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LEGAL

Privacy Policy

Last updated: August 24, 2026

1. Introduction

Fenn & Hart LLC (“Company,” “Proofolio,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information of the businesses and organizations that use our platform (“Customers”), the people who are interviewed through it (“Participants”), and visitors to our website.

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit Proofolio.ai or use our AI interviewing services (the “Services”). By using the Services, you acknowledge the practices described in this Policy.

2. Our Role: Controller and Processor

For our Customers: Fenn & Hart LLC is the controller of the information associated with your Proofolio account (e.g., your login details, billing information, and account settings).

For Participants: The Customer that invited you to an interview is the controller of your interview data. Fenn & Hart LLC acts as a data processor or service provider, collecting and processing your interview data on behalf of, and at the direction of, that Customer. If you have questions about how your interview data is used or published, your first point of contact should be the business that invited you.

For website visitors: Fenn & Hart LLC is the controller of information collected through our website, including information you submit through our forms.

3. Information We Collect

A. Information from Our Customers

  • Account Data: Name, email address, job title, company or organization name, and phone number.
  • Payment Data: Billing addresses and payment method details. Payments are processed by secure third-party payment processors; we do not store full payment card numbers on our systems.
  • Configuration Data: Information you provide to set up your interviewers, such as details about your business, your customers, and the topics you want covered.

B. Information from Participants

When a Participant takes part in an AI interview, we collect:

  • Identity Data: Name, role or title, and any contact or background information provided during the session.
  • Audio & Video Data: Video and audio recordings of the interview session.
  • Interview Content: Transcripts and the substance of the Participant’s answers, including accounts of their experiences, decisions, and outcomes.
  • AI-Derived Content: Summaries, case studies, quotes, clips, and other content generated from the interview.
  • Consent Records: A record of the permissions the Participant granted during the interview, including whether they consented to publication of their content.

C. Information from Website Visitors

  • Form Submissions: Information you submit through forms on our website, such as your name and email address when you join our wait list. Some forms are provided by third-party form providers, whose collection is governed by their own privacy practices in addition to this Policy.

D. Automatically Collected Information

  • Usage Data: IP address, browser type, operating system, pages visited, and access times.
  • Cookies and Similar Technologies: We use cookies and similar technologies to operate the website, keep sessions working, and understand how the site and the interviewing experience are used. Where applicable law requires consent for non-essential cookies, we will obtain it.

4. How We Use Information

We use the information we collect for the following purposes:

  • To Provide the Services: Conducting AI interviews, recording sessions, transcribing audio, generating content (such as case studies, quotes, and clips), and delivering that content to the Customer.
  • To Operate Accounts: Creating and administering Customer accounts, processing payments, and providing support.
  • To Improve the Services: Analyzing usage patterns, transcript accuracy, and interview quality to improve our platform and the performance of our AI interviewers. Where we use data for improvement, we do so subject to our agreements with the relevant Customer.
  • Communication: Sending interview links, reminders, completed content, service announcements, and (where permitted) marketing communications you have signed up for, such as wait-list updates. You can opt out of marketing communications at any time.
  • Security and Integrity: Monitoring for fraudulent or abusive activity and protecting the platform, our Customers, and Participants.
  • Legal Compliance: Complying with applicable laws and enforcing our agreements.

5. How We Share Information

We do not sell personal information. We share information only in the following ways:

  • With the Customer: If you are a Participant, your video, audio, transcript, and the content generated from your interview are shared with the Customer that invited you. That Customer controls how the content is used and published, subject to the consent you gave during the interview.
  • Service Providers: We share data with trusted third-party vendors who assist with hosting, cloud storage, video processing, AI model services, transcription, payment processing, analytics, and email delivery. These providers may process data only to provide services to us.
  • Legal Obligations: We may disclose information if required to do so by law, or in response to valid requests by public authorities, courts, or regulators.
  • Business Transfers: If we are involved in a merger, acquisition, financing, or sale of all or part of our business, information may be transferred as part of that transaction, subject to this Policy’s protections.

6. Artificial Intelligence and Voice/Video Processing

Our Services use artificial intelligence to conduct conversational interviews and analyze video and audio data.

  • Transcription: Audio is converted to text for analysis.
  • Content Generation: AI systems analyze the interview to extract key themes and draft written content, quotes, and clips.
  • Consent: Participants are asked for their consent during the interview itself, including consent to recording, AI processing, and publication of resulting content. Participation in an interview is voluntary.

7. Publication of Interview Content

Content generated from a Participant’s interview may be published by the Customer (for example, as a case study, testimonial, or video clip) only in line with the consent captured during the interview. If a Participant wishes to withdraw consent to publication, they should contact the Customer that invited them; we will assist Customers in honoring withdrawal requests, and we will honor such requests directly where we are obligated to do so by applicable law.

8. Data Retention

  • Customer Accounts: We retain account data for as long as the account is active and as needed to comply with our legal obligations, resolve disputes, and enforce agreements.
  • Interview Data: We retain interview recordings and generated content in accordance with the instructions of the Customer that controls the data. Customers may request deletion of Participant data at any time, and we will delete it within a commercially reasonable period, except where retention is required by law.
  • Website Data: We retain form submissions and usage data only as long as needed for the purposes described in this Policy.

9. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure, including encryption of data in transit and at rest. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If a data breach affects your personal information, we will notify you and the relevant authorities where we are obligated to do so by applicable law.

10. International Data Transfers

We are based in the United States, and information we collect is processed in the United States and in other countries where our service providers operate. Where applicable law requires safeguards for international transfers of personal information, we will implement them where we are obligated to do so by applicable law.

11. Your Privacy Rights

Depending on where you live (for example, California, other U.S. states with privacy laws, the EEA, or the UK), you may have rights regarding your personal information, which may include:

  • Access: Requesting a copy of the personal information we hold about you.
  • Correction: Requesting correction of inaccurate information.
  • Deletion: Requesting deletion of your personal information.
  • Portability: Requesting your information in a portable format.
  • Objection and Restriction: Objecting to or requesting restriction of certain processing.
  • Opt-Out: Opting out of marketing communications at any time.

We will honor these requests where we are obligated to do so by applicable law. To exercise these rights, contact us using the information below. We may need to verify your identity before acting on a request. If you are a Participant, we may refer your request to the Customer that controls your data, since in most cases we act only on that Customer’s instructions. You will not be discriminated against for exercising any privacy right.

12. Children’s Privacy

Our Services are intended for adults and business use. We do not knowingly collect personal information from children under the age of 13 (or a higher age where applicable law sets one). If we learn we have collected such information, we will delete it.

13. Third-Party Links and Services

Our website and Services may link to or embed third-party sites and services, including third-party form providers. Their privacy practices are governed by their own policies, and we are not responsible for them.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page, and where changes are material we will provide additional notice where we are obligated to do so by applicable law. Your continued use of the Services after an update means the revised Policy applies to you.

15. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Fenn & Hart LLC
Phone: (406) 837-3376
Website: proofolio.ai