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DOCUMENT UPLOAD NOTICE AND ACCEPTANCE — THIRD-PARTY DATA PROCESSING — KINPROOF

Last updated: March 11, 2026  ·  Version: 1.3

1. Purpose of this notice

This Notice governs the submission of documents to KinProof and the processing of personal data contained in those materials, particularly when they involve family members, ancestors, descendants, spouses, relatives, deceased persons, or third parties connected to historical, civil, religious, migratory, or family records.

2. Nature of the service

KinProof uses computational resources and artificial intelligence to assist in reading, organizing, structuring, and analyzing the materials you upload.

The results generated may include text extractions, information organization, identification of names, dates, places, events, and possible family relationships. These results do not, in themselves, constitute definitive legal proof.

3. User declarations

By uploading documents, you declare, under your own responsibility, that:

  1. you have the legitimacy, authorization, legal basis, or legally sustainable interest for the upload;
  2. you will not use the platform for document fraud, identity falsification, simulated kinship, concealment of origin, improper manipulation of records, or any unlawful purpose;
  3. you understand that the documents may contain personal data of third parties;
  4. you understand that KinProof will process these materials only in the context of service provision, security, support, fraud prevention, legal compliance, and exercise of legal rights.

4. Types of materials covered

This Notice applies, among others, to:

  1. birth, marriage, and death certificates;
  2. parish records;
  3. immigration documents, passenger lists, and consular records;
  4. photographs of books, manuscripts, and old pages;
  5. family trees, reports, and family notes;
  6. any files containing personal data related to the subject of the service.

5. Sensitive data and delicate information

Some documents may contain sensitive personal data or potentially delicate information, including data relating to religion, ethnic origin, health, parentage, birth, marriage, death, and other personal or family circumstances.

KinProof will process such information only to the extent strictly necessary for service provision, security, fraud prevention, legal compliance, and exercise of legal rights, in accordance with applicable law.

When documents involve deceased persons, the user declares that the upload and processing of those materials respects the memory, family privacy, and any rights exercised by successors, to the extent provided by applicable law.

Where legally applicable, KinProof may consider requests from family members or successors to limit or delete certain data relating to deceased persons, subject to the rights of other users and applicable legal requirements.

6. Limits of the service

You acknowledge that:

  1. the platform does not guarantee the material accuracy of uploaded documents;
  2. the platform does not officially authenticate documents;
  3. automated results may contain errors;
  4. any relevant conclusion must be validated through human review and, where appropriate, specialized professional support.

7. No cross-user matching and no hidden training

In this initial phase:

  1. KinProof does not share your documents with other users;
  2. KinProof does not use uploaded materials for cross-account matching with the purpose of finding relatives;
  3. KinProof does not use uploaded materials to train general models, whether its own or third-party;
  4. KinProof does not use uploaded documents or data for internal analyses that would allow family relationships between distinct accounts to be identified.

8. Retention and use of documents

Uploaded documents may be stored and processed for as long as necessary to:

  1. provide the requested service;
  2. enable support and customer service;
  3. reinforce security;
  4. prevent fraud;
  5. comply with legal and regulatory obligations;
  6. preserve evidence for the defense in proceedings;
  7. exercise legal rights.

Indicative retention periods are described in the Privacy Policy.

KinProof may apply anonymization or pseudonymization to certain data or technical records, where appropriate, for purposes of security, aggregate statistics, internal audit, and risk mitigation, with the use of such information for improper re-identification or cross-account matching prohibited in this initial phase.

9. Prohibition of unlawful or fraudulent materials

It is prohibited to upload:

  1. forged, altered, or manipulated documents with fraudulent intent;
  2. materials obtained through unauthorized access, breach of confidentiality, or violation of a legal duty;
  3. unlawful, abusive, offensive, or malicious content;
  4. files intended to compromise the security of the platform.

KinProof may employ technologies and processes to detect and prevent document fraud, abuse, or misuse of the platform, reserving the right to investigate, suspend, close accounts, and take applicable legal measures.

10. Responsibility for third-party data

When you upload documents containing personal data of third parties, you remain responsible for ensuring that such upload has an adequate basis compatible with applicable law.

KinProof may request additional information, restrict processing, remove materials, or suspend the account if there is reasonable doubt as to the legitimacy of the upload.

11. Channel for third parties

If a third party identifies their personal data in materials processed in the context of the platform and believes they have a legitimate reason to challenge that processing, they may contact us through the privacy channel indicated in the Privacy Policy.

In such cases, KinProof may, depending on the nature of the request and applicable law:

  1. temporarily restrict access to the material;
  2. request clarifications or evidence from the user who performed the upload;
  3. assess deletion, anonymization, or blocking of certain data;
  4. preserve elements necessary for legal compliance, security, and exercise of legal rights.

KinProof will seek to balance the rights of the complainant, the user responsible for the upload, and applicable legal requirements.

12. Mandatory acceptance for upload and analysis

The submission of documents and the use of upload, processing, and analysis features require your express acceptance of this Notice.

Without this acceptance, KinProof will not enable the document upload and analysis features.

13. Contact

Email: [email protected]

Legal / privacy channel: [email protected]