How we protect your data
Proofenance is designed so sensitive material is collected once, accessed only by authorised people, and retained with a defensible audit trail. Below is how that works in practice , with links to our deeper technical pages if you want detail.
Access codes , your link is not enough on its own
Dealers send you a link and a six-character access code through separate channels (for example email plus phone or in person). Without the code, the link cannot open your session. That reduces the risk of someone who intercepts only the email accessing your documents.
Encryption and secure infrastructure
Data is protected in transit (TLS between your browser and our services) and at rest in cloud storage designed for sensitive workloads. We follow industry-standard architectural practices; specifics are in our public security materials.
Security overview →·Data storage and lifecycle →
Transaction-scoped access
Your upload is tied to a purchase or customer record the dealer is running, not a permanent open folder. Gallery staff see material through permissioned accounts; access attempts are logged. That supports both your privacy and the dealer's need to show who touched the file during an audit.
Identity and payment partners
Where identity verification or card/bank processing is required, Proofenance integratesregulated identity and payment specialists. Your dealer chooses which methods apply to your sale; we do not route your ID through informal channels.
KYC, AML and identity →·Payment methods →·Open Banking →
Audit logs and defensible records
Material actions , access, uploads, approvals, exports , generate audit events the dealer can review. That is what makes a file “auditable”: not just that data exists, but that there is a timeline of responsible handling. This protects you indirectly by discouraging casual sharing inside the gallery.
What we do not do with your data
- We do not sell your information or use it for unrelated advertising.
- We do not give every staff member at every gallery global access to all collectors.
- We do not treat your passport as a permanent marketing asset.