ProofRoom privacy policy

Who is responsible for your information

The controller of the information described here is MLJ, SASU, the publisher of ProofRoom. Full company details, including our registration numbers and registered office information, are set out on the legal notice. Jimenez Julien is the publication director and the person who reads and answers privacy requests. You can reach him at jimenezjulien42@gmail.com.

What this website collects

This marketing website has exactly one place where you can send us information: the request form in the contact section of the home page. When you submit that form, we receive the values you typed into the following named fields.

• name, your full name, so we know who we are writing back to.
• email, your work email address, which is the only channel we use to reply.
• company, your studio name, so we can look at the right business when we prepare a walkthrough.
• role, your role in the studio, chosen from a fixed list such as owner and lead photographer or studio manager.
• request, what you want from us, chosen from booking a demo, requesting early access or requesting a quote.
• size, the number of sessions your studio shoots in a year, chosen from a fixed range.
• message, the free text you write about how your clients pick and order prints today.
• consent, the record that you ticked the box allowing us to store these details in order to reply.

Three hidden fields travel with the submission for routing purposes: form-name, which tells the form service which form was used, subject, a fixed line identifying the site the message came from, and recipient, the address the notification is delivered to. A fourth hidden field, bot-field, is a honeypot that stays empty for humans and is used only to discard automated spam.

We do not ask for a postal address, a phone number, payment details or any client photographs through this website. Please do not send client images or personal details about the families you photograph in the message box.

Why we hold it, and the legal basis

We use your submission for one purpose: to answer your request and, if you want it, to arrange and run a walkthrough of ProofRoom. Where the General Data Protection Regulation applies, our legal basis is your consent, given by ticking the consent box, together with our legitimate interest in responding to a business enquiry we did not initiate. Where United States state privacy law applies, the processing is limited to the purpose you contacted us for. We do not sell your information, we do not share it with advertising networks, and we do not use it for automated decision making or profiling of any kind.

How long submissions are kept

Form submissions are kept for twenty four months from the day they arrive, then deleted from the form service and from our mailbox archive. If you become a ProofRoom customer, the message is retained for the life of the account and for the statutory accounting period afterward, because it forms part of the record of how the relationship started. If you ask us to delete a submission sooner, we do it and confirm by email, usually within five business days.

Who processes the data with us

This site is hosted by Netlify, Inc., 512 2nd Street, Suite 200, San Francisco, CA 94107, United States. Netlify Forms receives, processes and stores the submissions from the contact form, and notifies us by email when a new one arrives. Netlify acts as our processor and is bound by its own data processing terms. Our email provider stores the resulting notification message. No other company receives what you send through this website.

Cookies, analytics and tracking

This website sets no advertising cookies, no third party analytics cookies and no cross site tracking pixels. There is no advertising network on any page, no social media tracking script and no session replay tool. The fonts used here are loaded from Google Fonts, which receives the standard request information a browser sends when it fetches a file, including your IP address. Netlify keeps ordinary server access logs for security and abuse prevention, which include the requesting IP address and are retained for a short period by the host.

International transfers

MLJ, SASU is established in France, and our hosting and form processing run on infrastructure operated by a United States company. That means information you send through this website may be stored on or accessed from servers in the United States. Where European data protection law applies, these transfers rely on the European Commission standard contractual clauses included in our provider agreements, together with the technical measures those providers apply, including encryption in transit and at rest.

Your rights

You can ask us to give you a copy of everything we hold about you, correct anything wrong, delete it, restrict how we use it, or send it to you in a portable format. You can withdraw consent at any time, which stops future processing without affecting what happened before. If you live in California, Colorado, Connecticut, Utah or Virginia, your state privacy law gives you rights to know what personal information is collected, to access and delete it, to correct inaccuracies, to obtain a portable copy, and to opt out of sale, sharing or targeted advertising. We do not sell or share personal information for targeted advertising, so there is nothing to opt out of, and we never discriminate against anyone for exercising a privacy right. Under the General Data Protection Regulation you also have the right to object to processing based on legitimate interests and the right to complain to a supervisory authority, which in France is the CNIL.

To exercise any of these rights, email jimenezjulien42@gmail.com with the address you used on the form. We answer within thirty days and normally much sooner. We may ask one clarifying question to be certain we are acting for the right person, but we will not demand documents you did not offer.

Children's privacy

ProofRoom is a business tool sold to professional photography studios, and this website is not directed at children. We do not knowingly collect information from anyone under sixteen through this site. If you believe a child has sent us something through the contact form, write to the address above and we will delete it promptly.

Security

Traffic to this website is encrypted in transit with HTTPS. Access to form submissions is limited to the publication director. We apply security patches to our systems before feature work, and we tell affected people directly if an incident ever puts their information at risk rather than leaving it on a status page.

Changes to this policy

If this policy changes, the date at the top of the page changes with it and the previous version is replaced. Material changes affecting people who already contacted us are announced by email to the address they used. Continuing to use the website after an update means the current version applies to any new submission you make.