Privacy Policy

1. Introduction

SuaveSign, Inc. ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our electronic signature platform and related services (collectively, the "Service").

By accessing or using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

This Privacy Policy applies to all users of our Service, including individuals who create accounts, sign documents, and organizations that use our platform for business purposes.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you provide directly to us, including:

• Account Information: When you create an account, we collect your name, email address, phone number, company name, job title, and password.
• Profile Information: You may choose to provide additional profile information such as a profile picture, bio, or other personal details.
• Document Content: We collect and store the documents you upload, create, or receive through our Service, including any text, images, signatures, and metadata associated with these documents.
• Signature Data: We collect electronic signature data, including biometric information such as signature dynamics, pressure, speed, and timing when you create electronic signatures.
• Communication Data: We collect information from your communications with us, including customer support inquiries, feedback, and survey responses.
• Payment Information: If you make purchases, we collect billing information such as your name, billing address, and payment method details (processed securely through third-party payment processors).

2.2 Information We Collect Automatically

When you access or use our Service, we automatically collect certain information, including:

• Device Information: We collect information about the device you use to access our Service, including hardware model, operating system, browser type and version, device identifiers, and mobile network information.
• Usage Information: We collect information about your use of our Service, including pages viewed, features used, time spent on pages, click-through rates, and other usage statistics.
• Location Information: We may collect general location information based on your IP address to provide localized services and comply with regional regulations.
• Log Information: Our servers automatically record information when you use our Service, including IP addresses, browser type, referring/exit pages, operating system, date/time stamps, and clickstream data.
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities and preferences.

2.3 Information from Third Parties

We may receive information about you from third parties, including:

• Integration Partners: If you connect third-party applications or services to your account, we may receive information from those services in accordance with their terms and your authorization.
• Identity Verification Services: We may use third-party services to verify your identity and may receive information from these services.
• Marketing Partners: We may receive information from marketing partners to help us provide more relevant advertising and marketing communications.

3. How We Use Your Information

We use the information we collect for various purposes, including:

3.1 Service Provision

• Creating and managing your account
• Processing and facilitating electronic signature transactions
• Storing and organizing your documents securely
• Providing document workflow and collaboration features
• Generating audit trails and compliance reports
• Facilitating communication between signers and document senders

3.2 Customer Support and Communication

• Responding to your inquiries and providing customer support
• Sending you technical notices, updates, security alerts, and administrative messages
• Providing information about new features, services, and promotional offers
• Conducting surveys and collecting feedback to improve our Service

3.3 Service Improvement and Analytics

• Analyzing usage patterns to improve our Service and develop new features
• Conducting research and analytics to better understand user needs
• Testing new features and functionality
• Monitoring and analyzing trends, usage, and activities

3.4 Security and Compliance

• Detecting, preventing, and addressing fraud, security breaches, and other harmful activities
• Verifying user identity and preventing unauthorized access
• Complying with legal obligations and regulatory requirements
• Enforcing our terms of service and other policies

3.5 Marketing and Advertising

• Sending you marketing communications about our products and services (with your consent where required)
• Personalizing your experience and providing targeted content
• Measuring the effectiveness of our marketing campaigns

4. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this Privacy Policy. We may share your information in the following circumstances:

4.1 With Your Consent

We may share your information when you explicitly consent to such sharing, such as when you authorize third-party integrations or participate in co-marketing activities.

4.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and data storage providers
• Payment processing companies
• Email and communication service providers
• Analytics and monitoring services
• Customer support platforms
• Identity verification services
• Security and fraud prevention services

These service providers are contractually obligated to protect your information and use it only for the specific purposes for which it was shared.

4.3 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:

• Complying with legal processes such as subpoenas, court orders, or government requests
• Protecting our rights, property, or safety, or that of our users or the public
• Investigating potential violations of our terms of service
• Preventing fraud or other illegal activities

4.5 Document Sharing

When you send documents for signature or share documents through our Service, we will share those documents and related information with the intended recipients as directed by you. This includes sharing documents with signers, viewers, and other authorized parties you designate.

5. Data Security

We implement comprehensive security measures to protect your personal information and documents:

5.1 Encryption

• All data is encrypted in transit using TLS 1.3 encryption
• All data is encrypted at rest using AES-256 encryption
• Encryption keys are managed using industry-standard key management practices

5.2 Access Controls

• Multi-factor authentication for user accounts
• Role-based access controls for internal systems
• Regular access reviews and privilege management
• Secure authentication protocols and session management

5.3 Infrastructure Security

• Secure cloud infrastructure with SOC 2 Type II compliance
• Regular security audits and penetration testing
• 24/7 security monitoring and incident response
• Secure development practices and code reviews

5.4 Data Backup and Recovery

• Regular automated backups with encryption
• Geographically distributed backup storage
• Tested disaster recovery procedures
• Business continuity planning

6. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6.1 Account Information

We retain your account information for as long as your account is active or as needed to provide you services. If you close your account, we may retain certain information for legitimate business purposes, including fraud prevention, compliance with legal obligations, and resolving disputes.

6.2 Document Data

Documents and signature data are retained according to your account settings and applicable legal requirements. You can delete documents from your account at any time, though we may retain copies for backup and legal compliance purposes for a limited period.

6.3 Legal and Compliance Requirements

Some information may be retained for longer periods when required by law, regulation, or legal process, including audit trails, transaction records, and compliance documentation.

7. Your Rights and Choices

You have certain rights regarding your personal information, subject to applicable laws:

7.1 Access and Portability

• Request access to your personal information
• Receive a copy of your personal information in a portable format
• Export your documents and data from our platform

7.2 Correction and Updates

• Update your account information and profile
• Correct inaccurate or incomplete information
• Request correction of personal information we maintain

7.3 Deletion

• Delete your account and associated data
• Request deletion of specific personal information
• Remove documents and files from our platform

7.4 Marketing Communications

• Opt out of marketing emails and communications
• Manage your communication preferences
• Unsubscribe from promotional materials

7.5 Cookies and Tracking

• Manage cookie preferences through your browser settings
• Opt out of certain analytics and tracking
• Control targeted advertising preferences

8. International Data Transfers

Our Service is operated from the United States, and we may transfer your information to, and maintain it on, computers located outside of your state, province, country, or other governmental jurisdiction where privacy laws may differ from those in your jurisdiction.

If you are located outside the United States and choose to provide information to us, we transfer your information to the United States and process it there. We implement appropriate safeguards for international data transfers, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions where applicable
• Certification under recognized privacy frameworks
• Other appropriate safeguards as required by law

9. Children's Privacy

Our Service is not intended for children under the age of 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

If we become aware that we have collected personal information from children under 13 without verification of parental consent, we will take steps to remove that information from our servers promptly.

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 Privacy Policy
• Notify you of material changes via email or through our Service
• Provide prominent notice of significant changes
• Obtain your consent for material changes where required by law

Your continued use of our Service after any changes to this Privacy Policy constitutes your acceptance of such changes.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within 30 days of receipt. For urgent privacy matters, please indicate "URGENT - Privacy Request" in your subject line.

If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.