Privacy

Who we are

PileProof is record-keeping software for composting facilities, operated from the postal address shown at the bottom of our emails. For anything in this policy, write to info@pileproof.com.

What we hold

Account data: the name and email address of each person you invite, and a hash of their password. We never store a password itself.

Your compliance records: sites, batches, temperature readings, turnings, feedstock, contamination events, shipments, and the documents generated from them. This is your data. We treat it as yours.

An audit trail of changes made in your account — who changed what and when — because a compliance record that can be quietly edited is not evidence.

Billing data is held by Stripe. We store only your Stripe customer and subscription identifiers, your plan, and its status. We never see or store card numbers.

Anything you send us through the contact form or the suggestion box, so we can reply to it.

What we do with it

We use it to run the service you signed up for: keeping your records, working out PFRP status, generating your documents, and emailing you the daily digest when a batch needs attention.

We do not sell it. We do not share it with advertisers. We do not use your compliance data to train anything.

Your records are scoped to your organization at the data-access layer, and that isolation is covered by automated tests that run on every change. Our own staff can see account metadata — your plan, how many sites and batches exist, when a reading last arrived — but not the readings, audit entries or documents themselves.

Who else touches it

Railway hosts the application and its database. Stripe processes payments. Brevo and Resend deliver email. Each of these sees only what it needs to do its job, and each is a processor acting on our instructions.

How long we keep it

For as long as your account exists. Compliance records are frequently required to be kept for years, so we do not delete them on a schedule of our choosing — that call is yours.

If you cancel, your records stay readable and exportable. We never hold your compliance data hostage to a payment.

Ask us to delete your organization and we will delete it and everything in it, including its audit trail. That cannot be undone, so export first.

Your rights

You can export everything at any time from the Reports screen — the certificates, the activity reports, and the audit binder with the raw CSVs behind them. You do not need to ask us.

To correct, export or delete anything else, or to ask what we hold, email info@pileproof.com.

Cookies

One cookie, holding your sign-in session. There is no analytics, no advertising and no third-party tracking on this site, so there is nothing to consent to and no banner to dismiss.

Email we send you

Account email — invitations, password resets, and the daily digest — goes to people in your account because they are part of the service.

If you received a cold email from us, every one carries a one-click unsubscribe. Use it and you will not hear from us again.

Changes

If this policy changes in a way that affects you, we will tell you by email rather than quietly editing the page.