This notice explains how PROOF AG LTD uses personal information when you visit proof.ag, contact us, communicate with us about a business relationship or apply to work with Proof.
It does not govern personal information held inside production Proof Records or contributor accounts. That information is covered by the separateProof Platform Privacy Notice.
1. Who we are
PROOF AG LTD is a private limited company registered in England and Wales.
In this notice, “Proof”, “we”, “us” and “our” mean PROOF AG LTD.
For the activities covered by this notice, PROOF AG LTD is normally the controller of your personal information. This means we decide why and how that information is used.
Our details
PROOF AG LTD
Company number: 17211914
Registered office:
Grosvenor House
11 St Pauls Square
Birmingham
England
B3 1RB
ICO registration reference: ZC145363
Data protection contact:
Christopher Turner
ct@proof.ag
2. What this notice covers
This notice applies when you:
- visit proof.ag;
- use a public page or illustrative working demo;
- submit the Contact form;
- raise a Record Enquiry through the form on the Proof Record Rules page;
- email, write to or telephone Proof;
- communicate with Proof through LinkedIn, X or another professional channel;
- meet Proof at an event or in a business meeting;
- discuss a potential customer, contributor, research, commercial or partnership relationship;
- apply for a role;
- send a CV, professional profile, portfolio or work sample;
- are identified as a potential candidate through a professional source or referral;
- provide a reference or act as a referee.
What this notice does not cover
This notice does not govern:
- personal information held in a production Proof account;
- private Proof Records;
- contributor identity and authority records;
- permission and access logs;
- public redacted Proof Record views;
- group evidence and programme activity.
Those activities are covered by theProof Platform Privacy Notice.
Cookies and similar technologies are covered by theCookie and Storage Notice.
External websites, including LinkedIn and X, operate under their own privacy notices when you use their services.
3. The information we collect
The information we collect depends on how you interact with Proof.
Website and technical information
This may include:
- IP address;
- browser type and version;
- device and operating-system information;
- approximate location derived from an IP address;
- dates and times of access;
- pages or routes requested;
- referring page;
- error information;
- security and abuse-prevention logs;
- cookie and preference information.
Proof does not use this notice to authorise advertising tracking or behavioural profiling.
Any cookies, browser storage or related technologies must be described in theCookie and Storage Notice.
Contact and enquiry information
This may include:
- name;
- work email address;
- telephone number, where provided;
- organisation or farm;
- job title or role;
- reason for contacting Proof;
- the content of your enquiry;
- relevant crop, enterprise, region or programme information;
- correspondence and follow-up notes;
- meeting dates and attendees;
- documents or links you choose to send;
- the content of a Record Enquiry, including any Proof Record ID, your relationship to the record and the type of concern.
Business and partnership information
This may include:
- professional contact details;
- employer or organisation;
- role and responsibilities;
- business interests;
- proposed project or relationship;
- meeting and correspondence history;
- decisions and agreed next steps;
- procurement information;
- contractual contact details;
- professional profiles;
- information relevant to due diligence, conflicts or authority.
Recruitment information
This may include:
- name and contact details;
- role applied for;
- CV or résumé;
- employment and project history;
- education, qualifications and training;
- skills and experience;
- LinkedIn, GitHub, portfolio or other professional links;
- application answers;
- work samples;
- interview notes;
- assessment results;
- salary expectations, where discussed;
- location and availability;
- references and referee details;
- information about your right to work, where required later in the process;
- correspondence relating to your application;
- reasonable-adjustment information where you choose to provide it.
Proof does not request criminal-conviction information through the initial application form.
If a particular role later requires lawful vetting, Proof will explain what is required, why it is necessary and the legal basis before collecting the information.
Special-category information
Special-category information includes information about health, disability, race or ethnic origin, religion, political opinions, trade-union membership, genetic or biometric information, sex life or sexual orientation.
Proof does not ask applicants to provide this information in an initial application.
You may choose to provide limited health or disability information when requesting a reasonable adjustment. We use that information only to consider and provide the adjustment, comply with employment law and protect your rights.
If Proof later introduces equal-opportunities monitoring, participation will be voluntary, the information will be kept separate from ordinary selection decisions, and an additional notice will be provided.
Information about other people
Please do not provide another person’s personal information unless:
- it is necessary;
- you have authority or another lawful reason to provide it; and
- the person would reasonably expect the information to be shared.
This may include referee details or the names of colleagues involved in an enquiry.
4. Where information comes from
We collect most personal information directly from you.
We may also obtain information from:
- your employer, farm or organisation;
- a colleague or professional contact;
- a recruitment agency or head-hunter;
- a referee;
- someone who introduces or recommends you;
- publicly available professional sources, such as an organisation website, LinkedIn, GitHub, a conference profile or a published professional biography;
- technical information generated when you use proof.ag;
- public registers where relevant to a legitimate business or recruitment purpose.
When Proof identifies a potential candidate or business contact from another source, we will normally provide this privacy notice at the first communication and no later than the period required by data protection law.
We do not use publicly available information as permission to collect unrelated personal details.
5. Why we use personal information
Proof uses personal information only for defined purposes.
Operating and securing proof.ag
We use technical information to:
- make the website work;
- deliver pages and forms;
- identify errors;
- maintain security;
- prevent misuse, spam and unauthorised access;
- investigate technical or security incidents;
- maintain appropriate records of cookie choices.
Responding to enquiries
We use enquiry information to:
- understand why you have contacted us;
- respond to your message;
- direct the enquiry to the right person;
- arrange a meeting or demonstration;
- manage follow-up;
- keep a reasonable record of the conversation;
- protect Proof and the people involved if a dispute or security issue arises.
Submitting an enquiry does not add you to a general marketing list.
Managing potential business relationships
We use business information to:
- assess a potential commercial, contributor, research or partnership relationship;
- understand requirements and authority;
- prepare proposals or agreements;
- conduct proportionate due diligence;
- manage meetings and next steps;
- establish, manage or end a business relationship;
- protect confidential information;
- maintain legal and commercial records.
Recruitment and selection
We use recruitment information to:
- receive and manage applications;
- assess skills, experience and suitability;
- communicate with candidates;
- arrange interviews and assessments;
- consider reasonable adjustments;
- verify information at an appropriate stage;
- obtain references where appropriate;
- make and manage an offer;
- meet employment and right-to-work obligations;
- maintain a fair and accountable recruitment process;
- establish, exercise or defend legal claims;
- improve the recruitment process.
Future opportunities
Proof will retain an unsuccessful applicant’s details for future roles only where the applicant has made a separate, optional choice allowing us to do so.
A person does not need to join the future-opportunities list to apply for a current role.
Business communications
Where legally permitted, we may send a limited communication that is directly relevant to an existing or reasonably expected professional relationship.
We will not add someone to a general email sequence merely because they submitted a Contact form, applied for a job or attended a meeting.
Where consent is required for electronic marketing, Proof will ask for it separately.
Every marketing communication will provide a clear way to stop future messages.
Legal, regulatory and professional purposes
We may use information to:
- comply with a legal obligation;
- respond to a lawful request;
- protect legal rights;
- obtain legal, accounting, insurance or security advice;
- prevent or investigate fraud, misuse or unlawful conduct;
- establish, exercise or defend a legal claim;
- respond to a privacy request or data-protection complaint.
6. Our lawful bases
Data protection law requires Proof to identify a lawful basis for each use of personal information.
Legitimate interests.
Operating a reliable and secure website, preventing misuse, diagnosing errors and protecting Proof, visitors and service providers.
Legitimate interests. Where your enquiry relates to a potential contract, we may also process information to take steps at your request before entering into a contract.
Reading and responding to people who choose to contact Proof and maintaining a reasonable record of that communication.
Legitimate interests and, where relevant, taking steps at your request before entering into a contract.
Developing and managing legitimate business relationships, understanding potential projects, protecting confidential information and maintaining accountable commercial records.
Taking steps at your request before potentially entering into an employment or worker contract. Legitimate interests may also apply to recruitment administration, selection, interview records, communication and the defence of legal claims.
Recruiting capable people, operating a fair selection process, keeping an appropriate decision record and protecting the rights of Proof and applicants.
Legal obligation and steps before entering into a contract.
Taking steps before entering into an employment relationship, complying with employment-law obligations and exercising rights in the field of employment. The additional special-category condition is that the processing is necessary for employment, social-security or social-protection law, with the applicable Data Protection Act 2018 condition.
Legitimate interests and steps before entering into a contract.
Confirming information relevant to a role and making an informed recruitment decision. Proof will carry out checks only where they are necessary and proportionate.
Legitimate interests.
Maintaining an appropriate recruitment record, responding to questions, reviewing the fairness of the process and establishing or defending legal claims.
Consent. Consent is optional and can be withdrawn at any time.
Consent where required by electronic-marketing law. Legitimate interests may be used for limited business-to-business communications where permitted and supported by a documented assessment.
Legal obligation.
Legitimate interests. Where special-category information is necessary, the additional condition is the establishment, exercise or defence of legal claims.
7. Our legitimate interests
Where Proof relies on legitimate interests, we assess:
- the purpose we are trying to achieve;
- whether using the information is necessary;
- whether a less intrusive method is available;
- what the person would reasonably expect;
- the type and sensitivity of the information;
- the possible impact on the person;
- the safeguards available;
- whether the person’s rights override Proof’s interest.
Proof’s relevant legitimate interests include:
- operating and securing the website;
- responding to requested communications;
- managing genuine professional relationships;
- recruiting and selecting team members;
- keeping proportionate records;
- preventing misuse;
- obtaining professional advice;
- protecting legal rights.
You may object to processing based on legitimate interests. Seesection 13.
8. Is providing information required?
You choose whether to contact Proof or apply for a role.
Some information is required if you want us to respond or assess an application. For example:
- we need a name or other identifier;
- we need a way to contact you;
- we need enough information to understand an enquiry;
- we need enough information to assess a job application.
If you do not provide required information, Proof may be unable to respond, progress a discussion or consider the application.
Where information is required by law or as part of a potential contract, we will explain this at the relevant stage.
10. International transfers
Some technology providers may store or access personal information outside the United Kingdom.
Where a restricted international transfer takes place, Proof will use an appropriate legal mechanism, which may include:
- UK adequacy regulations;
- the UK International Data Transfer Agreement;
- the UK Addendum to the European Commission’s Standard Contractual Clauses;
- another safeguard or exception permitted by UK data protection law.
Where required, Proof will assess the transfer and whether additional safeguards are necessary.
You may contact ct@proof.ag for information about the safeguard used for a relevant transfer.
11. How long we keep information
Proof keeps personal information only for as long as reasonably necessary for its purpose.
Retention schedule
Normally up to 12 months.
Information may be retained longer where necessary to investigate a security incident, misuse or legal claim.
Normally 24 months after the last meaningful contact.
We may delete trivial or resolved enquiries earlier.
Normally 24 months after the last meaningful contact.
Relevant contractual and business records are normally retained for six years after the relationship or contract ends.
Some records may be retained longer where required by law or necessary for a legal claim.
Normally six months after the recruitment decision or withdrawal.
This includes application information, interview notes and relevant correspondence.
Up to 12 months from the date of consent.
Proof will then delete the information or ask whether the person wishes to remain on the list.
Information needed to employ or engage the successful candidate becomes part of the relevant worker or contractor record and is covered by a separate privacy notice.
Recruitment information that is not required for the employment relationship will be deleted in accordance with the recruitment schedule.
Normally retained with the recruitment record for the same period.
Where a candidate is appointed, necessary reference information may become part of the employment record.
Normally six years after the request or complaint is closed.
This allows Proof to demonstrate how the matter was handled and to establish or defend legal claims.
Contact details are retained while the person continues to receive the requested communication.
Where someone opts out, Proof may keep a minimal suppression record for as long as necessary to make sure the person is not contacted again.
Retained as described in theCookie and Storage Notice.
Longer or shorter periods
Proof may retain information for longer where:
- required by law;
- required by a court or regulator;
- necessary for an active dispute;
- necessary for a security investigation;
- necessary to establish, exercise or defend a legal claim.
Proof may delete information earlier where it is no longer required.
12. Security
Proof uses technical and organisational measures designed to protect personal information from:
- unauthorised access;
- inappropriate disclosure;
- accidental loss;
- alteration;
- destruction;
- misuse.
Measures may include:
- access controls;
- least-privilege permissions;
- authentication controls;
- encryption in transit;
- secure provider contracts;
- backups;
- logging;
- staff and contractor confidentiality;
- security reviews;
- incident-response procedures.
Access to recruitment information should be limited to people involved in the recruitment decision or its administration.
No online service or transmission method is completely secure.
If you believe personal information has been exposed or misused, contactct@proof.ag with the subject Security concern.
Security reporting information is also available at/legal/security.
13. Your rights
Depending on the circumstances, you may have the right to:
Be informed
Receive clear information about how Proof uses your personal information.
Access
Ask for a copy of the personal information Proof holds about you and information about how it is used.
Rectification
Ask Proof to correct inaccurate personal information or complete information that is incomplete.
Erasure
Ask Proof to delete personal information in circumstances where the right applies. The right is not absolute.
Restriction
Ask Proof to restrict how information is used in certain circumstances.
Object
Ask Proof to stop processing based on legitimate interests.
Data portability
Receive certain information in a structured, commonly used and machine-readable format where the processing is automated and based on consent or contract.
Withdraw consent
Withdraw consent at any time where Proof relies on consent. Withdrawal does not make earlier lawful processing unlawful.
Complain
Make a data-protection complaint to Proof and, if you remain dissatisfied, complain to the Information Commissioner’s Office.
Your right to object
You have the right to object to Proof’s use of your personal information where the lawful basis is legitimate interests.
Tell us what processing you object to and why it affects you.
Proof will stop unless:
- there are compelling legitimate grounds that override your interests, rights and freedoms; or
- the processing is needed to establish, exercise or defend a legal claim.
If your objection relates to direct marketing, Proof will stop using your personal information for that marketing.
14. How to exercise a right
Email ct@proof.ag with the subjectPrivacy request.
Include:
- the right you want to exercise;
- the information or activity concerned;
- the email address, application or enquiry involved;
- any relevant reference;
- whether you are acting for another person.
Proof may request proportionate information to confirm identity or authority.
Do not send identity documents unless Proof asks for them and provides an appropriate method.
Proof normally responds without undue delay and within one calendar month after receiving the information reasonably required to deal with the request.
Where the request is complex or there are multiple requests, the response period may be extended by up to two further months where the law permits. Proof will explain the extension within the initial period.
There is normally no fee. Proof may charge a reasonable fee or refuse to act only where data protection law permits, including where a request is manifestly unfounded or excessive.
15. Data-protection complaints
A data-protection complaint concerns the way Proof has collected, used, disclosed, secured, retained or responded to a request involving personal information.
Email ct@proof.ag with the subjectData protection complaint, or usethe complaint route.
Proof will:
- acknowledge the complaint within 30 days;
- take appropriate steps to investigate without undue delay;
- make appropriate enquiries;
- keep the complainant informed where necessary;
- communicate the outcome without undue delay;
- explain any corrective action taken.
You may also complain to the Information Commissioner’s Office:ico.org.uk/make-a-complaint.
Making a complaint does not affect another legal right or remedy.
16. Automated decision-making and AI-assisted tools
Proof does not use solely automated decision-making to determine:
- whether an enquiry receives a response;
- whether a person progresses in recruitment;
- whether a person is offered a role.
Proof may use software-assisted tools to:
- organise correspondence;
- transcribe a meeting where participants have been informed;
- summarise information;
- identify duplicate information;
- support administrative review.
A person remains responsible for material decisions.
Proof will not reject a candidate solely because of an unexplained automated score.
If Proof introduces automated decision-making that has a legal or similarly significant effect, this notice will be updated before that use begins and the required safeguards will be provided.
17. Children
Proof’s website, business enquiries and recruitment process are intended for adults and professional users.
Proof does not knowingly collect personal information from children through these activities.
If you believe a child has submitted personal information, contactct@proof.ag.
18. Changes to this notice
Proof will review this notice regularly and update it when:
- the website changes;
- a new type of information is collected;
- a purpose or lawful basis changes;
- a service provider or transfer arrangement materially changes;
- the recruitment process changes;
- the law or regulatory guidance changes.
Material changes will be communicated by an appropriate method, which may include:
- a website notice;
- an email;
- a message in an active recruitment or business process.
Proof will not use an updated notice to retrospectively authorise an incompatible use of personal information.
The current version and previous versions will be available at /legal/archive.
19. Contact
Email ct@proof.ag · subject Privacy request
Grosvenor House
11 St Pauls Square
Birmingham
England
B3 1RB