Privacy notice

Who is responsible

Split Proof is responsible for the personal information described in this notice. This notice covers information submitted through the private-pilot request form, sent directly to us by email or provided while taking part in the pilot.

Contact: hello@splitproof.co.uk.

Information we collect

The pilot form asks for your name, work email, company, role, finance area, the direction of the invoice case, platforms used, a short description of the workflow problem, your preferred way to speak with us and whether you applied after completing the public fictional demo.

Please do not include customer or supplier names, invoice numbers, financial records or other confidential case information in the form.

Approved pilot participants may separately upload a redacted invoice or supporting document inside the protected pilot workspace. For those uploads, we keep the original file, extracted text, suggested invoice fields and their source excerpts, the details you confirm for the case, a file-integrity hash and the time and policy version agreed.

How we use it

We use the information to assess whether the pilot is relevant, respond to your request, prepare the first conversation and improve the Split Proof workflow using anonymised or combined research themes.

For an approved workspace, we also use supplied case material to read the document, show possible invoice details for human review and save the case foundation you approve. Split Proof does not use this step to contact a customer or supplier, make a payment or write back to an accounting system.

We rely on our legitimate interests in assessing and administering genuine pilot requests. Where we ask you to opt in to research contact, we rely on your consent, which you can withdraw at any time by emailing us.

Service providers and where it is kept

The website, protected pilot databases and private document storage are hosted through Cloudflare. Cloudflare Workers AI document conversion is used to turn supported files into readable text so Split Proof can show possible fields and source excerpts for review. If you contact us by email, your message is also held by the provider of the Split Proof business inbox. These providers process information for us to operate the service. They may process information outside the UK using the safeguards available under data-protection law. We do not sell pilot-request information.

If you join the pilot

We will begin with redacted, non-production case material. Approved participants may use the protected workspace as the agreed transfer method after confirming the current pilot terms and privacy notice at upload. We will not connect to live accounting, email or document systems without a separate written agreement and appropriate security review.

How long we keep it

We plan to keep pilot enquiries for up to 12 months after the last contact, unless a longer working relationship begins or the information needs to be retained for a legitimate administrative reason. Information that is no longer needed will be deleted.

Pilot documents, extracted text and case details are kept only while needed to run and evaluate the pilot. We review them when pilot access ends and normally delete them within 30 days, unless a shorter deletion is requested or a legitimate legal or administrative reason requires limited information to be retained.

Cookies and analytics

The website records anonymous first-party counts when someone starts or completes the fictional demo, begins the pilot form or successfully submits it. Each record contains only the interaction name, its page or form source and a timestamp. We do not place analytics cookies, create visitor identifiers, record form contents in analytics or use third-party advertising trackers. These counts help us understand whether the demo and application journey are clear.

Your choices and rights

You can ask for access to your personal information, request a correction or deletion, ask us to restrict its use, object to processing or withdraw consent. Some rights depend on the circumstances. Email hello@splitproof.co.ukto make a request. You may also complain to the UK Information Commissioner's Office.

Keeping this notice current

We will review this notice as the pilot changes and will explain any material new use of personal information before it begins.