Privacy

Effective October 23, 2026. Proofbin is a product of ConnectArt Media Agency LLC, a limited liability company registered in Florida, United States.

This page says what Proofbin stores, why it is stored, and how to get it back or get it deleted. It is written from the product as it is built, not from a template, so it is shorter and more specific than most of these.

Two kinds of people use Proofbin

The difference matters, because we hold very different things about each one.

• People with an account. You, and whoever you invite into your workspace.
• Your clients. The people you send a review link to. They do not create an account. They never pick a password. There is no sign-up for them anywhere in the product.

What we hold about an account

• Your name and your email address.
• Your password, stored as a one way hash. We cannot read it, and neither could anyone who got hold of the database.
• The name of your workspace.
• A profile picture, only if you upload one.
• Two dates: whether you confirmed your email address, and when you last changed your password. The second one is what signs old sessions out when you change your password, so it is not decoration.
• Which workspaces you can reach, and whether you own one or were invited to it.

There is no phone number field on an account, no home address, no date of birth, and no job title. We did not leave those out to be polite, we left them out because the product never needed them.

Card numbers never reach us. Payment runs through a payment processor, and what we keep is the record of what was paid and when.

What we hold about your clients

When your client opens a review link, the door asks for a name and an email address before they can leave a comment. That creates a contact record with the name, the email, and the client company you filed them under. You can add a phone number or a picture yourself. That is the whole record.

The email address is there so the same person is the same person across every project, which is what keeps a comment attached to a name instead of to nobody. We do not verify it, we do not confirm it, and we never send anything promotional to it.

A cookie remembers your client on that browser for ninety days so they are not asked to type their name again on every visit.

Your video and your files

Your video is yours. Uploading it here gives us no ownership of it and no licence to use it for anything except running the service for you. That does not change with time, with a plan, or with a version of this page.

Running the service means: storing the file, playing it back in a browser, making thumbnails and previews, letting the people you invited download it, and copying it to a backup destination you chose. That is the whole list.

We do not sell it, licence it, publish it, or hand it to anyone who is not on your link. We do not use your footage to train anything.

The automated parts, said plainly

Some of what the product does reads your material by machine. Captions and transcripts are generated from the audio of your cuts. Voice notes left in a comment are transcribed to text so the thread can be read instead of listened to. Where our own team uses assisted tools to pick moments out of raw footage or to work on a thumbnail, those tools run on your material too.

All of that runs on our infrastructure and on service providers we use under contract. Those providers are not allowed to keep your material or to train on it. If you want the current list of who they are, write to us and we will send it.

YouTube and other Google services

Proofbin uses YouTube API Services. When you connect a YouTube channel, YouTube's own terms apply to how it is used: the YouTube Terms of Service and the Google Privacy Policy. This section says what we read from YouTube and Google, what we send to them, and how to take it all back.

Connecting a channel

A channel is connected by the owner of a workspace, or by their client through a connection link the owner sends. Google then shows its own consent screen asking for two permissions: to upload videos to the channel, and to view the YouTube account. We use the second one only to read the channel's name and picture, and the status of the videos we published. Nothing is connected until that screen is accepted.

What we read and keep from YouTube

• The channel's id, its name and the address of its profile picture. They are read when the channel is connected, so the channel shows up in your workspace under its own name, and read again every day while it stays connected.
• An access token and a refresh token from Google. They are what let us publish at the time you scheduled without asking anyone to sign in again.
• For each video we publish, the id YouTube gives it and its upload and processing status. We check that status until YouTube says the video is ready, or tells us why it is not, so you can see it in the product. After that, every day we ask YouTube whether the video still exists, and if it was deleted on YouTube we delete its id.
• When something fails, the reason YouTube gives, so you can read it. And which person in the workspace connected the channel.

We do not read the channel's other videos, its comments, its subscribers, its playlists or its analytics.

What we send to YouTube

Only what someone in your workspace scheduled: the video file, its title and description, the settings chosen for it (whether it is made for kids, category, language, tags, and whether it goes out now or at a set time), and the thumbnail if one was picked. Nothing goes to a channel that a person did not schedule.

How it is used, and who sees it

YouTube and Google data is used only to run the features you see in the product: showing which channel is connected, publishing what was scheduled, and telling you whether it went up. The people in the workspace the channel belongs to can see its name and what was published to it. Our team does not look at it, except when you ask us for help with a specific problem, to keep the service secure, or when the law requires it.

We do not sell it. We do not use it for advertising, and we do not give it to advertisers, data brokers or anyone else. We do not use it to train anything. It is not sent anywhere except back to YouTube, when we publish what you scheduled.

How long we keep it, and how it is deleted

• Every day we check with Google that each connected channel still allows Proofbin in, and we read its name and picture again. Nothing we keep from YouTube goes more than 28 days without being read again; if we cannot read it again for that long, for any reason, it is deleted.
• Disconnecting a channel in Proofbin asks Google to revoke our access at that moment (unless the same channel is still connected in another Proofbin workspace), and deletes, at that moment, the access and refresh tokens, the channel's id, name and picture address, and, for every video published to it, the id YouTube gave it and any message YouTube sent about it. A video that was still uploading or processing right then is cleared the same way the night after it finishes. Anything still scheduled for that channel is marked as failed and does not go out. What stays is our own record that something was scheduled and when, shown under "YouTube channel (disconnected)". Connecting the channel again starts from zero.
• If access is removed from the Google side instead, we find out at a daily check and delete the tokens then. The rest of what we kept from YouTube about that channel is deleted 28 days after the last day Google confirmed our access, so always within 30 days of the day access was removed.
• The reason YouTube gives when a video fails to publish, and the address of an unfinished upload, are deleted 28 days after the time it was scheduled for.
• Deleting the client the channel is filed under moves it to the trash for thirty days. The channel stays connected and keeps being checked every day while it is there, and when the client leaves the trash the channel's record and its tokens are deleted with it. Deleting the workspace, or deleting an account that is the only owner of its workspace, deletes them right away.
• You can also ask us to delete what we keep about a channel by writing to support@proofbin.com, and we delete it within seven days.

Deleting what Proofbin keeps does not delete anything on YouTube. Videos already published stay on the channel until someone removes them on YouTube.

Taking access away

The owner of the workspace can disconnect a channel from Connections. Whoever the channel belongs to, including a client who connected it through a link, can remove Proofbin at any time from their Google security settings, and can ask us to disconnect it. Either way we stop being able to publish to that channel straight away, and what we kept is deleted as described above.

Google grants access per Google account. If the same Google account was also connected to Proofbin as a backup destination, revoking access, from either side, ends that too, and the destination has to be connected again.

Your Google account as a backup destination

If you choose your Google account as a backup destination, Google asks permission for Proofbin to manage only the files it creates. We make one folder named after that client, copy files into it, and check the size of the copies we made. We cannot see any other file in that account. We keep a refresh token and the folder's id and name, and disconnecting the destination deletes all three.

Signing in with Google

If you sign in with Google, we read your verified email address from Google to find your account, and your name if you are creating one. We keep no Google token from signing in.

YouTube links in tasks

When a YouTube link is pasted into a task, Proofbin can show it in YouTube's own player, loaded from YouTube's privacy enhanced domain. That player comes from YouTube, not from us, and what it does on your device is covered by the Google Privacy Policy.

Limited Use

Proofbin's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Deletion that happens on its own, and how you turn it off

This is the part most services leave out, so it gets its own section.

A workspace can be set to release space automatically. It is off when a workspace is created, and only the owner of that workspace can switch it on. Nothing below happens until someone does.

With it switched on, once a cut reaches a status you marked as one that frees space, and only after we have gone and checked that a copy of that exact file is sitting in the backup destination you connected and is the size it should be, the streaming copy of that cut is deleted.

• The master file is never touched by this. Only the streaming copy goes, and the streaming copy is something the portal made from the master and can make again.
• Nothing is erased from your account. The cut, its comments, its drawings, its links, its history and its backup record all stay exactly where they were.
• It can be brought back. Rebuilding the streaming copy from the master is a button.
• If the check fails, nothing is deleted. The cut is skipped and the reason is written into its history where you can read it.

Emptying a master file is a separate thing and it is never automatic. A person has to press it, with the file in front of them.

What happens when you stop paying

Cancelling does not delete anything that day. Your material stays reachable for 30 days after the end of the period you paid for, so you have a month to pull it down. After that we may delete it.

We would rather tell you than surprise you, so we will email the account before anything goes. If you want everything gone sooner, ask us and we will do it.

No analytics and no trackers

There is no analytics in this product. No page tracking, no advertising pixels, no session recording, no third party scripts watching what you click. Not one. A YouTube link pasted into a task can show YouTube's own player, as described above. We do not build a profile of you and there is nothing to sell, because nothing is collected.

The portal sets four cookies and every one of them is needed for it to work: your session, which workspace you are looking at, which of the two languages you picked, and the one that remembers a client on a review link. There is nothing here to consent to, which is why you are not being asked.

Email

We send transactional email only: a comment on your cut, a cut waiting for you, a password reset, a confirmation of your address, a warning about your account. Every one of those is something that happened in your account and that you asked to be told about.

We do not send newsletters, offers or promotions from inside the product. If that ever changes, those messages will carry an unsubscribe link and a postal address, and the ones described above will not, because they are not marketing.

Getting a copy, and getting it deleted

You can ask us for a copy of everything we hold about you, and you can ask us to delete it. Both requests go to support@proofbin.com from the address on the account, and we answer within thirty days.

If what you want deleted is a Facebook Page or an Instagram account that was connected to a workspace, not your own Proofbin account, see Facebook and Instagram data deletion instead: it is faster, and it is what Meta's own app removal already triggers automatically.

You do not have to wait for us for most of it. Files, cuts and folders can be downloaded and deleted from inside the portal whenever you want.

Two honest limits. Deleting a workspace deletes the files inside it, and that does not come back. And a name attached to an old comment may stay on that comment, because removing it would make the conversation unreadable for the people still in it.

How long we keep things

Account and client records stay while the account is open. Files stay until you delete them, until automatic release removes a streaming copy as described above, or until the window after cancellation runs out. Backups of our systems roll over on their own within ninety days.

Age

You have to be at least 18 to open an account. The product is for people running a business, and opening an account means agreeing to pay for it. If we find out an account belongs to someone younger, we close it and delete what is in it.

Where this is run from

We are a Florida company and the service is run from the United States. If you use it from somewhere else, your material is being stored and handled here.

When this page changes

If we change something that matters, we email the account before it takes effect. The date at the top is the version you are reading.