Privacy Policy

Last updated: October 18, 2026

This policy explains what ProdApproval (prodapproval.com) collects, why, and who we share it with. We’ve written it to match what the site does today. If something here is unclear, email us at info@prodapproval.com.

Who we are

ProdApproval, 200 Sandestin Lane #901, Miramar Beach, FL 32550. Email: info@prodapproval.com.

Your account

Accounts and memberships are run by the Paid Memberships Pro plugin on our WordPress site. When you sign up we store:

  • your username, email address and password (WordPress stores passwords in hashed form, not as plain text);
  • any name you add on your profile page;
  • your plan, when it started and when it ends;
  • your order history: plan, amount, date and status;
  • simple counts of your visits, page views and logins, which Paid Memberships Pro keeps for its membership reports.

Payments

Paid plans are processed by Stripe. You type your card details into secure fields that Stripe hosts on our checkout page, so your full card number goes to Stripe and never reaches or is stored on our server. For each payment, our order record keeps the card brand, the last four digits and Stripe’s reference numbers. Stripe’s scripts on the checkout page may set their own cookies and collect device information to prevent fraud, under Stripe’s privacy policy. We don’t currently ask for a billing address.

The contractor form and your prints

  • Your sheets stay in your browser. The products and project details you enter on the contractor form are kept in your browser’s session storage while you work, and your printout or PDF is made in your browser. We don’t save the contents of your sheets on our server.
  • Plan limits. To apply the monthly print/PDF allowance on the Free plan, we keep a count of prints and exports on your account for each month.
  • Print log. Each time a print or PDF is made, we log the date and time, your account ID (or “logged out”), your plan, whether it was a print or a PDF, and whether it was an admin or test print. The print log does not store your IP address. To prevent abuse, requests from logged-out visitors are rate-limited using a temporary one-way hash of the IP address. That hash is not saved in the log and expires within an hour.
  • Feedback. If you answer our short in-app survey, we save your rating and comment with your account.
  • Firm seats. If a Firm owner invites a teammate, we store the invitee’s email address with the owner’s account and send them an invite email. Unused invites expire after 14 days.

PDF Approval Checker (planned, not live yet)

We are building a feature that will check a completed product approval form you upload. It is not available yet. When it launches, uploaded files will be deleted after they are processed, and we will keep only a summary of the results. We’ll update this policy before the feature goes live.

Cookies and outside services

  • Login cookies (WordPress wordpress_logged_in_*, wordpress_sec_*, wordpress_test_cookie) keep you signed in.
  • PHPSESSID is a session cookie that our membership plugin uses during sign-up and checkout. It is deleted when you close your browser.
  • pa_signup_return lasts one hour and sends you back to the contractor form after you sign up or sign in.
  • hcdn is a session cookie set by our host, Hostinger, for its content delivery and security check.
  • Stripe (and the hCaptcha check that Stripe loads) may set cookies on checkout pages.
  • Fonts are served from our own server, so our pages don’t contact Google Fonts. The “Checking your browser” security page that our host, Hostinger, sometimes shows before a page loads is run by Hostinger and loads a font from Google.

We don’t currently use analytics or advertising tracking scripts on the site.

Email

The site sends account emails, such as sign-up, payment, and cancellation notices. When you email info@prodapproval.com, we keep your message in our mailbox so we can reply, and you may get an automatic confirmation that we received it.

Who we share data with

We share data only with the services that run the site: Stripe (payments), Hostinger (hosting), and our email provider. We don’t sell your personal information. Our host may keep standard server logs, which can include IP addresses, under its own policies.

How long we keep it, and your choices

How long we keep your data:

  • Account information: while your account is open.
  • Closed accounts: your personal data is deleted 90 days after your account is closed, except order records.
  • Orders and invoices: kept 7 years as tax records.
  • Print log and survey feedback: kept 24 months.

You can update your name and email on your profile page and cancel your plan at any time (see our Refund Policy). To get a copy of your data or have your account deleted, email info@prodapproval.com. We’ll delete your account data, except records we need to keep, such as payment records.

Changes

If we change how we handle data, we’ll update this page and the date at the top.