Privacy Policy

Effective date: June 10, 2026 · Last updated: June 23, 2026 · Proofle is a product of American National Commercial Real Estate Services, INC.

The short version: we don't keep your documents — they're processed transiently to produce your review and discarded on completion. Your uploads are never used to train or improve AI models. We retain only operational metadata and your terms-acceptance record.

American National Commercial Real Estate Services, INC. (“American National,” “Proofle,” “we,” “us,” or “our”) operates the Proofle platform and related services (the “Service”). This Privacy Policy governs our collection, use, disclosure, and protection of information. By accessing or using the Service, you agree to this Policy.

1. Scope and Definitions

This Policy applies to all users of the Service. “You” or “User” means the individual or entity accessing the Service. “Documents” means survey PDFs, plats, ALTA/NSPS reports, title commitments, redlines, and related due diligence files.

2. Information We Collect

Document Data: Documents you upload and associated metadata.
Account Data: name, email, company name, and your API key in hashed form. We never store the raw key; in the Civil 3D plugin your key is encrypted locally on your device (Windows DPAPI) and is never written to our logs — our service records only whether a key was present, never its value.
Acceptance Records: when you sign up or accept the Terms of Service, we collect the terms version, a SHA-256 hash of the exact terms presented, a timestamp (UTC), your email, IP address, user-agent string, and the signup page URL. These are stored in an append-only log.
Usage and Technical Data: interaction logs, device/browser information, and diagnostic data.

3. How We Use Your Information

We use this information solely to provide, maintain, secure, and support the Service.

No Training or Model Improvement on Your Data. Documents and content you upload are not used to train, fine-tune, or improve any AI models or the Service. This representation has been in effect since June 10, 2026. Processing occurs exclusively for Service delivery. Internal testing uses only American National's own corpus. Subprocessors operate under paid-tier terms or data processing addenda that prohibit training use; transient retention for abuse monitoring may occur but is contractually limited.

4. Disclosure and Sharing

We do not sell your data. We may share with:

Third-party enterprise cloud AI, document-processing, and reasoning services (category-level). A specific list is available upon reasonable written request. All subprocessors are bound by appropriate confidentiality and no-training obligations.
As required by law, or in a business transfer with protections.
With your explicit direction.

5. Data Security

We implement reasonable safeguards including encryption, access controls, and regular assessments. We will notify you of Security Incidents affecting your data without undue delay (within 48 hours where required).

6. Data Retention and Deletion

We do not retain your Documents. They are transmitted over an encrypted connection, processed transiently to produce your review, and discarded on completion. We retain only operational metadata (timestamps, counts, and project/identifier fields) and the records described below — never Document content.

Acceptance Records Exception: acceptance records (including email, IP address, terms version/hash, and related metadata) are retained indefinitely after account deletion or termination solely to establish, defend, or enforce our agreements and legal rights.

You may request deletion of other Personal Data and Documents, subject to these exceptions and legal holds.

7. Your Representations, Warranties, and Obligations

You represent that you have all rights to upload Documents and will independently verify all AI outputs. You are responsible for decisions based on Service outputs.

8. AI-Specific Disclaimers and Limitations

The Service provides assistive first-pass review only. AI outputs are not a substitute for licensed professional review. We make no warranties regarding accuracy or completeness. You assume all risk of reliance on outputs.

9. Disclaimers of Warranties

The Service is provided “AS IS” without warranties of any kind.

10. Limitation of Liability

Our total aggregate liability shall not exceed the greater of fees paid in the prior 12 months or US$100. We are not liable for indirect, consequential, or punitive damages.

11. Indemnification

You agree to indemnify us against claims arising from your Documents, use of the Service, or reliance on outputs.

12. Your Privacy Rights

You may request access, correction, or deletion (subject to exceptions). Submit requests to privacy@proofle.com.

13. International Data Transfers

Transfers use appropriate safeguards.

14. Changes to This Policy

Material changes will be notified. Continued use constitutes acceptance.

15. Governing Law and Dispute Resolution

This Policy is governed by the laws of the State of Ohio. Disputes shall be resolved exclusively in the state or federal courts located in Summit County, Ohio.

16. Contact Information

American National Commercial Real Estate Services, INC.
Email: support@proofle.com
Phone: 866-290-8121