Legal
Privacy policy.
Last updated: 30 May 2026
Proofline works with independent UK kitchen showrooms, kitchen design/install firms and bespoke joinery companies. This policy explains how we handle business contact details, Proof Sample requests, project photos, notes and files used to produce proof assets.
Plain English: we use the information needed to reply, assess your showroom proof, produce the agreed assets, protect homeowner privacy, invoice correctly and improve the service. We do not sell personal data and we do not publish client or homeowner material without permission.
Who we are
Proofline is a pilot service producing showroom site and portfolio proof engines for independent UK kitchen and bespoke joinery firms. You can contact us at hello@proofline.uk.
If your invoice or order confirmation names a specific legal supplier, that named supplier is the controller for the personal data handled under that engagement. If no separate supplier is named, references to "Proofline", "we", "us" and "our" mean the Proofline service operated through this website.
What we collect
Depending on how you interact with us, we may collect:
- Business contact details, including your name, role, showroom name, business email address, phone number, website and public business profiles.
- Messages you send us, including Proof Sample requests, paid pack requests, project notes, briefs, materials, brand names, pricing context and approval comments.
- Project material you provide, including kitchen photos, videos, PDFs, plans, screenshots, existing case studies and social or Google Business Profile content.
- Limited homeowner or property details if they appear in project material, such as visible room details, windows, exterior views, names, addresses or other identifying details.
- Billing and administration details, including invoices, payment status, bank-transfer references and accounting records.
- Technical website data that may be generated by hosting logs, such as IP address, browser type, device information, pages requested and timestamps.
We do not ask for special category personal data. Please do not send health, financial, identity-document, child-related or other sensitive personal data unless we specifically agree in writing that it is necessary.
How we use it
We use personal data for the following purposes:
- To reply to enquiries and send free Proof Samples or paid pack information.
- To assess whether your project inputs are usable for the agreed showroom asset workflow.
- To produce, review and deliver cleaned-up photos, project pages, gallery updates, proposal assets, Google Business updates, social captions, review prompts, monthly report rows and related project files.
- To check project facts, protect homeowner privacy and avoid publishing identifying details without permission.
- To manage payments, invoices, accounting, service records and client support.
- To keep the website and production workflow secure and working properly.
- To improve our templates, process and quality control using non-confidential, anonymised or aggregated learnings where practical.
Our lawful bases may include contract, legitimate interests, consent and legal obligation. For example, contract applies when we need data to deliver an agreed service; legitimate interests may apply when we respond to business enquiries, protect our service, run relevant B2B outreach or keep service records; legal obligation applies to tax and accounting records; consent may apply where we ask permission to use a testimonial, logo or project publicly.
Business outreach
Proofline may contact relevant UK kitchen showrooms and business contacts using publicly available business information or information provided in a business context. We aim to keep this targeted, relevant and low-volume.
Every direct outreach message should identify Proofline and give a clear way to opt out. If you ask us not to contact you again for marketing, we will add you to a suppression list so we can respect that request.
Project photos and homeowner privacy
Kitchen project photos can accidentally include personal data. Before production or publication, we may crop, blur, remove or avoid details such as addresses, exterior views, family photos, paperwork, vehicle plates, faces, unusual identifying features or other private details.
You are responsible for making sure you have the right to send us the photos and for obtaining any homeowner, client, photographer, fitter, designer or agency permissions needed for your use of the final assets. We do not publish project work on your behalf unless you instruct us to do so or separately agree it in writing. By uploading or emailing photos to us — including through the sample-request form on our website — you confirm you have the right to share them and to have them edited for your marketing.
We may use AI-assisted tools for image cleanup, copy drafting, formatting and quality checks. We aim to remove or reduce identifying homeowner details before using project material in third-party production tools where practical. You must review final assets for accuracy before using or publishing them.
Who we share data with
We may use trusted suppliers to run the website, email, file storage, payments, accounting, production, image processing, document creation, security and analytics-free operational checks. These suppliers may process data for us only where needed to provide the service.
Some suppliers may be located outside the UK or EEA. Where relevant, we aim to use appropriate safeguards for international transfers. We may also disclose information if required by law, to enforce our terms, to protect rights or safety, or as part of a business transfer.
This website uses our own first-party analytics to count visits and button clicks — it runs on our own server, sets no cookies, and keeps no personal data. We do not store IP addresses; visits are counted with a daily anonymised token that cannot identify you, and no data is shared with any third-party analytics service. The site may load fonts from Google Fonts, and the hosting provider may keep standard server logs.
How long we keep data
We keep data only as long as needed for the purpose it was collected, unless a longer period is required for legal, accounting, dispute or security reasons.
- Enquiries, Proof Sample and paid pack correspondence: usually up to 24 months from the last interaction.
- Production files for unpaid audits or unused projects: usually up to 12 months unless deletion is requested earlier.
- Paid project files and service records: usually up to 6 years where needed for contract, tax or dispute records.
- Marketing suppression records: as long as needed to make sure we do not contact you again.
Your rights
Depending on where you are based and which data-protection law applies, you may have rights to access, correct, delete, restrict, object to or receive a copy of your personal data. You also have the right to object to direct marketing.
To exercise a right, email hello@proofline.uk. We may need to verify your identity before acting on a request. You may also have the right to complain to the UK Information Commissioner's Office or another relevant data-protection authority.
Contact
For privacy questions, deletion requests, marketing opt-outs or homeowner privacy concerns, email hello@proofline.uk.
We may update this policy as the service, tools, legal supplier details or applicable law changes. The latest version will be posted on this page.