Privacy Policy | Proof & Pixel

Proof & Pixel ("we," "us," or "our") is committed to protecting the privacy of our clients, website visitors, and business partners. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.proofandpixel.com or engage our professional services including marketing, bookkeeping, cybersecurity, and data analytics.

By accessing our website or using our services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy. If you do not agree, please discontinue use of our website and services.

1. Information We Collect

We collect information in several ways depending on how you interact with us:

A. Information You Provide Directly

Full name, business name, email address, phone number, and mailing address
Information submitted through contact forms, consultation requests, or service inquiries
Communications you send us via email, phone, or other channels
Service agreement details and billing information

B. Client Financial and Bookkeeping Data

Bank statements, credit card statements, and transaction records provided for bookkeeping services
Revenue, expense, and profit/loss documentation
Tax-related financial records and invoices
Chart of accounts, general ledger entries, and reconciliation data

This data is collected solely to perform the bookkeeping services you have engaged us to provide and is treated with the highest level of confidentiality.

C. Website Analytics and Automatically Collected Data

IP address, browser type and version, operating system, and device information
Pages visited, time spent on pages, referring URLs, and click behavior
Cookies and similar tracking technologies (see Section 6)
Geolocation data (general, not precise)

D. Marketing Platform Data

Advertising account credentials and access tokens provided for campaign management
Campaign performance metrics (impressions, clicks, conversions, spend)
Email marketing subscriber lists, open rates, and engagement data
Website analytics and SEO performance data

2. How We Use Your Information

We use the information we collect for the following purposes:

To provide, maintain, and improve our professional services
To perform bookkeeping, financial reporting, and reconciliation services
To manage and optimize digital marketing campaigns on your behalf
To communicate with you about your account, services, and inquiries
To send invoices, process payments, and manage billing
To analyze website traffic and improve our online presence
To comply with legal obligations and professional standards
To protect against fraud, unauthorized transactions, and other liabilities

3. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

Service Providers: With trusted third-party tools and platforms necessary to deliver our services (e.g., accounting software, email marketing platforms, advertising platforms, analytics tools, payment processors)
Legal Compliance: When required by law, subpoena, court order, or governmental regulation
Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our business assets
With Your Consent: When you have given us explicit permission to share specific information

All third-party service providers are contractually obligated to handle your data in a manner consistent with this Privacy Policy and applicable data protection laws.

4. Data Security

We implement commercially reasonable administrative, technical, and physical security measures to protect your personal and financial information from unauthorized access, use, modification, or disclosure. These measures include:

Encrypted data transmission (SSL/TLS) on our website
Secure, access-controlled storage of financial records and client data
Multi-factor authentication on internal systems and client accounts
Regular review and update of security practices
Restricted access to client data on a need-to-know basis

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any breach in accordance with applicable law.

5. Data Retention

We retain your personal and financial information only for as long as necessary to fulfill the purposes described in this policy, comply with our legal obligations, resolve disputes, and enforce our agreements.

Client financial/bookkeeping records: Retained for a minimum of seven (7) years following the end of the service engagement to comply with tax and accounting regulations
Marketing campaign data: Retained for the duration of the service engagement plus twelve (12) months
Website analytics data: Retained in accordance with the policies of the analytics platforms used (e.g., Google Analytics)
Contact and communication records: Retained for up to three (3) years after last contact

Upon expiration of the retention period, data is securely deleted or anonymized. You may request earlier deletion subject to our legal and regulatory obligations (see Section 8).

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and understand visitor behavior. The types of cookies we use include:

Essential Cookies

Required for the basic functionality of the website (e.g., session management, security). These cannot be disabled.

Analytics Cookies

Used to collect anonymized data about how visitors interact with our site (e.g., Google Analytics). This helps us improve site performance and content.

Marketing Cookies

Used to track visitor activity across websites for the purpose of delivering relevant advertising (e.g., Meta Pixel, Google Ads remarketing tags).

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. For more information, consult your browser's help documentation.

7. Third-Party Links and Services

Our website or marketing materials may contain links to third-party websites, platforms, or services that are not operated by us. We are not responsible for the privacy practices or content of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

Third-party services we may integrate with or use on your behalf include but are not limited to: Google Ads, Meta (Facebook/Instagram) Ads, Google Analytics, email marketing platforms, accounting/bookkeeping software, and website hosting providers.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information, subject to legal retention requirements
Opt-Out: Unsubscribe from marketing communications at any time via the unsubscribe link in our emails or by contacting us directly
Data Portability: Request a machine-readable copy of your data
Withdraw Consent: Withdraw previously given consent for data processing

To exercise any of these rights, please contact us using the information in Section 11. We will respond to your request within thirty (30) days.

9. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child under 18, we will take steps to delete such information promptly.

10. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Changes will be effective immediately upon posting to our website with an updated effective date. We encourage you to review this policy periodically. Your continued use of our website or services following any changes constitutes your acceptance of the revised policy.

For material changes that significantly affect how we handle your data, we will make reasonable efforts to notify affected clients via email.

11. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

Company: Proof & Pixel
Email: info@proofandpixel.com
Website: www.proofandpixel.com