Privacy Policy

Last updated: 13 October 2026

Short version: your bank statements, calendar and receipts are read inside your own browser and are never uploaded to us. We only hold your email address, your order and your licence.

1. Who we are

ProveMyMiles is operated by Rafał Jaworski, trading as PapaRaf Hub, a sole trader based in Shepton Mallet, Somerset, England, United Kingdom ("we", "us"). We are the data controller for the personal data described in this policy.

Privacy contact: hello@provemymiles.co.uk

2. Your evidence files stay on your device

The ProveMyMiles app is built so that your evidence is processed entirely in your own browser. This covers bank statement files (CSV, OFX, QIF), calendar files (.ics), receipt and invoice images or PDFs, photo location data and any location history you choose to open, together with the trips, places and log entries created from them.

None of these files or their contents are uploaded to, stored on or seen by any server we operate or any third party. They are kept in your browser's own storage on your device until you delete them. Clearing your browser data deletes them.

To calculate road distances, the app may send pairs of postcodes or place names (never your documents, transactions or descriptions) to a mapping service. Before the app is released, this policy will name that service. If you prefer, you can enter distances yourself.

3. Pre-orders and purchases

Payments are handled by Payhip, which acts as our reseller for digital sales and collects UK and EU VAT. Payhip and its payment processors (Stripe or PayPal) collect your email address, billing country and payment details under their own privacy policies. We never see your card details.

Payhip sends us the details we need to deliver and manage your licence: order number, email address, product, amount, currency, whether VAT was applied, order status (paid or refunded) and your licence key. Payhip's notification also contains your IP address; we discard it and do not store it. We keep our own copy of these records so that your licence keeps working even if we change payment provider.

Legal basis: performance of our contract with you (UK GDPR Art. 6(1)(b)) and our legal obligations (Art. 6(1)(c)).

4. Licence activation

When you activate the app, we check your licence key and issue a signed licence file to your browser. We record your licence, the date of each activation and a random identifier for each device, so that we can apply the device limit and help you if you lose access. We do not record your IP address in our licence records.

Legal basis: performance of our contract with you.

5. Launch notification list

If you join the waiting list on our website, we store your email address, the option you chose (for example "self-employed") and the website or campaign you came from. We use it only to tell you when early access opens and to understand who the product is for. We will not send you other marketing unless you agree separately.

Legal basis: your consent (Art. 6(1)(a)). You can withdraw it at any time by emailing us or using the unsubscribe link in any email we send.

6. Contacting us

If you email us, we keep the conversation for as long as needed to help you and for up to 2 years afterwards, so we can follow up on the same issue. Legal basis: our legitimate interest in providing support (Art. 6(1)(f)).

7. Website statistics

We may use privacy-friendly statistics (for example Plausible or GoatCounter) to count visits and see which pages and campaigns work. These tools do not use tracking cookies or collect information that identifies you. We do not use advertising trackers.

Our website loads its fonts from Google Fonts, which means your browser connects to Google's servers and Google receives your IP address. See Google's privacy policy for details.

8. Who we share data with

• Payhip (and its payment processors Stripe and PayPal): payments, VAT, receipts, licence keys and refunds.
• Netlify: website hosting, the waiting-list form and storage of order and licence records.
• Google Workspace: our email.
• An email delivery service (for example systeme.io): sending the launch email and product updates, as our data processor.

We share only what each provider needs for its function. We never sell your data.

9. International transfers

Some of these providers store data in the United States. Where that happens, the transfer is protected by the UK International Data Transfer Addendum, the UK Extension to the EU–US Data Privacy Framework or equivalent safeguards offered by the provider.

10. How long we keep data

• Order and licence records: for as long as your licence exists, plus 6 years for tax and legal purposes.
• Waiting-list entries: until early access opens and the launch email is sent, then deleted unless you buy or agree to stay on our list. At most 12 months.
• Support emails: up to 2 years after the conversation ends.

11. Your rights

You have the right to access, correct and delete your personal data, to restrict or object to its processing, to data portability and to withdraw consent at any time. Email hello@provemymiles.co.uk and we will reply within one month.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk. If you live in the EU, you can contact your local data protection authority.

12. Changes to this policy

We will update this policy before the app is released and whenever how we handle data changes. The current version is always available on this page, with the date at the top.