Privacy policy

1. Information we collect from founders

We collect the information you give us and a small amount of technical information. We do not buy data about you from anyone.

• Account details: your name, your email address and your password, which is stored only in a scrambled form (a hash) that we cannot read. If you sign in with Google, Google shares your name, email address and profile picture with us.
• Business information: everything you add to a workspace, such as targets, proof items, evidence, company facts, notes, interview notes, plans, tasks, calendar events, money figures, documents and Ask AI chats.
• Files: documents you upload, such as a pitch deck, a price list or a lease, and the text we extract from them.
• Surveys: the surveys you create, and the answers and contact details they collect.
• Settings: your time zone, notification choices and similar preferences.
• Credit usage: which AI actions you ran, when you ran them and how many credits each one used.
• Security information: records of sign-ins and important account changes, and the signals described in “Keeping free credits fair”.
• Messages: anything you write when you contact us or send feedback.

We do not collect card or bank details, because NeedProof does not take payments today. If we add paid credits, a payment provider will handle card details, and we will update this policy first.

2. Information we collect from people who answer a survey

A survey collects only the answers typed into it. If you choose to leave a contact detail, such as an email address, we collect that too, and only the founder who created the survey can see it.

The survey page sets no cookies and does not store your network address or device details. To prevent spam and duplicate answers, we keep a one-way code made from your network address. It cannot be turned back into the address.

Written answers and contact details are never sent to an AI provider.

Anyone can report a survey from its page. When a survey is removed, its answers and contact details are deleted.

3. Information we collect when you open a shared document

A founder can share a read-only copy of a document by link. When you open one, we use a one-way code made from your network address to prevent the link from being overused. We do not store the address itself. If the link is protected by a passcode, a cookie remembers that you entered it.

4. How we use information

• To run NeedProof: keeping you signed in, saving your work, calculating scores and results from your evidence, running the AI actions you request and sending the emails the service needs, such as email confirmation and password reset.
• To send the notifications you have chosen. You can turn off notification emails in your settings or with the unsubscribe link in each email.
• To keep NeedProof safe and fair: blocking spam and abuse, stopping one person from opening many accounts to collect free credits, and pausing surveys or uploads that break our terms.
• To fix problems. Error reports help us find and fix bugs. Personal details are removed from them before they leave our servers.
• To improve NeedProof: counting which features are used and which pages are visited, as described in “Usage data”.
• To reply to you when you contact us.
• To meet our legal obligations, such as responding to a lawful request from an authority.

We do not sell your data. We do not show ads, and we do not use advertising trackers or outside analytics services. We do not use your business information to train AI models.

5. Usage data

To learn what to improve, we record what you do in NeedProof and which pages you visit. We do not record what you write.

• Actions: the kind of action, such as “added evidence” or “published a survey”, when it happened and the codes of the things involved. Never your business text, names, amounts of money, file names or messages.
• Page visits: counted with Umami, an analytics tool we run ourselves. It sets no cookies and does not identify you. Before a visit is counted, codes in the page address are replaced with a placeholder, anything after a “?” or “#” is dropped, and the page title is not sent. Umami uses your network address to find your country and to count you once, and does not store it.
• Not counted: survey pages, shared document links, and the accounts we use for testing.

This data stays on our own server and is not shared with anyone. Action records are deleted when you delete your account, and a workspace's records when you delete the workspace. Page visit counts are not linked to your account.

6. How we use AI

Many NeedProof features use AI models. When you use one, we send the text it needs, such as your proof items, notes or the text of a file, to a model through OpenRouter, a service that connects to AI model providers. We only use providers that do not store or train on the data we send.

Money figures are sent only when you use a money feature, such as “Explain my numbers”, or choose to include money in Ask AI. Written survey answers and contact details are never sent.

When you ask NeedProof to research something, our server searches the web with Brave Search and reads public web pages. Search queries are short phrases about your product or market and never include names, email addresses, phone numbers or amounts of money.

AI output can be wrong. AI reasoning is never counted as evidence: scores and results come only from the evidence in your workspace.

We do not make decisions about you that have legal or similarly significant effects by automated means alone. Our abuse checks may limit free credits, but someone on our team always reviews the account, and no account is closed automatically.

7. Keeping free credits fair

Every account receives free AI credits. To stop one person from opening many accounts to collect more, we process some security information when you sign up, sign in and use AI features.

• Network and device codes: we keep a one-way, keyed hash of your network address, of the network range it belongs to and of a random identifier stored in a cookie on your device. We cannot turn these back into the original address or identifier. We never store your network address itself, and we do not use device fingerprinting.
• Email address: we keep a normalised form of your email address so that one mailbox cannot be used for several accounts. For company email domains, we also keep a hash of the domain.
• If several signals together suggest that one person runs many accounts, the account's free credits may be limited while someone on our team reviews it. You can ask us to review a limit by writing to the support address shown in the app.

8. When our team looks at your data

People at NeedProof look at your workspace content only when you ask us for help, when a survey or upload is flagged for review, to investigate abuse or a security problem, or when the law requires it. Only the people who need to can do so.

9. Our legal grounds for using your data

• Contract: to provide the service you signed up for, including your account, your workspaces, the AI actions you request and service emails.
• Legitimate interests: to keep NeedProof secure, prevent abuse of free credits and fix errors. We balance these interests against your rights, and you can object.
• Consent: for notification emails you turn on, and for Google sign-in if you choose it. You can withdraw your consent at any time.
• Legal obligations: when the law requires us to keep or share information.

For survey answers, the founder who created the survey must have a lawful reason to collect them.

10. Who receives your information

We share information only with service providers that help us run NeedProof, under contracts that limit how they can use it, and only what each provider needs.

• Hosting: our hosting provider runs the app and stores your account and workspace data.
• File storage: Cloudflare R2 stores uploaded files privately.
• Bot checks: Cloudflare Turnstile checks that a real person is using the sign-up, password reset and email confirmation pages. Cloudflare receives information from your browser for this check, under its own privacy policy.
• AI: OpenRouter and the model providers it connects to, as described in “How we use AI”.
• Web search: Brave Search receives search queries, never your account details.
• Email: Resend delivers our emails.
• Error reports: Sentry receives error reports with personal details removed.
• Google, if you choose to sign in with Google.

Other people can see your data only when you share it, for example through a document link.

We may also disclose information when the law requires it or to protect someone from harm. If NeedProof is sold or merged, we will tell you before your data becomes subject to a different privacy policy.

11. Where your data is stored

DEMANDIT LTD is based in Rwanda. The service providers listed above store and process data in other countries, including the United States.

When data is transferred between countries, we use the safeguards the law requires, such as standard contractual clauses and, for data from Rwanda, authorisation from the National Cyber Security Authority.

12. How long we keep information

• Your account and workspaces: until you delete them. Deleting your account permanently removes your workspaces, evidence, surveys, documents, chats and credits.
• Deleted workspaces: removed immediately. Their files are removed from storage shortly afterwards.
• Survey answers and contact details: until the founder deletes them, the survey or the workspace.
• Workspace exports: 24 hours. Shared document links: no more than 181 days. PDF copies created for share links: 30 days after the last link expires.
• Security records: 90 days.
• Usage data: action records until you delete your account. Page visit counts are not linked to you.
• Abuse checks: network codes for 90 days, device codes for 180 days, sign-up attempts for 30 days and risk records for 400 days.
• Credit records: for as long as your account exists. Records older than 400 days may be removed.
• Backups: copies are removed from backups within 30 days.

We may keep limited records for longer where the law requires it, or to resolve a dispute or enforce our terms.

13. Your rights

Wherever you live, you can ask us to:

• Tell you what personal data we hold about you and give you a copy.
• Correct data that is inaccurate.
• Delete your data. You can also delete a workspace or your whole account yourself in the app.
• Give you your data so you can take it elsewhere. Each workspace can be exported as a ZIP file, and your credit usage as a CSV file.
• Stop or restrict how we use your data, including for abuse checks.
• Not subject you to a decision based solely on automated processing that significantly affects you.

To exercise any of these rights, email contact@demandit.tech from the email address on your account. We will reply within 30 days and may ask you to confirm your identity. We do not charge for this, and you will not be treated differently for exercising your rights.

You can also complain to a data protection authority. In Rwanda, this is the National Cyber Security Authority (NCSA). In the EU or UK, it is the authority in the country where you live or work.

If you live in California or another US state with a privacy law, these rights apply to you too. We do not sell personal information or share it for advertising.

14. Cookies

NeedProof uses only the cookies it needs to work and stay secure. We do not use advertising or analytics cookies.

• Sign-in cookies keep you signed in.
• The np_device cookie holds a random identifier used for the abuse checks described above. It lasts for one year.
• The workspace cookie remembers which workspace you opened last.
• The np_google_invite cookie briefly holds an invite code while you sign up with Google.
• Shared document links with a passcode set a cookie to remember that you entered it.
• Cloudflare Turnstile may set its own cookies during the bot check.

Your light or dark theme choice is saved in your browser's local storage, not in a cookie. You can delete cookies in your browser settings, but if you block sign-in cookies, you will not be able to sign in.

15. How we protect your information

Data travels over encrypted connections (HTTPS). Uploaded files are kept in private storage, encrypted at rest by our storage provider, and can only be opened through links that expire after 60 seconds. Passwords are stored only as hashes, and network addresses only as one-way codes. Only the people who need access can reach our production systems.

No system is perfectly secure. If a breach puts your personal data at risk, we will notify you and the relevant authorities as the law requires.

16. Children

NeedProof is for people aged 18 or over who run or are starting a business. Founders must not target surveys at children. We do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.

17. Changes to this policy

When we change this policy, we update the date at the top of this page. If a change is significant, we will tell you by email or in the app at least 30 days before it takes effect.

18. Contact us

DEMANDIT LTD, 34 KN 41 St, Kigali, Rwanda. Email: contact@demandit.tech. We reply within 30 days.