Privacy policy

What we hold, why we hold it, and when it is deleted.

Who is responsible

Xu Huang, a self-employed individual, 5/F and 10/F, Champion Tower, Three Garden Road, Central, Hong Kong, trading as Feeproof, decides how the data described here is processed. Write to [email protected] with any question about it.

What we collect

• Your email address, to create the account and to send sign-in codes. There is no password: each sign-in uses a one-time code sent to your email, and a session keeps you signed in for 30 days. New accounts need a work address; free and disposable email services are refused.

• The invoices you upload: the CSV export or the PDF your third-party logistics provider (3PL) sends, including scanned PDFs. We read the billed lines from them: the charges, quantities, weights and the other fields a check is proved from.

• Your contract, rate card or quote, as you upload it, and the contract facts we read from it. You confirm every contract fact before it is used.

• Your store's order export, if you choose to upload one, used as evidence for the checks.

• The findings and reports we compute from your files, the dispute letters drafted from them, the dispute deadlines, the statuses and the register of credits your 3PL has promised.

• Fee type suggestions and your decisions: when the model suggests a fee type for a charge, we keep the suggestion and whether you confirmed or changed it, so the same charge is read the same way next time.

• Records of the AI model's work: when the model reads one of your documents or reviews an invoice, we keep a record of what it was sent and what it answered, encrypted like your files, so we can look into a result that went wrong.

• Basic account state: your plan, the audits you have run, and what the AI model's work for the account cost. We use these to run the service and keep its costs in bounds, not to profile anyone.

• Website usage data: which pages are visited, for how long, and the type of device and browser, measured with Google Analytics. See Cookies below.

What the free tools keep

Files you upload to the quick check are processed to show you the result and are not stored. A CSV or PDF layout it has not seen before takes a free account, since the AI model has to learn it. It then keeps a description of that layout: the column names, the names of the charge types in the file, and the patterns used to read its lines and descriptions. That lets the next file in the same layout be read without the AI model. It keeps no amounts, dates, orders or other rows of your invoice, and no record of the AI model's work.

The quote-to-rate-card tool works in your free account: the document you upload is kept as your contract, and the rate card as its draft, just as when you add a contract in the app.

What we never ask for

We ask for files, never for access. We never ask for passwords, API keys, or access to your 3PL portal or your store, and Feeproof has no password of yours to store.

How your files are read

Scanned PDFs are first turned into text by OCR software that runs on our own server. An AI model then reads the documents: it finds the columns in an invoice file and the prices in a contract, and it must quote the contract text for every price. The text of your documents is sent to that model for this purpose only. The model does not decide what you are owed. You confirm every contract fact before it is used, and every amount in the report is computed by code, with the formula shown.

Why we are allowed to hold it

We process this data to perform the contract you entered into when you signed up: without the invoices and the contract there is no audit. Account state rests on our legitimate interest in running the service, and it carries no shopper data.

How long we keep it

• Raw invoice files: 13 months, then deleted. They are stored encrypted in our file store.

• Records of the AI model's work: 30 days, then deleted. They are not filed under your account, so a request to delete your data does not reach them sooner; they expire on their own within those 30 days.

• Invoice lines, the charges we read from each invoice: the audited month and the six months before it stay in the database, where the checks read them. Older months move into an archive, encrypted the same way, and stay there while your account is open.

• Findings, evidence, reports and dispute letters stay while your account is open.

• Fee type suggestions and your decisions stay while your account is open.

• Billing records are held by our payment provider for as long as tax law requires, which is outside our control.

• When your subscription ends, the account closes and everything above that we hold is deleted 30 days later. If you ask us to delete it, we do not wait for that: email us at any time and we will delete your files and your reports, and confirm when it is done.

• When a free start ends without a subscription, the account closes 90 days after it ended, and everything above is deleted 30 days after that. We send one reminder to the account email address 14 days before it closes. Picking a plan before then keeps the account open.

• A one-off audit without a subscription is treated the same way, counting from the day we deliver the report, or from the purchase if there is no report yet.

Who else touches it

• Waffo Pancake is the merchant of record and handles payment, tax and receipts. We never see your card details.

• The AI model provider (Anthropic's Claude, reached through our model relay) receives the text of the documents you upload, only so it can read the layout and the contract prices, as described above.

• Resend sends our email, including your sign-in codes, through its SMTP service.

• Cloudflare proxies the site to our server. Its Turnstile check on the sign-in form looks at signals from your browser to tell people from bots, and asks for a click only when it is unsure.

• Google Analytics (Google) measures how the site is used: the pages visited, how long for, and the type of device and browser. We read it as aggregate statistics about the site, not as a record of any one visitor.

That is the entire list. We do not sell data, do not share it with advertisers, and do not train models on your files.

Cookies

A session cookie, set after you sign in, keeps you signed in.

Google Analytics sets its own cookies (_ga and _ga_BXVQ89LH14) when you visit the site. They are how it tells one visit from another so the statistics above can be counted. They are not advertising cookies: we do not use them to build profiles, to advertise, or to follow you across other sites.

You can block or delete cookies in your browser settings. The site and the audits work the same without the analytics cookies.

Your rights

Ask us and we will send you everything we hold about your account, correct anything wrong in it, or delete the account and its data. Deletion is real deletion, not a hidden flag. We answer within 30 days and usually within one business day. If you are in a region with a data protection authority, you may complain to it, though we would rather you told us first and gave us the chance to fix the problem.

Where the data lives

The application runs on our own server, with Cloudflare in front of it, so data may be processed outside your country.