Please read these Terms of Use (“Terms”, “Terms of Use”, “Terms of Service”) carefully before using the GoProof website and application (the “Service”, “Application”) operated by Oppolis Software Ltd (“us”, “we”, or “our”). For the remainder of this document the legal entity Oppolis Software Ltd will be referred to as GoProof.
Read this privacy policy to understand our commitment to customer success and data security.
GoProof provides a suite of software applications and plugins. This Privacy Policy sets out how GoProof uses and protects personal or private information that you give when you use this website and our software products.
GoProof is committed to ensuring that your privacy is respected and protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with the Data Protection Act (DPA) 1998 and the EU General Data Protection Regulation (GDPR) 2018.
GoProof strives to be as fair and transparent as possible on what data we ask for and why we are intending to use it. We do not hide information in small print. At every point of data request, we offer an explanation as to why we need it so you can make an informed decision on whether to provide it.
We always welcome your feedback if you feel this can be improved so we can be as clear and open as possible. You can send your feedback to our Data Protection Team at privacy@oppolis.com or call +44 (0) 1902 375651.
GoProof may change this policy by updating this page and reserves the right to do so without notification. However, if any changes are made, a notice will clearly be provided to you when you next visit the site so you can choose to review it before proceeding.
GoProof is UK registered company under number 04812211. Our general office number is +44 (0) 1902 375651.
We may collect personal information when you sign up to use our software including your name, email address, company name and phone numbers. We require this information to understand your needs and provide you with a better service, as well as allowing for you to collaborate effectively with others.
This information also helps us to develop our products and services and keep you informed of progress, along with communication about GoProof or other information we believe you will consider to be useful or of value.
You can request to see this information or request deletion of it at any time by contacting our Data Protection Team using privacy@oppolis.com.
GoProof is an online proofing software tools for reviewing and approving creative content. As part of this process, you may be sharing images, personal comments and other content for collaboration with other users inside the software.
GoProof stores this content securely on our Google Cloud Platform servers. You can export this data or request to have this data removed at any time using the MY DATA preference dashboard inside GoProof or by contacting our Data Protection Team using privacy@oppolis.com.
We offer you a clear choice on whether you would like to receive marketing information from us and how you’d like it delivered. For example, you can opt in to receive emails but opt out of receiving phone calls and SMS alerts.
Our marketing information includes current promotions, discounts, events we are exhibiting at, recent customer testimonials and other products from the Oppolis suite which can enhance your overall experience through direct integration.
In order to provide a satisfactory customer service level, we require your email address. This is so we can tell you about any new software version updates, security patches, feature improvements and releases or any general issues which may affect your usage, therefore requiring communication to you as our customer.
IMPORTANT: You can choose to have your email removed from this service and product communication database. However, if you do, it will render your account as unserviceable and we cannot accept responsibility for issues that arise that we are unable to discuss or fix with you due to not being able to make contact. If you do wish to be removed then please contact our Data Protection Team using privacy@oppolis.com.
GoProof only uses data internally and does not currently share, sell, distribute, lease or disclose your data with any other party. If we are required by legislation applicable to the United Kingdom to do so we will obtain your consent first. In accordance with the Data Protection Act (1998) and General Data Protection Regulation (2018) you may request details of personal information which we hold about you. These details can be requested via the MY DATA preference dashboard or by contacting our Data Protection Team using privacy@oppolis.com.
If a need arises in the future for this to be changed which we feel benefits your experience or the service we provide to you, GoProof will communicate this with you immediately so you can make a clear choice on whether to opt in or out of using our websites and apps.
To maximise your experience, give traceability on service and provide you with the latest relevant information, GoProof keeps the data submitted by you in our active databases. Records may be updated from time to time to reflect any changes in name, spelling errors or contact details.
However, you may request to have your data deleted at any time and similarly we may delete the data ourselves if it becomes irrelevant to your initial consent and is outside of any contractual arrangement.
Google Cloud Platform is our primary data sub-processor, with data being processed US, UK and EU by Google. Google is contractually committed under its data processing agreements to maintain a mechanism that facilitates transfers of personal data outside of the EU as required by the Data Protection Directive and GDPR.
GoProof marketing and CRM functions are performed by HubSpot with data being processed in the United States of America.
When signing up to, or contacting GoProof via any online form, the following information is requested and stored: full name, email address, company name, work telephone number, country and size of team. Any information gathered is passed to and managed within HubSpot. During the sign up process, the user journey is tracked to ensure that all required information is gathered to create an account. When contacting GoProof, all requested and stored information is required to ensure that any customer requests or issues can be resolved.
HubSpot is contractually committed under its data processing agreements to maintain a mechanism that facilitates transfers of personal data outside of the EU as required by the Data Protection Directive and GDPR. Read HubSpot's Privacy Policy.
GoProof uses Google Analytics to track website visitor data. We require this data to understand how you use our website so we can improve its design and functionality. We also need the data to get the most out of our marketing campaigns. Details on how to manage the website cookies that Google Analyics generates can be found on the Cookie Policy page.
GoProof uses Zendesk to enable customer service support via email and chat. During this process customers will be required to enter personal data in order for us to facilitate the service. Read Zendesk’s Privacy Policy.
GoProof operates its own team meetings and general day-to-day communication and interaction using Microsoft Teams. These conversations may include references to customer data.
GoProof is the UK-based data processor for the data in its applications. We are required by the GDPR to only use data sub-processors that provide sufficient guarantees to implement appropriate technical and organisational measures to meet the Data Protection Directive and GDPR.
These include the requirement to have measures and appropriate safeguards in place that are considered an adequate level of protection for transferring personal data to a third country.
Appropriate safeguards can be provided for by model contract clauses. An adequate level of protection can be confirmed by adequacy decisions such as the ones that supports the EU-U.S. Privacy Shields.
Our primary sub-processor Google has certification under the EU-U.S. and EU-Swiss Privacy Shield Frameworks for Google Cloud Platform. It has also gained confirmation of compliance from European Data Protection Authorities for its model contract clauses, affirming that its current contractual commitments for Google Cloud Platform fully meets the requirements under the Data Protection Directive to legally frame transfers of personal data to and from the EU and to the rest of the world.
More information about Google Cloud Platform and GDPR
Data security is paramount at GoProof and the cloud infrastructure we choose has to meet our strict criteria to ensure your data is fully protected. We only use systems and hardware from leading providers that has been strenuously tested for data encryption and firewall protection, monitored constantly by our professional engineers.
We have in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
However, if you have reason to think your data has been compromised in any way please report this immediately to our Data Protection Team using privacy@oppolis.com.
We will only process your personal data when we have a valid lawful basis to do so. The legal bases for processing your data may include:
a) Consent: You have given us clear consent to process your personal data for specific purposes.
b) Contractual Obligations: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
c) Legitimate Interests: Processing is necessary for our legitimate interests, and those interests do not override your fundamental rights and freedoms.
d) Legal Obligations: Processing is necessary to comply with legal obligations we are subject to.
We use your personal data for the following purposes:
a) To provide and improve our services to you.
b) To respond to your inquiries, feedback, or requests for support.
c) To send you marketing communications (with your consent).
d) To analyse website usage and improve our website's performance.
We will retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law.
Under the GDPR, you have certain rights regarding your personal data:
a) Access: You can request access to the personal data we hold about you.
b) Rectification: You can request the correction of inaccurate or incomplete data we hold about you.
c) Erasure: You can request the deletion of your personal data under certain circumstances.
d) Restriction: You can request the restriction of processing your data under certain circumstances.
e) Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format.
f) Withdraw Consent: If we process your data based on consent, you can withdraw your consent at any time.
g) Complaints: You have the right to lodge a complaint with a supervisory authority if you believe that we have violated your data protection rights.
GoProof uses Chargify/Maxio and Spike for our payment transactions. Chargify/Maxio and Spike both have a comprehensive privacy and security policy in place and are fully GDPR compliant in their processes.
Read Chargify’s Privacy Policy.
Read Spike's Privacy Policy.
Our services are not targeted or directed at children under the age of 13 years old. If you have any reason to believe a child has given us their information or anyone’s else’s information without consent, please immediately contact our Data Protection Team using privacy@oppolis.com so we can take appropriate action to remove it.
Our website may occasionally contain links to other websites or information that we feel may be of interest to you. However, should you decide to use the links you must be aware that we have no control over the pages or the site being visited and cannot be held responsible for the content being viewed.
If you feel you need to make a serious complaint about a potential breach or use of your data which the above Privacy Policy hasn’t outlined or our Data Protection Team cannot assist you with, then you can submit it online to the Information Commissioner’s Office (ICO) or call them directly on +44 (0) 303 123 1113.
As GoProof is a UK registered company with a global marketplace, any complaint made from around the world must be directed to the ICO as the leading Supervisory Authority (SA) in the first instance under GDPR 2018 guidelines. International SAs that may need to become involved will do so under the instructions of the leading SA.Links to the DPA (1998) and the GDPR (2018)
Read the Data Protection Act 1998
Read the EU General Data Protection Regulation 2018
Updated: 01 June 2024
