Proxima Privacy Policy

1. Information We Collect

• Account information: name, email address, password input during sign up or sign in, and account approval status within the private fellows allowlist.
• Profile information: full name, profile photo, bio, state or province, country, organization, LinkedIn URL, hosting preference, and account creation date.
• Listing information: listing title, description, listing type, state or province, country, availability dates, listing photos, and hosting preferences.
• Travel and region information: destination state or region, country, arrival and departure dates, optional travel note, visibility choice, travel status, and the state or region a user chooses for their profile.
• Optional automatic arrival location access: when a user explicitly enables automatic arrival for an active travel plan, Proxima may access precise device location in the background, including when the app is closed or not in use. Precise coordinates are processed only on the device and are not transmitted, stored by Proxima, or shared with other members. The app sends only the matching state or region identifier, together with bounded plan-specific security information, to confirm arrival.
• Stay request information: requested stay dates, message sent with the request, request status, host and guest identifiers, and related booking activity.
• Messages: 1:1 chat messages and associated timestamps.
• Notification and device information: Firebase Cloud Messaging token, installation or device identifier generated by the app, platform, app version, and notification read state.
• Locally cached data: the app stores limited cached copies of some content on your device to improve speed and user experience. Older cache versions are removed when the updated app starts.

2. How We Use Information

• To create and secure user accounts.
• To verify access to the private community and limit sign up to approved members.
• To let users create profiles, publish listings, browse hosts, and request stays.
• To support in-app messaging, notifications, and other community interactions.
• To let users plan travel, optionally detect arrival at the selected destination region, and notify relevant community members according to the travel plan's visibility setting.
• To maintain service functionality, troubleshoot issues, and improve reliability and safety.
• To process account deletion requests and maintain required operational records.

3. How Information Is Shared

Proxima is designed as a private network, so some information is shared with other authenticated members inside the product as part of the service.

• Visible to other authenticated members: profile details such as name, photo, bio, city, country, organization, LinkedIn URL, hosted listings, listing photos, availability, and hosting preferences.
• Visible to request participants: stay request details and chat messages are available to the host and guest connected to that request.
• Travel visibility: a planned destination, travel dates, optional note, and arrival status may be shown to the community members selected by the travel visibility setting. Precise device coordinates are never shown to other members.
• Service providers: data may be processed by infrastructure providers used to operate the app, including Supabase for authentication, database, storage, and realtime features, Firebase Cloud Messaging for push notifications, and Sentry for privacy-filtered diagnostics. Diagnostic screenshots and default personal information are disabled.
• Legal or safety reasons: information may be disclosed if required to comply with applicable law, protect users, investigate abuse, or enforce platform rules.

Proxima does not currently include in-app payments or third-party ad networks in the reviewed codebase.

4. Permissions

• Photos / media access: used when a user uploads a profile photo or listing photos from the device gallery.
• Notifications: used to send push notifications about requests, messages, and other app updates.
• Internet access: used to connect to the backend, load images, and synchronize app content.
• Foreground and background location: used only for the optional automatic arrival feature after the user enables it for an active travel plan. Background access lets the device detect arrival when the app is closed or not in use. Precise coordinates remain on the device; only the matching state or region identifier is sent to Proxima. Denying this permission leaves automatic arrival off and does not prevent manual arrival confirmation or other core app features.

5. Data Retention

Proxima keeps personal information for as long as needed to operate the service, maintain the private network, resolve disputes, prevent abuse, comply with legal obligations, and enforce platform rules.

Account holders may request deletion from within the app's settings. Even after a deletion request, some limited records may be retained when reasonably necessary for security, fraud prevention, legal compliance, or legitimate internal recordkeeping.

6. Data Security

Proxima uses access controls, authenticated storage, backend validation, location-content filtering, and image metadata removal intended to limit data access and prevent storage of exact-location metadata through supported workflows. No method of transmission or storage is completely secure, so absolute security cannot be guaranteed.

7. Your Choices

• You can update your profile information in the app.
• You can enable or disable hosting availability and manage your listings.
• You can control notification permissions from your device settings and from the app where supported.
• You can keep automatic arrival off, turn it off at any time, revoke location access in device settings, or confirm arrival manually.
• You can cancel an active travel plan. Proxima does not provide a user-facing travel history.
• You can request account deletion from the app settings.

8. Children's Privacy

Proxima is not intended for children and is designed for a private adult professional community. The service is not directed to children under 13.

9. Changes to This Policy

This Privacy Policy may be updated from time to time. When material changes are made, the updated version will be posted at this URL with a revised "Last updated" date.

10. Contact

If you have questions about this Privacy Policy or your data, contact: Hello@shaaban.eu

Controller / Developer: Shaaban International B.V.