SignDeck Privacy Policy

1. Who We Are#

We play two roles, and this policy says which applies:

• Website visitors and senders. For people who visit this website, contact us, or hold a sender account, we decide how the information is used.
• Signers and documents. For the documents a sender sends and the people who sign them, the sender decides what is sent and to whom, and we process the information for the sender to provide the Service. We also keep the signing records described below to show what happened to each document.

2. This Website#

2.1 The contact form#

When you send the contact form, we collect your name, work email, company, the topic you pick, your message, and, if you choose to give one, your phone number. We also record the page you sent it from. The form goes to our team and is kept in our own customer records so that we can reply.

The support form (/support) collects your name, the email the document was sent to, and your message. The report form (/report) collects your email, the sender and subject as shown in the email you are reporting, what happened, and, if you paste it, the link from that email. Both go to the same team and records, so that we can help or look into the report.

A phone number you give is used only to call you about your enquiry. It is not consent to receive text messages.

2.2 Bot check#

To keep automated spam out, the form uses Cloudflare Turnstile, a bot check. It processes your IP address and signals from your browser and device to decide whether a person is sending the form. Cloudflare handles that information under its own privacy terms.

2.3 Server logs and cookies#

Like most websites, our hosting provider records technical logs of requests to this site, such as IP address, browser, pages requested, times, and errors. We use them to run and secure the site. This website does not use advertising cookies.

The Service itself uses cookies that are needed for senders to sign in and stay signed in. They are not used for advertising.

3. Phone Numbers#

SignDeck does not send text messages from this website. The contact form has no text message opt-in, and a phone number you give there is used only to call you about your enquiry. We never sell phone numbers or share them with third parties for their marketing.

4. The Signing Service#

4.1 From signers#

Signers do not create an account. When a sender sends you a document, we receive your name and email address from the sender. When you open and sign it, we collect:

• the name and email address you enter on the signing page;
• your IP address and browser user agent, as reported to our server, and your device's time zone;
• the times you opened the document, agreed to sign electronically, and signed or declined it, and the version of the disclosure you agreed to;
• your signature and initials as images, whether typed, drawn, or uploaded, and anything you type into the document's fields;
• your reason for declining, if you give one; and
• delivery events for the emails we send you, such as delivered, opened, or bounced, as reported by our email provider.

4.2 Document contents#

We store the documents senders send, which can contain personal information about the signers and others, together with the completed document, its SHA-256 fingerprint, and its signing record.

4.3 From senders#

For sender accounts we collect account and login details, team members, the documents, templates, and field layouts you create, and the branding you add, such as your company name and logo.

4.4 Public check page#

Each document has a public check page that anyone with its document ID can open. It shows the document title, its status, its fingerprint once completed, and each signer's first name and last initial, a masked email address, role, and whether they have signed. It does not show the document itself.

5. How We Use Information#

• To deliver documents, let people sign or decline them, produce the completed document, and send copies.
• To keep a reliable record of what happened to each document, for the sender and the signers, and to show it if a document is ever questioned.
• To reply to inquiries sent through this website.
• To run, secure, and support the Service, and to detect and prevent fraud, abuse, and automated access.
• To comply with law and legal process, and to establish, exercise, or defend legal claims.

Assistant features. If a sender uses the assistant in their account, it can read the sender's Documents and their signers' names and email addresses to answer the sender's questions and to prepare or send Documents the sender asks for. To do that, the content is sent to our AI model provider, which processes it to give us the answer. Signers do not use the assistant.

We do not use document contents or signatures for advertising, and we do not sell personal information.

6. Who Processes It#

6.1 The sender#

The sender of a document, and the people in the sender's account, can see the document, its signers, and its signing record, including the IP addresses and times in it. Signers receive a copy of the completed document.

6.2 Our service providers#

We use service providers, under terms that limit their use of the information to providing their service to us:

• cloud hosting, database, and file storage providers (United States);
• an email delivery provider (United States), for invitations, reminders, and copies;
• a bot protection provider (United States), for the website contact form;
• an error reporting provider (United States), to find and fix faults; and
• an AI model provider (United States), for the assistant features in Section 5 that a sender chooses to use.

6.3 Our staff#

Within our company, only staff who need to for support, security, or legal reasons can access Documents and signing records.

6.4 Other disclosures#

We also disclose information when the law, a subpoena, or a court order requires it; when reasonably necessary to protect rights, prevent fraud or harm, or defend legal claims; to a successor in a merger, acquisition, or sale of assets; and with your consent.

7. Retention#

• Documents and signing records. We keep them while the sender's account is active, and afterwards as long as needed for the purposes in this policy, to meet legal obligations, and to resolve disputes. Then we delete or de-identify them. Senders can delete drafts and archive sent documents, and a sender can ask us to remove a document.
• Inquiries. We keep contact form messages for as long as we need them to deal with the inquiry and as ordinary business records.
• Logs. Server logs are kept for a short period and then deleted by our hosting provider.

8. Security#

We use safeguards designed to protect personal information, including encryption in transit, private file storage, access limited to the sender's account, unique signing links that expire and can be revoked, and short-lived links for files. No system is completely secure. If a breach affects your personal information, we will notify you as the law requires.

9. Your Rights#

Depending on where you live, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, to object to or restrict some uses, and to appeal our decision on a request. We will not treat you differently for using these rights.

• Signers. The sender controls the document you signed. Ask the sender first. If you write to us, we will pass your request to the sender where we need to and help them answer it. A signed document is a record of an agreement, so it may not be possible to delete it while the parties or the law need it.
• Website visitors and senders. Write to us at the address below. We may need to confirm your identity before acting on a request, and we answer within the time the law requires.

10. US State Privacy Notice#

If you live in California or another state with a similar law, this section is our notice at collection. We collect these categories of personal information: identifiers (such as name, email address, telephone number, and IP address); commercial information (such as the documents a sender sends and the account they hold); internet and network activity (such as browser, pages requested, and email delivery events); approximate location from IP address and device time zone; electronic information (such as signatures, initials, and the text entered into document fields); and professional information (such as company name). The sources are described in Sections 2 and 4, the purposes in Section 5, the recipients in Section 6, and how long we keep each category in Section 7. We do not sell personal information or share it for cross-context behavioral advertising. To make a request, see Section 9.

11. International Transfers#

We store personal information mainly in the United States. Some of our staff and contractors work outside the United States and access personal information remotely to provide the Service, under the safeguards in Section 8. Where the law of the European Economic Area, the United Kingdom, or Switzerland requires a safeguard for a transfer, we use one that the law recognizes, such as the European Commission's Standard Contractual Clauses.

12. Children#

SignDeck is for adults. We do not knowingly collect personal information from anyone under 18 through this website or the Service. If we learn that we have, we will delete it.

13. Changes#

We may change this policy. We will post the new version on this page with a new date, and for a material change we will tell account owners by email before it takes effect.

14. Contact#

Excess Quest LLC, 8 The Green, Ste A, Dover, DE 19901, United States

Privacy requests and questions: support@excessquest.com