Privacy & Data Policy

Last updated: 11/21/2025

This Privacy & Data Policy describes how ToneProof (“we”, “us”, “our”) handles information collected during the ToneProof Pilot Program, including images and instrument data you submit.

1. What we collect

During the pilot we may collect:

• Contact details you provide (such as name, email).
• Instrument metadata such as make, model, year, serial number, and pilot invite code.
• Uploaded images of instruments, including the top and related views.
• Derived signatures and metrics generated by our algorithms (for example, numeric representations of wood grain patterns).
• Technical data such as log events, IP address, browser type, timestamps, and quality scores (blur, glare, framing).

2. How we use your data

We use this data to:

• Enroll your instrument into the ToneProof registry.
• Verify whether a new photo appears to match a previously enrolled instrument.
• Monitor and improve image quality gates (blur, glare, framing checks).
• Evaluate and improve the ToneProof signature model and matching logic.
• Detect misuse, abuse, or suspicious activity in the pilot.
• Send you updates about the pilot where appropriate.

During the pilot, we may also use anonymized or aggregated data for internal research and future product design.

3. Legal basis (for pilot participants)

By joining the pilot, you consent to ToneProof processing your images and instrument data for the purposes described here and in the Pilot Participation Agreement.

4. How long we keep your data

We retain pilot data for as long as the pilot is active and as needed to evaluate and improve the ToneProof system. We may keep anonymized or aggregated data (for example, statistics and signature vectors) for a longer period, but without direct identifiers such as your name or email.

5. Your choices and rights

You can request that we:

• Delete specific photos you uploaded.
• Remove an enrolled instrument from the ToneProof registry.
• Delete or anonymize your pilot account data.

To make a request, contact us at [email protected].

6. Data sharing

We do not sell your images or personal information. We may share limited data with:

• Service providers who help us host the platform, store data, or run analytics (for example, cloud hosting and database providers).
• Trusted technical partners under contract, solely for the purposes of improving ToneProof.
• Legal or security purposes, if required by law or to protect our users and systems.

7. Where your data is stored

ToneProof uses cloud infrastructure (for example, servers and databases in the United States). Your data may be stored and processed in these locations.

8. Security

We use reasonable technical and organizational measures to protect your data, including access controls and encryption where appropriate. However, no system is perfectly secure, and we cannot guarantee absolute security.

9. Children

ToneProof is not directed to children under 16, and we do not knowingly collect personal information from children in that age group.

10. Changes to this policy

We may update this Privacy & Data Policy as the pilot evolves. If we make material changes, we will update the date at the top and may provide additional notice on the site.

11. Contact

If you have questions about this policy or how your data is used, contact us at [email protected].