signup steps, campaign source | To understand how the public website is used. Sent only after you accept analytics cookies, with no names, email addresses, phone numbers or job records |
We do not collect payment card numbers. Card details are handled by our payment provider.
Why we collect it and the lawful basis
We process personal information only where one of these bases applies. We do not sell your information, and we do not use your business records for advertising.
Contract
Processing your account, team, customer, job, evidence, form and financial records is necessary to provide PROVE under your subscription.
Legitimate interests
Keeping records secure, preventing misuse, applying plan limits, and improving the service. We do not use your records for advertising.
Consent
Website analytics cookies are only set after you accept them, and you can withdraw that choice at any time in Cookie settings.
Legal obligation
Financial and tax records are kept so you can meet your own accounting and tax duties.
How information is processed
Records are stored in a managed database and private file storage. Access is controlled by the database itself: every request is checked against the company the data belongs to, the signed-in person's role and permissions, and — for job work — whether they are assigned to that job.
Files such as photos, voice notes and form attachments are never served from a public folder. They are reached through short-lived signed addresses issued only to someone entitled to open the record.
When you share a document with a customer, a link is created with its own token, an expiry date and a withdrawal switch. The link is re-checked every time it is opened, and the customer's decision is written down permanently.
Activity that changes or proves a record is written to audit, event and decision history that cannot be edited or deleted, so you can show what happened later.
On the public website, analytics data is sent only after you accept analytics cookies, and never includes names, email addresses, phone numbers or job records.
How long information is retained
| Information | How long we keep it |
|---|---|
| Account, team, customer, job, evidence, form and financial records | For as long as your company account is open. If your trial or subscription ends, records are retained and stay readable while new staff writes are blocked. |
| Audit, job-event and customer-decision history | For the life of the account. These records exist to prove what happened, so they are not edited or quietly removed. |
| Form work saved on a device before it reaches the server | Kept until it syncs successfully, then removed after 7 days. Unsynced work is never deleted automatically. |
| Shared-document links | Until they expire or are withdrawn. The decision attached to a document is kept permanently. |
| Records you ask us to delete | Removed on request where the law allows. Records that must be kept for tax or contract reasons are retained and explained to you. |
| Website analytics data | Held by the analytics provider under its own retention settings. We do not store analytics data in your company's records. |
Your rights and how to use them
If you are in the UK you have the right to ask for access to your information, correction, erasure, restriction, objection, portability, and to withdraw consent where consent is the basis. These rights are subject to exemptions, including records we must keep for tax, legal or contract reasons.
Access
Most records are visible in the app. For a copy of everything we hold about you, email us from your account address.
Correction
Fix your own details in Account, or ask your company owner or manager to correct team, customer and job records.
Erasure
Ask us by email. Records with no linked history can be removed; records with job or financial history are deactivated or retained where the law requires them, and we will tell you which applies.
Restrict or object
Email us and we will confirm what we can restrict and what we must continue to process.
Portability
Ask us by email and we will provide the records we hold about you in a usable format.
Withdraw consent
Use Cookie settings in the website footer to withdraw analytics consent at any time.
We may need to confirm your identity before dealing with a request, and we will reply within one month. If you are unhappy with how we have handled a request, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk, or to your own data protection authority.
Third-party service providers
These providers help us run PROVE. Each handles only what it needs, and we do not sell your information to anyone.
Lovable Cloud (managed hosting, database, authentication, storage and email delivery)
Runs PROVE: stores records, checks who may see them, signs people in, holds files and sends account and notification emails
Data involved: All company records listed above
Paddle (payment provider)
Takes card payments, calculates and pays VAT, and provides the subscription reference PROVE reads to apply your plan
Data involved: Company name, billing country, subscription and payment status. Card details are held by Paddle, not by PROVE
Xero (optional accounting sync)
Sends the invoices you choose to sync and matches contacts, only while you keep the connection switched on
Data involved: Invoice and customer contact data you choose to sync. Xero tokens are stored encrypted
Google Analytics (website only, consent-gated)
Counts visits and trial signups on the public website
Data involved: Page visits, clicks and campaign source. No names, email addresses, phone numbers or job records, and advertising features are switched off
Google (optional sign-in)
Confirms your identity when you choose Google sign-in instead of a password
Data involved: Your Google email address and name
Providers may process or store data outside the United Kingdom. Where they do, we rely on the transfer protections they operate for their services. Ask us by email for the details of any provider.
How we protect information
The full picture is on our Trust Centre, including the checks we ran against the running application and the limits we have not built yet.
Visit the Trust CentreData Processing Agreement
No service can promise it will never be breached. What we can do is keep access narrow, keep files private, keep a record of what happened, and tell you plainly what is and is not in place.
Children and other limits
PROVE is a business tool for trades and construction businesses and is not intended for children. If you believe a child's information has been entered into a company account, tell your company owner or manager and contact us so we can help remove it.
Changes to this policy
If this policy changes in a way that affects how your information is handled, we will update this page and the date at the top. For material changes we will also email the account email address on the company account.
Questions or requests: omni-projects@hotmail.com
This policy explains how PROVE handles information. It is not legal advice, and your own obligations as a business (including what you tell your customers) remain yours to meet.