Privacy notice

PRIVACY NOTICE Effective date: 30 September 2026 1. Who we are Proofline is operated by Intevia Ltd ("Intevia", "we", "us" or "our"). Intevia is the data controller for personal data processed through Proofline. Questions or requests may be sent to info@intevia.co.ke. 2. Information we collect We may collect: • Account and contact information, including your name, email address, password credential in protected form, account role and preferences. • Content you provide, including drafts, documents, uploads, prompts, course or study materials, citations, feedback and support messages. • Service and security data, including sign-in events, session information, feature usage, audit records, device/browser information, IP address and diagnostic logs. • Subscription and transaction records if paid services are enabled. Payment card details are processed by the payment provider and are not stored by Proofline. • Public sources and search results that you ask Proofline to retrieve. 3. How we use information We use personal data to provide and secure accounts; store and process writing and study materials; perform requested document checks, OCR, research and AI-assisted actions; preserve citations and quotations; send account and service emails; provide support; prevent abuse; maintain audit and diagnostic records; administer subscriptions where enabled; comply with law; and improve the reliability and usability of Proofline. 4. Legal bases We process data as necessary to perform our contract with you, pursue legitimate interests in operating and securing the service, comply with legal obligations, and, where required, with your consent. You may withdraw consent at any time without affecting earlier lawful processing. 5. AI, OCR and web tools External AI processing and web-browsing tools are optional. Proofline asks you to opt in before writing or other content is sent to an external AI provider or used with web tools. When you opt in, the selected content, prompts and relevant context may be sent to the configured provider solely to return the requested result. Search requests may also be sent to public search or scholarly-data services. Do not submit personal or confidential information that is unnecessary for your request. Provider handling is also governed by the applicable provider's privacy terms. 6. Sharing and international transfers We share data only as needed with service providers that support hosting, database storage, email delivery, security, AI processing, OCR, search and, if enabled, payments; with professional advisers; in a business reorganisation; or where law, a regulator or a court requires it. Providers act under appropriate contractual and confidentiality duties. Some providers may process data outside Kenya. Where personal data is transferred internationally, we use safeguards required by the Kenya Data Protection Act, 2019 and applicable regulations. 7. Retention We keep account data and user content while your account is active and for as long as reasonably necessary to provide the service, meet legal obligations, resolve disputes, enforce agreements and protect the service. Security logs and backups may remain for a limited period after deletion. We delete or anonymise data when it is no longer required, subject to legal or legitimate retention needs. 8. Security We use reasonable technical and organisational safeguards, including access controls, protected credentials, encrypted provider secrets and secure transport where configured. No internet service is completely secure, so please use a strong password and protect your account. 9. Your rights Subject to Kenyan law, you may have the right to be informed; access personal data; object to processing; correct inaccurate or misleading data; request deletion of false or misleading data; restrict processing; obtain portable data where applicable; and seek review of certain automated decisions. You may also withdraw consent and complain to the Office of the Data Protection Commissioner of Kenya. To exercise a right, contact info@intevia.co.ke. We may verify your identity before acting on a request. 10. Children If you are under 18, use Proofline only with the involvement and permission of a parent, guardian or appropriately authorised educational institution. A parent or guardian may contact us about a child's data. 11. Cookies and similar technology Proofline uses cookies or similar local technology that are necessary for sign-in, session security and essential preferences. We do not use such technology for unrelated advertising unless this notice is updated and any required choice is provided. 12. Changes We may update this notice when the service, providers or law changes. We will publish the revised notice with a new effective date and provide additional notice where required.