1. Scope
This Privacy Policy explains how ProofPay by VouchPayments ("ProofPay," "we," "us," or "our"), a service operated by Averys Woodshop LLC, collects, uses, and shares information when merchants use our business-management platform and when customers use ProofPay-hosted booking, approval, payment, receipt, feedback, or pickup pages.
Merchants use ProofPay to manage their own customer relationships. A merchant may provide additional privacy notices or terms that apply to the services it provides.
2. Information we collect
- Merchant account information, including names, email addresses, shop details, staff access, and subscription information.
- Customer and job information, including contact details, appointment information, order details, proofs, updates, pickup details, feedback, and merchant-provided notes.
- Approval records, including the accepted terms, typed name, timestamps, and technical information such as an IP address and user agent.
- Payment information, including payment status, amount, method category, and provider references. Card and wallet credentials are collected and processed by Stripe, not stored by ProofPay.
- Subscription tax information, where requested in subscription Checkout: billing addresses, business names, and optional tax identifiers are processed by Stripe for billing and tax calculation. Related billing and provider-event records may also be retained by ProofPay.
- Communications information, including email and mobile numbers, delivery status, SMS consent records, and opt-out status.
- Usage and security information, including device, browser, log, fraud-prevention, and service-performance information.
- Customer-link activity, including first and most recent recorded display, opening, or download-request timestamps for invoice/order details and proof files, associated with the order revision. This activity is shared with authorized members of the merchant's workspace; it does not verify who read a document or establish approval.
- Trial eligibility and billing notices, where a trial is offered: workspace and owner identifiers, a hash of the owner's normalized email address, the connected Stripe account identifier, trial dates, reserved usage, provider subscription references, and a provider-generated card fingerprint used to identify possible repeat trial use. A fingerprint is not a card number or CVC and can still be associated with an account. We may also retain an owner's separate-business explanation, confirmation and audit timestamps, and transactional email submission/delivery/failure records. Do not include card numbers or sensitive information in an explanation.
3. How we use information
We use information to:
- provide booking, scheduling, approval, payment-link, receipt, update, pickup, and merchant-dashboard features;
- send requested transactional email and text notifications;
- process subscriptions and facilitate direct payments to merchants through connected payment providers;
- maintain records, prevent abuse, troubleshoot problems, and protect the service; and
- comply with law and enforce our agreements.
4. How we share information
We share information with the relevant merchant and customer as needed to provide the requested service. We also use service providers that support hosting, databases, payments, email, text messaging, security, and analytics. These providers may process information only to perform services for us or as otherwise permitted by law. Current providers include Supabase, Stripe, Twilio, Resend, Cloudflare, and Vercel.
We may disclose information when required by law, to protect rights and safety, or as part of a merger, financing, acquisition, or sale of business assets. We do not sell personal information.
5. Mobile information and text-message consent
Program name: ProofPay Transactional Notifications. When a customer affirmatively opts in, we collect the mobile number, consent timestamp and source, consent-language version, message delivery status, and opt-out status. We use this information only to provide requested, non-marketing appointment and order notifications on behalf of the relevant merchant.
We do not share, sell, or otherwise provide mobile phone numbers, mobile information, text-message opt-in data, or messaging consent information to third parties or affiliates for marketing or promotional purposes.
Service providers such as Twilio may process mobile information solely to deliver and operate the messaging program for us. Customers receive transactional messages only after affirmatively opting in. Consent is optional and is not a condition of purchase. Message frequency varies based on appointment and order activity. Message and data rates may apply. Reply STOP to unsubscribe or HELP for help.
6. Retention
We retain information for as long as reasonably necessary to provide the service, maintain merchant and transaction records, meet legal obligations, resolve disputes, and prevent abuse. Retention periods vary by the type of information and the merchant's use of ProofPay.
Limited trial eligibility, usage and anti-abuse records may remain after a workspace or account is deleted, so deletion does not create a new trial entitlement. Owner explanations and confirmations document a review request; they do not automatically approve another trial. We retain these records only as reasonably necessary for eligibility enforcement, security, disputes and legal obligations. You may contact us about access, correction or deletion; applicable retention obligations or exceptions may limit what can be erased. Stripe, not ProofPay, stores billing card credentials.
7. Security
We use administrative, technical, and organizational safeguards designed to protect information. No internet service can guarantee absolute security, and customers should avoid placing sensitive personal information in free-form order or message fields unless necessary.
8. Your choices
On our marketing and account-entry pages, optional Google Ads measurement is off until you accept it. If accepted, Google may use advertising cookies and receive ad-click identifiers, browser/device and IP information, and a new-account creation event. We do not send account names, email addresses, phone numbers, order information or secure customer-link URLs in these events. We do not enable enhanced conversions or ad personalization. This measures account creation, not a paid subscription. Google processes information under its privacy policy.
Use the Advertising privacy control on these pages to accept, decline or withdraw permission. A choice expires after 180 days. Declining does not prevent signup, trials or use of ProofPay. Global Privacy Control and Do Not Track signals disable this measurement. No Google advertising tag is initialized on dashboards, payment pages, booking pages or secure customer links. When permission is withdrawn we stop submitting conversion events and clear accessible Google click cookies; this does not erase information already received by Google. Google may retain information under its own policy.
You may decline optional SMS consent, reply STOP to opt out of text messages, or contact the merchant to update appointment and order information. Merchants may update their account information in ProofPay. Depending on applicable law, you may also request access, correction, or deletion of personal information by contacting us.
9. Children
ProofPay is intended for businesses and their customers and is not directed to children under 13.
10. Changes and contact
We may update this policy and will post the revised date on this page. Questions or privacy requests may be sent to support@vouchpayment.com.