Terms of Service

Effective: September 22, 2026 · Last updated: September 22, 2026

These Terms of Service ("Terms") are the agreement between you and Project Proof ("we," "us," or "ProjectProof") for use of the ProjectProof mobile app, web services, and related features (together, the "Service"). By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

Our Privacy Policy explains how we handle your information and is part of this agreement.

The short version. Your work is yours — we store and sync it, we don't claim it, and you can export or delete it at any time. The Service is a paid subscription after a 14-day trial, billed by Apple or Google, and cancelled through them. Don't use the Service to break the law or to document work you have no right to document. AI features are assistance, not a substitute for your professional judgment, and the Service is not a legal record-keeping or evidentiary system of record.

1. Who can use the Service

You must be at least 16 years old and able to form a binding contract. If you use the Service on behalf of a company or other organization, you represent that you are authorized to accept these Terms for that organization, and "you" includes that organization.

You are responsible for everything that happens under your account, including activity by anyone you invite or give access to.

2. Your account

You sign in through a supported identity provider (currently Sign in with Apple, Google, or an email address and password, via Firebase Authentication). Keep your sign-in method and password secure; we cannot tell the difference between you and someone who has access to your provider account.

One account is for one person or one business. You may use the Service on multiple devices, and your content syncs between them.

3. Subscriptions, trial, and billing

3.1 Trial

New accounts begin with a 14-day trial with full functionality. When the trial ends, an account without an active subscription becomes read-only: your data remains intact, you can still view, export, and delete it, but you cannot create new content until you subscribe.

3.2 Subscription

ProjectProof is a single auto-renewing subscription — there are no tiers and no feature-gated upsells. The current price and billing period are shown in the app and on the App Store or Google Play listing before you purchase.

3.3 Billing, renewal, and cancellation

Subscriptions are sold and billed through Apple's App Store or Google Play, not by us directly. Those stores handle payment, renewal, receipts, and refunds under their own terms:

Your subscription renews automatically at the end of each billing period unless you cancel at least 24 hours before it ends.
You cancel through your Apple or Google account settings — not through us. Deleting the app does not cancel a subscription.
Cancelling stops future renewals. You keep access through the end of the period you already paid for.

3.4 Refunds

Because Apple and Google process the payment, refunds are handled under their policies and at their discretion. We cannot issue a refund for a store-billed purchase. If you believe you were charged in error, contact the store you purchased through; write to us as well and we will help where we can.

3.5 Price changes

We may change the subscription price. We will give you notice before a change affects you, and a price change never applies to a billing period you have already paid for. Continuing after the change takes effect means you accept the new price; if you do not, cancel before your next renewal.

4. Your content

You own your content. Photos, videos, voice memos, notes, documents, reports, project records, and everything else you create or upload ("Your Content") remains yours. We claim no ownership of it.

You grant us a limited licence to host, store, encrypt, back up, transmit, and display Your Content, and to process it through the features you actually use — syncing it between your devices, rendering it into reports and exports, sending it to the people you share with, and passing it to our AI providers when you use an AI feature. That licence exists only to operate the Service for you, lasts only as long as we hold the content, and ends when you delete it.

We do not use Your Content to train AI models, we do not permit our AI providers to train on it, and we do not sell it or use it for advertising. See the Privacy Policy for how we handle it.

4.1 Your responsibility for what you capture

Job-site documentation frequently records other people's property, workers, and sometimes bystanders. You are responsible for having the right to capture, upload, and share what you capture — including any consent, notice, contract term, or permit your jurisdiction or client agreement requires. You are also responsible for complying with any site rules or confidentiality obligations you are under.

4.2 Sharing

The Service lets you share a project with another user, send a read-only public link, and transfer a project to another account. Anything you share is your decision: a public share link is accessible to anyone who has it until it expires or you revoke it, and a transfer moves ownership of that project and its contents to the recipient permanently. Choose what you share with care.

5. AI features

The Service includes AI-assisted features — photo descriptions and tags, voice transcription and structuring, document text extraction and summarization, daily summaries, report proofreading, and translation. These run through third-party AI providers.

AI output is generated automatically and can be wrong, incomplete, or misleading. It is assistance, not advice, and it does not replace your own inspection, judgment, or professional obligations. Review anything an AI feature produces before you rely on it, send it to a client, or submit it anywhere it matters. You remain responsible for the accuracy of the documentation and reports you issue.

We may impose reasonable per-day or per-account limits on AI usage to control cost and prevent abuse.

6. Acceptable use

Don't use the Service to:

Break the law, infringe someone's rights, or violate an obligation you owe someone else;
Upload content you have no right to upload, or record people where recording them is unlawful;
Upload malware, or attempt to breach, probe, overload, or interfere with the Service or its infrastructure;
Reverse engineer, scrape, or resell the Service, or access it by automated means outside the app;
Share an account or credentials to avoid paying for use by multiple people or businesses;
Store content unrelated to work documentation that is illegal, harassing, or sexually exploitative.

We may suspend or terminate an account that violates this section. Where the violation is serious — illegal content, an active attack on the Service, or conduct that endangers other users — we may act immediately and without notice.

7. Service availability and changes

We work to keep the Service available, but we do not promise uninterrupted or error-free operation. Maintenance, provider outages, network failures, and defects happen. The Service also depends on third parties (hosting, storage, authentication, push delivery, AI providers) whose availability we do not control.

We may add, change, or remove features. If we discontinue a material part of the Service, or the Service entirely, we will give you reasonable notice and a window to export your data.

Sync requires a network connection. The app is built to work offline and sync later, but content that has not yet synced exists only on that device — keep this in mind before wiping or replacing a phone.

8. Not a system of record

ProjectProof helps you document work; it is not a certified records-retention, evidentiary, or compliance system, and we make no representation that its output satisfies any legal, regulatory, insurance, or contractual retention or admissibility requirement that applies to you. If your work is subject to such a requirement, keep your own independent records. Export your data (Settings → Data Management) as often as your obligations require.

9. Your data, deletion, and termination

You can stop using the Service at any time. You can export everything from within the app, and you can delete individual items, whole projects, or your entire account.

Deleting your account removes your content from the live Service. Backups and logs age out on their normal cycle as described in the Privacy Policy. Deletion is permanent — we cannot restore a deleted account.

We may suspend or terminate your access if you materially breach these Terms, if required by law, or if providing the Service to you becomes commercially impracticable. Except where the breach makes it inappropriate, we will give you notice and an opportunity to export your data first. Cancelling a subscription does not by itself delete your data; deleting your account does.

10. Disclaimers

To the fullest extent permitted by law, the Service is provided "as is" and "as available," without warranties of any kind, whether express, implied, or statutory — including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will meet your requirements, that it will be uninterrupted, secure, or error-free, or that any AI output, transcription, description, or summary will be accurate or complete.

Some jurisdictions do not allow certain disclaimers, so parts of this section may not apply to you.

11. Limitation of liability

To the fullest extent permitted by law, neither we nor our suppliers are liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost business, lost goodwill, or lost or corrupted data, arising out of or relating to the Service — even if we were advised such damages were possible.

Our total liability for all claims relating to the Service in any 12-month period is limited to the greater of (a) the amount you paid us for the Service in the 12 months before the event giving rise to the claim, or (b) fifty U.S. dollars ($50).

Some jurisdictions do not allow these limitations, so they may not apply to you.

12. Indemnity

You agree to indemnify and hold harmless Project Proof and its officers, contractors, and suppliers from any claim, demand, loss, or expense (including reasonable legal fees) arising out of Your Content, your use of the Service, your violation of these Terms, or your violation of another person's rights — including claims that your capture, upload, or sharing of content was unauthorized.

13. Governing law and disputes

These Terms are governed by the laws of the State of Kansas, United States, without regard to its conflict-of-laws rules. You and we agree to the exclusive jurisdiction of the state and federal courts located in Johnson County, Kansas for any dispute not subject to small-claims court, and each of us waives any objection to venue there. Nothing here prevents either of us from bringing an individual claim in small-claims court.

Before filing anything, please write to us — most problems are faster to solve directly.

14. Apple App Store terms

If you obtained the app from the Apple App Store, the following applies and prevails over anything inconsistent in these Terms:

This agreement is between you and Project Proof only, not with Apple. Apple is not responsible for the app or its content.
Your licence to use the app is a non-transferable licence to use it on Apple-branded devices you own or control, as permitted by the App Store Terms of Service.
Apple has no obligation to provide maintenance or support for the app.
If the app fails to conform to any applicable warranty, you may notify Apple, and Apple may refund your purchase price; to the maximum extent permitted by law, Apple has no other warranty obligation.
Apple is not responsible for addressing claims relating to the app, including product liability, failure to conform to legal requirements, consumer protection claims, or third-party intellectual property claims.
You represent that you are not located in a country subject to a U.S. Government embargo or designated as terrorist-supporting, and that you are not on any U.S. Government restricted-party list.
Apple and its subsidiaries are third-party beneficiaries of these Terms and may enforce them against you.

15. Google Play terms

If you obtained the app from Google Play, your use is also subject to the Google Play Terms of Service. Google is not a party to this agreement and is not responsible for the app. Subscriptions purchased through Google Play are billed, renewed, and refunded under Google's policies.

16. Changes to these Terms

We may update these Terms. The "Last updated" date above reflects the most recent revision. If we make material changes, we will notify you in the app or by email before they take effect. Continuing to use the Service after the effective date means you accept the updated Terms; if you do not accept them, stop using the Service and cancel your subscription.

17. Miscellaneous

These Terms and the Privacy Policy are the entire agreement between you and us about the Service, and replace any earlier agreement on the subject. If a provision is held unenforceable, the rest stays in effect. Our failure to enforce a provision is not a waiver of it. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. Nothing in these Terms creates a partnership, employment, or agency relationship.

18. Contact

Questions about these Terms:

Email: support@projectproof.app
In-app: Settings → Send feedback.

Project Proof operates as an online-only service in the United States and does not maintain a public postal address for correspondence; email is the appropriate channel for formal notice.