Privacy Policy

This policy applies to everyone who touches the Service, in different roles:

• Senders and team members — people at a business that holds an account and sends documents for signature.
• Signers — people who receive a signature request by email. Signers need no account; possession of the unique emailed link is their credential.
• Portal visitors — clients of a Sender who open a short-lived, single-use client portal link to view their documents.
• Site visitors — anyone browsing these public pages.

Account data (Senders and team members)

Name, email address, company name, and a password — stored only as a cryptographic hash; we never store or see the password itself. Plus the ordinary records of a paid service if billing is enabled: plan, invoices, transaction records.

Client contact records

Senders may store contact details of their clients (names, email addresses, company names) to address signature requests and portal invitations. This data belongs to the Sender; we hold it on their behalf.

Documents and signatures

The PDF documents Senders upload, the field values Signers enter, and the signature images Signers draw or adopt. These often contain personal data — that is the nature of agreements. They are stored in cloud object storage and processed only to provide the Service.

Evidence metadata

For every meaningful event in a signing process — a link opened, a consent given, a field completed, a document executed — we record server timestamps, the IP address, the user agent and device details, the timezone, locale, and screen details reported by the participant’s browser, and SHA-256 hashes of the document at each stage. The resulting audit log is append-only. Why so much? Because it is the point of the product. The legal weight of an electronic signature rests on being able to show, later and credibly, the circumstances under which it was made. A signature record without this context would be easy to repudiate and would serve neither the Sender nor the Signer. The same evidence is recorded about the Sender’s side of the process — who sent the envelope, when, and from where — so the trail is symmetric rather than a one-way mirror. Signers are told this before they sign, in the E-sign Disclosure.

Payment data

When billing is enabled, payments are processed by Square. Your card number goes directly to Square and never reaches our servers; we store only transaction records (what was charged, when, and its status). Square’s own privacy notice governs its processing.

Contact and support

If you email us at e-sign@freedocusignature.com, we keep the correspondence so we can answer you and keep context for follow-ups.

Site visits

We currently run no third-party analytics and no advertising trackers. Our hosting provider keeps ordinary server logs (IP address, request path, time) to run and secure the infrastructure. Cookies are covered in the Cookie Policy; the short version is one essential session cookie and a theme preference.

We share personal data only with the service providers (subprocessors) that run the Service, each bound to process it only for us:

Beyond subprocessors, we disclose personal data only: to the parties of a transaction themselves (a Signer’s signature and evidence go to the Sender, and executed copies go to the participants — that is the Service working as described); when the law genuinely requires it, in which case we disclose the minimum required and, where permitted, tell the affected account; and, if the Service or O2A2 LLC is ever acquired or merged, to the successor, under this policy or one at least as protective, with notice to you. We have no advertising partners and no data brokers.

Executed agreements and their audit trails are retained as long as the sending account keeps them. They are business records with evidentiary purpose — for the Sender and equally for the Signer, who may one day need to prove what was actually agreed. We do not silently expire them.

Pending envelopes that expire or are voided keep their audit trail (including the fact that no signature was completed) under the same rule.

Closed accounts: after the export window described in the Terms of Service, we delete account data, documents, and contacts within 90 days. Copies in encrypted backups age out on the backup rotation schedule after that. We may retain what the law requires us to retain (for example transaction records for tax purposes) and minimal records of the deletion itself.

Support correspondence is kept as long as it stays useful for context, then deleted.

Depending on where you live (for example under GDPR-style laws in Europe or the CCPA in California), you may have rights to access the personal data we hold about you, correct it, receive a copy of it, object to or restrict certain processing, and request its deletion — and the right not to be discriminated against for exercising them. We extend the substance of these rights to everyone, not only where a statute compels it. Write to e-sign@freedocusignature.com; we will verify you are who you say you are and respond within the time the applicable law allows (and sooner when we can). You may also complain to your local data-protection authority.

For California residents (CCPA/CPRA): the categories we collect are identifiers (name, email), commercial information (transaction records), internet activity (the evidence metadata described above), and the contents of documents you send or sign. We collect them from you directly, from your browser during signing, and from the Sender who addresses a request to you. We do not sell or share personal information as those terms are defined in California law, and we have not done so in the preceding 12 months; there is therefore nothing to opt out of, and we honor the spirit of Global Privacy Control signals by simply not tracking anyone in the first place. We also do not use sensitive personal information beyond what is necessary to provide the Service.

Automated decisions: the Service makes no automated decisions with legal or similarly significant effect about you. It records, delivers, and stores; humans on both ends decide.

One honest caveat: deletion has limits when the data is an executed agreement or its audit trail. Those records are also the business records of your counterparty — the other side of a contract you signed — and their evidentiary value depends on being complete. We may therefore retain executed agreements and audit trails against a deletion request, to the extent the law permits retention of records needed to establish, exercise, or defend legal claims. What we can delete (account data, unused contacts, pending unsigned envelopes), we will.