Privacy Policy

1. Introduction and Scope

SignSphere, LLC ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, share, and protect information when you use our electronic signature platform and related services.

This policy applies to all users of SignSphere's services, including our website, mobile applications, APIs, and any other services we provide. By using our services, you consent to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect information you provide directly to us, information we obtain automatically when you use our services, and information from third-party sources.

Personal Information You Provide:

• Account Information: Name, email address, phone number, company name, job title, and password
• Profile Information: Profile picture, bio, preferences, and settings
• Payment Information: Billing address, payment method details (processed securely by our payment processors)
• Document Content: Documents, templates, signatures, and related metadata you upload or create
• Communication Data: Messages, support tickets, feedback, and survey responses
• Identity Verification: Government-issued ID, biometric data (when required for advanced authentication)

Information We Collect Automatically:

• Usage Data: Pages visited, features used, time spent, click patterns, and user interactions
• Device Information: IP address, browser type, operating system, device identifiers, and screen resolution
• Location Data: General geographic location based on IP address (not precise location)
• Log Data: Server logs, error reports, performance metrics, and security events
• Cookies and Tracking: Session cookies, preference cookies, and analytics tracking data

Information from Third Parties:

• Integration partners (Google Drive, Dropbox, Salesforce, etc.)
• Identity verification services
• Payment processors and financial institutions
• Marketing and analytics partners
• Public databases and social media platforms (when you connect accounts)

3. How We Use Your Information

We use the information we collect for various purposes to provide, maintain, and improve our services:

Service Provision:

• Process and facilitate electronic signatures and document workflows
• Authenticate users and maintain account security
• Store and manage your documents and templates
• Enable collaboration and sharing features
• Process payments and manage subscriptions
• Provide customer support and respond to inquiries

Communication:

• Send transactional emails (signature requests, completions, reminders)
• Provide important service updates and security notifications
• Send marketing communications (with your consent)
• Respond to support requests and feedback

Improvement and Analytics:

• Analyze usage patterns to improve our platform and develop new features
• Conduct research and analytics to enhance user experience
• Monitor and analyze performance, security, and reliability
• Personalize content and recommendations

Legal and Compliance:

• Ensure security and prevent fraud, abuse, and illegal activities
• Comply with legal obligations and regulatory requirements
• Enforce our Terms of Service and other policies
• Protect our rights, property, and safety, and that of our users
• Maintain audit trails and legal documentation

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:

With Your Consent:

• When you explicitly authorize us to share information
• When you use integrations with third-party services
• When you invite others to collaborate on documents

Service Providers:

• Cloud hosting and infrastructure providers
• Payment processors and financial services
• Customer support and communication tools
• Analytics and monitoring services
• Security and fraud prevention services

Legal Requirements:

• To comply with applicable laws, regulations, or legal processes
• To respond to lawful requests from public authorities
• To protect our rights, property, or safety
• To investigate and prevent fraud or security issues

Business Transfers:

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control.

5. Data Security and Protection

We implement comprehensive security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

Compliance Certifications:

• SOC 2 Type II: Annual audits of security, availability, and confidentiality controls
• ISO 27001: Information security management system certification
• GDPR Compliance: European data protection regulation adherence
• HIPAA Ready: Healthcare information privacy and security standards

6. Data Retention and Deletion

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Retention Periods:

• Account Data: Retained while your account is active and for 3 years after closure
• Document Data: Retained according to your subscription plan and legal requirements
• Audit Trails: Retained for 7 years for legal and compliance purposes
• Usage Analytics: Aggregated data retained indefinitely, personal identifiers removed after 2 years
• Support Communications: Retained for 3 years for quality assurance and training

Data Deletion:

When data is no longer needed, we securely delete or anonymize it. You can request deletion of your personal data, subject to legal and contractual obligations. Some information may be retained in backup systems for up to 90 days after deletion.

7. Your Rights and Choices

You have several rights regarding your personal information. The availability of these rights may vary based on your location and applicable laws.

Data Subject Rights:

• Access: Request a copy of your personal data and information about how it's processed
• Correction: Update or correct inaccurate or incomplete information
• Deletion: Request deletion of your personal data (subject to legal obligations)
• Portability: Export your data in a structured, machine-readable format
• Restriction: Limit how we process your personal data in certain circumstances
• Objection: Object to processing based on legitimate interests or for direct marketing
• Withdraw Consent: Withdraw consent for processing where consent is the legal basis

Communication Preferences:

• Unsubscribe from marketing emails using the link in each email
• Manage notification preferences in your account settings
• Contact us to opt out of certain communications

How to Exercise Your Rights:

To exercise any of these rights, please contact us at privacy@signsphere.net or through your account settings. We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing certain requests.

8. International Data Transfers

SignSphere operates globally and may transfer your personal information to countries other than your own. We ensure appropriate safeguards are in place for international transfers:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for transfers to countries with adequate protection
• Binding Corporate Rules for transfers within our corporate group
• Certification schemes and codes of conduct where applicable

We maintain data processing agreements with all service providers that handle personal data on our behalf, ensuring they provide adequate protection regardless of location.

9. Children's Privacy

SignSphere is not intended for use by children under the age of 16 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children under this age.

If we become aware that we have collected personal information from a child under the applicable age without parental consent, we will take steps to delete that information promptly. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email if the changes are material
• Post a notice on our website highlighting significant changes
• Obtain your consent if required by applicable law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have any questions about this Privacy Policy, our data practices, or would like to exercise your privacy rights, please contact us: