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Legal
Privacy Policy
How Sign Paperless, LLC collects, uses, and protects your information when you use SignPaperless in the United States.
Effective August 2026
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ScopeInformation We CollectHow We Use InformationInformation SharingBusiness & Service ProviderDigital SigningAI Document AssistanceFree Website ToolsData SecurityData RetentionCookies and TrackingYour Privacy RightsPrivacy Rights in CanadaData Location and ResidencyChildren's PrivacyChanges to This PolicyContact Us
Table of Contents
This Privacy Policy describes how Sign Paperless, LLC ("SignPaperless," "we," "us," or "our") collects, uses, discloses, and safeguards personal information when you visit signpaperless.com, use the SignPaperless application, or participate in a document signing workflow.
SignPaperless is intended for users in the United States and Canada. We do not market our services to residents of the European Union or United Kingdom. Canadian users should review the Privacy Rights in Canada and Data Location and Residency sections below, including cross-border processing disclosures.
For consumer disclosures about electronic records and signatures, see our Consumer Disclosure (United States and Canada).
Scope of This Policy
This Privacy Policy applies to signpaperless.com, the SignPaperless application, and related services operated by Sign Paperless, LLC, including free browser tools we publish on our website (such as the Signature Generator and Add Signature to PDF). It does not apply to third-party websites, applications, products, or services that you may access through links on our site or within our platform.
Those third-party services are operated independently and have their own privacy policies and data practices. Any personal information you provide directly to a third party is governed by that party's policies. We are not responsible for the privacy practices of third-party sites or services.
1. Information We Collect
We collect information in three main ways: directly from you, automatically when you use our services, and from signers and recipients in workflows you or others initiate.
Information you provide
Name, email address, phone number, and other contact information
Account credentials and profile information
Documents and attachments you upload for signing or workflow processing
Signature images, typed signatures, and other signing inputs you provide
Payment and billing information (processed by our payment processor; we do not store full card numbers on our systems)
Communications you send to us, including support requests and live chat messages
Signer and recipient information
If you sign a document or are added as a recipient, we collect information needed to complete the workflow, even if you do not create a SignPaperless account:
Name, email, and contact details when you are added as a recipient or signer (the sending organization provides your email so we can deliver the signing link)
Signing activity, including views, completions, declines, and timestamps
Signing link access events, including when a unique link sent to your email address is opened or used
Questions you ask through AI document assistance during the signing process
Additional identity verification data, such as one-time passwords, only when the sending organization enables those features for the workflow
Device and network information collected as part of signing audit records
For most signing workflows, access begins when a unique signing link is sent to the email address provided by the sending organization. We always collect recipient contact details and signing activity needed to deliver and complete the workflow. Additional verification information (such as one-time passwords) is collected only when the sending organization turns on those optional controls for that envelope or template.
Documents you upload or receive may contain additional personal information (for example, employment, financial, or health-related details). That content is treated as part of the document data described in this policy.
Sensitive personal information
We do not intentionally collect sensitive categories of personal information—such as government identifiers, precise geolocation, racial or ethnic origin, religious beliefs, health information, or biometric data—for our own account administration or marketing purposes.
However, documents uploaded to SignPaperless or information entered into workflows may contain sensitive personal information. When we act as a service provider for our customers, the customer (or organization sending the document) is responsible for determining what information is collected and ensuring that collection and use comply with applicable law. We process such content only to provide the SignPaperless service according to our customer's instructions.
Information about others you provide
If you add signers, recipients, or other individuals to a workflow, or upload documents containing another person's personal information, you represent that you have provided any notice and obtained any consent required by applicable law to share that information with us and to allow us to process it to provide the service. You are responsible for ensuring that your use of SignPaperless complies with your organization's policies and applicable privacy requirements.
Information collected automatically
When you use our website or services, we automatically collect:
Device information (IP address, browser type, operating system)
Usage data (pages visited, features used, and interaction logs)
Approximate location derived from IP address
Cookies and similar technologies (see Cookies section)
2. How We Use Your Information
We use the information we collect to:
Provide, maintain, and improve our electronic signature and document workflow services
Apply digital signatures and timestamps to documents on your behalf
Generate audit trails, certificates of completion, and signing history
Deliver documents to recipients and track envelope and workflow status
Provide AI-powered document assistance during signing so users can ask questions about a document
Verify signer identity when the sending organization enables additional authentication for a workflow
Process transactions and send billing-related communications
Send technical notices, security alerts, updates, and support messages
Respond to your comments, questions, and customer service requests
Monitor and analyze trends, usage, and activities to improve our services
Detect, investigate, and prevent fraudulent transactions, abuse, and security incidents
Send marketing communications where you have given consent
Comply with applicable law and enforce our agreements
3. Information Sharing
We may share personal information in the following circumstances:
With service providers
We share information with vendors who perform services on our behalf, such as hosting, digital signing, analytics, customer support, email delivery, and payment processing. They may use the information only to provide services to us.
At your direction
When you send documents for signature or share content with collaborators and recipients, we disclose information as needed to complete the workflow you initiate.
For legal purposes
We may disclose information when required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect rights, safety, and security.
Business transfers
In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.
With your consent
We may share information when you have given us permission to do so.
We do not sell your personal information. In the preceding 12 months, we have not sold personal information and have not shared personal information for cross-context behavioral advertising. Because we do not sell or share personal information in those ways, we do not offer a separate "Do Not Sell or Share My Personal Information" link at this time. If our practices change, we will update this Policy and provide any required opt-out method.
Categories of service providers
We use trusted third parties to help operate SignPaperless. They process personal information on our instructions and are contractually required to protect it. The categories of service providers we use include:
Category Purpose Data involved
Digital signing and certificate authorities Cloud signing, document signing certificates, and application of digital signatures Document content and related signing materials needed to apply digital signatures and timestamps, signing certificate identifiers, signature metadata, and authentication tokens
AI and language model providers Document Q&A assistance during the signing process Document-related prompts and context needed to answer user questions; personal information is filtered by our guardrails and is not transmitted to these providers
Analytics providers Website usage analytics (with consent) IP address, device and browser information, usage data, and interaction signals
Customer support and security providers Live chat support and form spam protection (with consent where applicable) Chat messages, contact details you provide, session information, and interaction signals
Cloud infrastructure providers Application hosting, storage, and operations Service data stored and processed to run SignPaperless
Email delivery providers Transactional email and notifications Email address, name, and envelope or account-related message content
Payment processors Subscription billing and payment collection Billing contact information, payment card details, and transaction records
We may update the service providers we use from time to time. Those providers are permitted to use personal information only as needed to perform services on our behalf.
4. Business and Service Provider Roles
SignPaperless acts in different roles depending on the data:
When we are the business
For our own operations—such as account administration, website analytics (with consent), billing, marketing, product improvement, and customer support—we determine how and why personal information is processed.
When we are a service provider
For document content, signer data, and workflow audit records processed on behalf of our customers, we process personal information according to our customer's instructions to provide the SignPaperless service. The organization that sends a document typically decides how that information is used outside of our platform.
Business customers may request a data processing addendum. Contact privacy@signpaperless.com.
5. Digital Sealing and Timestamping
After all recipients finish signing, we use third-party certificate authorities and cloud signing service providers to apply a platform digital seal and trusted timestamp to the completed PDF.
When the seal is applied, we transmit the information required to complete the sealing and timestamping process. That may include document content or other materials needed for the sealing operation, certificate identifiers, signature metadata, and related authentication data. These providers process that information solely to perform signing-related services on our behalf and are subject to contractual and security obligations.
We may also share with signing providers:
Signature metadata you provide, such as signing reason, location, or contact information
Signature images used in visible signature fields
Authentication credentials used for server-to-server communication with signing infrastructure
Signed documents contain digital certificate information (such as organization name and certificate details) that recipients can verify in PDF viewers. Our signing certificates are trusted through industry certificate and trust programs.
6. AI Document Assistance
During the signing process, SignPaperless may offer an AI chat feature that reads document content and answers questions about that document to help users better understand what they are reviewing or signing. By using the AI chat, you consent to the processing described in this section and in this Privacy Policy.
This feature uses third-party AI and language model providers to generate responses. Before any request is sent to those providers, we apply technical guardrails designed to filter and block personal information (PII). Personal information is not transmitted to third-party AI providers.
Even with those guardrails, you should not submit sensitive personal information into the AI chat (for example, health information, financial account numbers, government ID numbers, or login credentials), and you should not paste unrelated confidential business information or secrets that are not needed to ask a question about the document.
AI responses are informational only and may be incomplete, inaccurate, or outdated. They are not legal, financial, or professional advice and do not replace reading the full document. You remain responsible for reviewing documents before signing and for any decisions you make based on AI responses. Additional terms governing use of this feature appear in our Terms and Conditions.
7. Free Website Tools
SignPaperless offers certain free tools on our website (currently including the Signature Generator and Add Signature to PDF, and any similar tools we list on the Free Tools pages). These tools are designed so that document and signature content you use in the tool is processed in your browser.
For those free tools, we do not upload your PDF file, drawn or typed signature image, or initials content to SignPaperless servers for the purpose of generating or downloading your result. The output file is created on your device and downloaded to you.
Visiting free tool pages is still a visit to our website. We may collect the same kinds of website and device information described elsewhere in this Policy (for example, IP address, browser type, pages viewed, and cookies or similar technologies), including for security, operations, and analytics where applicable. That website data is separate from the document or signature content processed locally in the free tool.
Free website tools are different from the signed-in SignPaperless service. When you use an account to send or sign documents through SignPaperless workflows, documents and related data are uploaded, stored, and processed on our systems (and by service providers) as described in the other sections of this Policy.
Additional terms for free tools appear in our Terms and Conditions.
8. Data Security
We implement technical and organizational measures designed to protect personal information, including:
Encryption for data in transit and at rest
Secure cloud infrastructure with access controls
PKI-based digital signatures via trusted certificate authorities
AI guardrails designed to prevent personal information from being sent to AI providers
Employee training and access limitations for personal data
Signing keys for production digital signatures are managed through our certificate authority partners' cloud signing services according to their security practices.
Security incidents
If we discover a security incident involving personal information, we will investigate, take appropriate remedial action, and provide notices to affected individuals, customers, regulators, or others as required by applicable law — including PIPEDA breach-reporting and notification obligations for Canadian personal information where applicable — and our binding customer agreements. Notifications may be sent by email, through the application, or by other reasonable means based on the nature of the incident.
No method of transmission over the Internet or electronic storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.
9. Data Retention
We retain personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary by data type:
Data type Retention period
Account information While your account is active and afterward only as needed for security, backup, legal, or dispute-resolution purposes
Documents and signed PDFs While your account is active and according to customer retention settings, legal holds, and the deletion rules described below
Audit trails and signing logs At least 3 years from the date of signature, or longer as needed for legal, compliance, and dispute resolution
Recipient and signer data For the period applicable to the related document or audit record, even if the signer does not have an account
Transaction and billing records Up to 7 years for tax, accounting, and legal compliance
Marketing preferences Until you opt out or your account is closed
Support tickets and chat history Up to 3 years after resolution
Backup copies Until overwritten or purged under our documented backup and disaster-recovery schedule
When you close your account, you may request export of your data within the period described in our Terms and Conditions. Upon account closure or a verified deletion request, we will delete or anonymize personal information so it no longer identifies you, unless retention is permitted or required as described below.
When we may retain information after deletion
We may retain personal information after you close your account or request deletion when:
An unresolved issue relating to your account, such as an outstanding balance, claim, or dispute
Legal, tax, audit, or accounting obligations
Fraud prevention, security monitoring, or protection of our legal rights
Data connected to active document workflows, audit records, or legal holds requested by a customer
Backup systems where deleted data persists until overwritten or purged under our documented backup schedule
10. Cookies and Tracking
We use cookies and similar technologies on our marketing website. Non-essential cookies are loaded only after you provide consent through our cookie banner. You can change your choices at any time using Cookie Settings in the site footer.
Strictly necessary
Required for the site to function, including remembering your cookie choices and basic security. These cannot be disabled.
Services: Cookie preferences, site security
Analytics
Help us understand how visitors use SignPaperless so we can improve the experience. Loaded only if you consent.
Services: Google Analytics
Functional
Enable optional features such as live chat and contact-form spam protection. Loaded only if you consent.
Services: Tawk.to live chat, Google reCAPTCHA
You can also control cookies through your browser settings. Disabling strictly necessary cookies may affect site functionality. Third-party services enabled through cookies are subject to those providers' own privacy policies.
11. Your Privacy Rights
Depending on where you live in the United States, you may have rights regarding your personal information under state privacy laws, including the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), and similar laws in other states.
These rights may include confirming whether we process your personal information; accessing and obtaining a portable copy of it; correcting inaccuracies; deleting information provided by or obtained about you; and opting out of processing for targeted advertising, a sale of personal information, or profiling in furtherance of decisions that produce legal or similarly significant effects. Rights and exceptions vary by state.
Know and access
Request information about the categories and specific pieces of personal information we collect, use, and disclose
Data portability
Request a portable copy of personal information you provided to us, where required by applicable law
Correct
Request correction of inaccurate personal information
Delete
Request deletion of personal information, subject to legal and contractual exceptions
Opt out
Opt out of qualifying sales, targeted advertising, sharing, or profiling; we do not currently sell personal information or use it for cross-context behavioral advertising
Limit sensitive information
Limit certain uses or disclosures of sensitive personal information where this right applies
Appeal
Appeal our denial of a privacy-rights request where applicable law provides that right
Marketing opt-out
Opt out of promotional emails using the unsubscribe link or by contacting us
Non-discrimination
We will not discriminate against you for exercising your privacy rights
California residents
The following additional information applies to California residents under the CCPA and CPRA.
In the preceding 12 months, we have not sold personal information and have not shared personal information for cross-context behavioral advertising. We do not use or disclose sensitive personal information for purposes that require a right-to-limit notice under the CCPA. If our practices change, we will update this Policy and provide any required method to exercise that right before the new use begins.
Right to know — what you may request
Subject to verification and legal limits, California residents may request any or all of the following about personal information collected and disclosed in the preceding 12 months:
The specific pieces of personal information we have collected about you
The categories of personal information we have collected about you
The categories of sources of that personal information
The business or commercial purposes for collecting, selling, or sharing personal information
The categories of personal information we disclosed for a business purpose and the categories of recipients
The categories of personal information we sold or shared, if any, and the categories of third parties involved
Business and commercial purposes
We collect and use personal information for the business and commercial purposes described in How We Use Your Information, including to:
Provide, maintain, secure, and improve the SignPaperless services
Process electronic signature workflows, audit trails, and related customer support
Bill subscriptions, process payments, and manage accounts
Communicate service, security, and transactional notices
Detect and prevent fraud, abuse, and security incidents
Comply with law and enforce our agreements
Analyze website usage and improve product experience where you have consented
Send marketing communications where you have given consent or as otherwise permitted by law
Sources of personal information
In the preceding 12 months, we have collected personal information from the following sources:
Directly from you when you create an account, use our services, or contact us
Automatically from your browser or device when you visit our website or use our application
From your organization or account administrators who grant you access or upload data on behalf of your organization
From signers and recipients participating in document workflows you or others initiate
From service providers that help us operate SignPaperless, such as payment and analytics providers
Categories of personal information we collect
In the preceding 12 months, we have collected identifiers (such as name, email, IP address, and account ID); California customer records (such as username, business email, and company name); commercial information (transaction and subscription history); internet or network activity (website usage and analytics, with consent); geolocation data (approximate location derived from IP address); professional or employment-related information contained in documents you or your organization upload; and electronic signature and audit-trail data related to signing workflows.
Disclosures for a business purpose
In the preceding 12 months, we disclosed the following categories of personal information to the categories of recipients below for the business purposes described. We did not sell personal information or share it for cross-context behavioral advertising.
Category Disclosed to Business purpose
Identifiers Cloud infrastructure, payment processors, email delivery, support, analytics (with consent), and signing partners as needed Account administration, authentication, billing, notifications, analytics, and workflow delivery
California customer records Cloud infrastructure, payment processors, and support providers Account setup, subscription management, and customer support
Commercial information Payment processors and cloud infrastructure providers Billing, invoicing, tax/accounting records, and subscription management
Internet / network activity Analytics and security providers (with consent where required) Site performance, product improvement, security monitoring, and fraud prevention
Geolocation (approximate) Cloud infrastructure, analytics, and security providers as needed Security, fraud prevention, localization defaults, and analytics
Professional / employment-related and document content Cloud infrastructure, digital signing partners, and designated workflow recipients; AI providers receive only guardrail-filtered, non-PII context for document Q&A Document hosting, signing, delivery, audit trails, and optional AI document assistance
Electronic signature and audit-trail data Cloud infrastructure, digital signing partners, and designated workflow participants Complete signing workflows and maintain evidence of signing activity
Categories of recipients
We disclose personal information to the following categories of third parties for business purposes:
Service providers that help us host, operate, secure, and support our platform
Digital signing and certificate authority partners used to apply signatures and timestamps
AI and language model providers used for document Q&A assistance (without receiving personal information, per our guardrails)
Payment processors used to bill subscriptions and process transactions
Analytics and customer-support providers (where you have consented where required)
Recipients you designate when you send documents for signature or share content within a workflow
Where to send your request
If you have a SignPaperless account with us, contact us using the methods below. If you are an employee, contractor, or other user of a customer organization that uses SignPaperless, or if you are a recipient or signer on a document sent by another organization, please contact that organization first. In those cases, the organization typically decides how personal information in the workflow is used, and we process it as a service provider on their behalf. We may still assist where required by law or where we control the data as a business.
Effect of exercising your rights
If exercising your privacy rights limits our ability to process personal information—for example, a verified deletion request—we may no longer be able to provide some or all of our products and services or engage with you in the same manner. We will explain any limitations when we respond to your request.
Authorized agents
You may designate an authorized agent to submit a privacy request on your behalf. We will not fulfill the request until we have verified the agent's authority to act on your behalf, which may require written authorization from you or other documentation permitted by law. If an agent submits a request, we may contact you directly to confirm the request or verify your identity.
How to submit a request
To exercise your rights, email privacy@signpaperless.com or call +1 214-257-0598. We may need to verify your identity before responding. We will respond within 45 days, or within another period required by applicable law. When legally permitted and reasonably necessary, we may extend the response period after notifying you and explaining the reason. We do not charge for a request unless applicable law permits a reasonable charge for requests that are excessive, repetitive, or manifestly unfounded. Authorized agents may submit requests on your behalf where permitted by law.
Appealing a decision
If we deny your privacy request, you may appeal by emailing privacy@signpaperless.com with the subject "Privacy Request Appeal". Include the request identifier and explain why you believe the decision should be reconsidered. We will respond within the period required by applicable law. If we deny an appeal from a Texas resident, our response will explain how to submit a complaint to the Texas Attorney General.
12. Privacy Rights in Canada
If you are located in Canada, your personal information is generally protected by the federal Personal Information Protection and Electronic Documents Act (PIPEDA) when SignPaperless collects, uses, or discloses it in the course of commercial activities. Organizations in Alberta and British Columbia may be subject to substantially similar provincial private-sector privacy laws (PIPA) instead of PIPEDA for certain activities. Quebec's Act respecting the protection of personal information in the private sector (Law 25) may apply to personal information about individuals in Quebec.
We are accountable for personal information under our control. We identify the purposes for which personal information is collected before or at the time of collection, obtain meaningful consent where required, limit collection to what is reasonably necessary, protect information with appropriate safeguards, retain it only as long as needed for identified purposes, and be open about our policies and practices.
Access
Request access to personal information we hold about you, subject to limited exceptions under applicable Canadian law
Correction
Request correction of inaccurate or incomplete personal information
Withdraw consent
Withdraw consent to certain collections, uses, or disclosures where consent is the legal basis, subject to legal or contractual restrictions
Challenge compliance
Challenge our compliance with applicable Canadian privacy law by contacting us or, if unresolved, the Office of the Privacy Commissioner of Canada (OPC)
Breach notification
Receive notice when we determine that a breach of security safeguards involving your personal information creates a real risk of significant harm, as required by PIPEDA
Meaningful consent
Receive clear information about what personal information we collect, why we collect it, and how it is used before or at the time of collection, except where permitted by law
How to exercise your rights
To make a privacy request or ask questions about our handling of personal information in Canada, email privacy@signpaperless.com with the subject line "Canadian Privacy Request" and include enough information for us to verify your identity and locate relevant records. We will respond within the time required by applicable law.
If you sign a document through a customer's workflow, the customer (your Sending Party) may control certain document content and signer records. We may direct part of your request to that customer where they are responsible for the information, while still assisting as required by law.
Service providers and accountability
We use service providers to host, operate, secure, and support SignPaperless. Those providers may process personal information on our behalf and are contractually required to protect it and use it only to provide services to us, consistent with this Policy and applicable Canadian privacy law.
Breach of security safeguards
If we determine that a breach of security safeguards involving personal information under our control creates a real risk of significant harm, we will take steps required by PIPEDA and applicable provincial law, which may include notifying affected individuals, reporting to the Office of the Privacy Commissioner of Canada, and keeping records of the breach. See also the Security incidents subsection in Data Security.
Complaints to regulators
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada. Residents of Alberta, British Columbia, or Quebec may also have the right to contact their provincial privacy commissioner where applicable provincial law governs the organization responsible for the information.
13. Data Location and Residency
SignPaperless is designed for customers and users in the United States and Canada. We host and operate the Services on cloud infrastructure located in the United States. Customer account data, documents, and related signing records are stored and primarily processed in the United States.
Our service providers, including cloud infrastructure, digital signing, payment, email, support, analytics, and AI providers, generally process information in the United States. Some providers may also process limited information in other countries as needed to deliver their services (for example, global network or support operations).
Cross-border processing for Canadian users
If you are located in Canada, please be aware that your personal information — including account details, documents, signing activity, and audit-trail records — may be collected, used, disclosed, stored, and processed in the United States and potentially in other countries where our service providers operate. Personal information stored outside Canada may be subject to the laws of those jurisdictions, including lawful access by courts, law enforcement, or national security authorities.
We assess the risks associated with cross-border processing and use contractual, technical, and organizational measures designed to protect personal information in accordance with this Policy and applicable Canadian privacy law. We do not intentionally relocate Customer document storage outside the United States as part of our standard hosting architecture.
Quebec residents: If you are in Quebec, personal information may be communicated outside Quebec. We take steps designed to ensure that such transfers receive a level of protection comparable to that required under Quebec privacy law, including contractual protections with service providers where appropriate. You may contact us for more information about cross-border transfers involving your personal information.
Where a provider processes personal information outside the United States, we take steps designed to ensure that information receives appropriate protection consistent with this Privacy Policy and applicable law.
14. Children's Privacy
SignPaperless is not directed to children or minors under 18 years of age, and we do not knowingly allow a person under 18 to create an account, use the Services, or participate in a signing workflow. If you believe we have collected personal information from a person under 18, please contact us. We will investigate and delete the information when required by law, subject to any legal obligation to preserve a transaction or record.
Customers must not invite a person they know to be under 18 to a signing workflow or otherwise submit a minor's personal information through the Services.
15. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page, update the effective date shown at the top of this page (such as the month and year), and provide reasonable advance notice to registered users by email or through the application. Changes apply prospectively from the stated effective date. Where applicable law requires consent, the change will not apply until we obtain that consent.
16. Contact Us
For privacy questions, requests, or complaints about this Privacy Policy, contact Sign Paperless, LLC:
Privacy email
privacy@signpaperless.com
General inquiries
info@signpaperless.com
Phone
+1 214-257-0598
Mailing address
4100 Spring Valley Rd, Suite 935, Dallas TX 75244, USA
Terms and Conditions
Terms governing use of our electronic signature platform.
Read Terms and Conditions
Consumer Disclosure
Consumer disclosures for electronic records and signatures (United States and Canada).
Read Consumer Disclosure