Legal Information

Privacy Policy

Last Updated: January 30, 2026

1. Introduction

CertaintySign ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our electronic signature and document management platform.

2. Information We Collect

Personal Information

We collect information you provide directly, including name, email address, phone number, company information, and payment details when you create an account or use our services.

Document Data

We collect and store documents you upload, signatures you create, and metadata associated with signing activities including IP addresses, timestamps, and device information for audit trail purposes.

Usage Information

We automatically collect information about your interactions with our platform, including access times, pages viewed, features used, and technical data about your device and browser.

3. How We Use Your Information

Provide, maintain, and improve our electronic signature services
Process transactions and send transactional notifications
Maintain legally valid audit trails for signed documents
Verify identities and prevent fraud
Respond to customer support requests
Comply with legal obligations and enforce our terms
Analyze usage patterns to improve platform functionality

We do NOT use your information for marketing purposes. All emails are transactional only.

4. Information Sharing

We do not sell your personal information. We may share your information only in the following circumstances:

With Document Recipients: When you send documents for signature, we share necessary information with recipients
Service Providers: With trusted third-party vendors who assist in providing our services (cloud storage, payment processing, email delivery)
Legal Requirements: When required by law, court order, or government request
Business Transfers: In connection with a merger, acquisition, or sale of assets
With Your Consent: When you explicitly authorize us to share information

5. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS/SSL) and at rest (AES-256), secure data centers, regular security audits, access controls, and multi-factor authentication. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Signed documents and audit trails are retained according to your subscription plan settings and legal requirements. You may request deletion of your account and data, subject to legal retention obligations.

7. Your Rights

Depending on your location, you may have the following rights:

Access and receive a copy of your personal information
Correct inaccurate or incomplete information
Request deletion of your information (subject to legal obligations)
Object to or restrict certain processing activities
Data portability (receive your data in a structured format)
Withdraw consent where processing is based on consent

8. Cookies and Tracking

We use essential cookies for authentication and platform functionality. We do not use advertising or marketing cookies. You can control cookie preferences through your browser settings, though disabling essential cookies may affect platform functionality.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and compliance with applicable data protection laws.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or through a prominent notice on our platform. Your continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at:

CertaintySign Privacy Team

Email: [email protected]

Terms of Service

Last Updated: January 30, 2026

1. Acceptance of Terms

By accessing or using CertaintySign's electronic signature platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service. These Terms constitute a legally binding agreement between you and CertaintySign.

2. Service Description

CertaintySign provides an electronic signature platform that enables users to create, send, sign, and manage documents electronically. Our Service includes document storage, signature workflows, audit trails, templates, forms, secure portals, digital business cards, QR code generation, and related features.

3. Account Registration

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

Maintaining the confidentiality of your account credentials
All activities that occur under your account
Notifying us immediately of any unauthorized access
Ensuring you have authority to bind your organization (if applicable)

You must be at least 18 years old to create an account.

4. Subscription Plans and Billing

Plans: We offer multiple subscription tiers (Free, Starter, Business, Professional, Enterprise) with varying features and limits.

Billing: Paid subscriptions are billed monthly or annually in advance. Fees are non-refundable except as required by law.

Auto-Renewal: Subscriptions automatically renew unless canceled before the renewal date.

Price Changes: We may change pricing with 30 days' notice. Continued use after notice constitutes acceptance.

Payment Methods: You authorize us to charge your payment method for all fees. You must provide current payment information.

5. Acceptable Use

You agree NOT to:

Violate any laws or regulations
Infringe on intellectual property rights
Upload malicious code, viruses, or harmful content
Attempt to gain unauthorized access to our systems
Interfere with or disrupt the Service
Use the Service for fraudulent purposes
Impersonate others or misrepresent your identity
Scrape, harvest, or collect user information
Reverse engineer or attempt to extract source code
Resell or redistribute the Service without authorization

6. Electronic Signatures

Our electronic signatures comply with the U.S. ESIGN Act, UETA, and eIDAS regulations. By using our Service, you consent to conduct transactions electronically. Electronic signatures created through our platform have the same legal effect as handwritten signatures. You are responsible for ensuring electronic signatures are appropriate for your specific use case and jurisdiction.

7. Content Ownership and License

Your Content: You retain all rights to documents and content you upload. You grant us a limited license to store, process, and transmit your content solely to provide the Service.

Our Platform: CertaintySign retains all rights to the Service, including software, design, trademarks, and proprietary technology. These Terms do not grant you any ownership rights.

Feedback: Any feedback or suggestions you provide may be used by us without obligation or compensation.

8. Data Security and Compliance

We implement industry-standard security measures and comply with applicable data protection laws (GDPR, CCPA, HIPAA where applicable). However, you are responsible for determining whether our Service meets your specific compliance requirements. We provide tools and features to support compliance, but ultimate responsibility for regulatory compliance rests with you.

9. Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted access. The Service may be unavailable due to maintenance, updates, or circumstances beyond our control. We are not liable for any damages resulting from service interruptions.

10. Termination

By You: You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period.

By Us: We may suspend or terminate your account for violations of these Terms, non-payment, or illegal activity. We will provide notice when possible.

Effect of Termination: Upon termination, your access to the Service ends. You may export your data within 30 days. After 30 days, we may delete your data per our retention policy.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED.

We disclaim all warranties, including merchantability, fitness for a particular purpose, non-infringement, and accuracy. We do not warrant that the Service will be error-free, secure, or uninterrupted.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CERTAINTYSIGN SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

Our total liability for any claims arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim, or $100, whichever is greater.

13. Indemnification

You agree to indemnify and hold harmless CertaintySign from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, violation of these Terms, or infringement of any rights of others.

14. Dispute Resolution

Informal Resolution: Before filing a claim, you agree to contact us to attempt informal resolution.

Arbitration: Any disputes shall be resolved through binding arbitration in accordance with the American Arbitration Association rules, rather than in court.

Class Action Waiver: You agree to resolve disputes individually, not as part of a class action.

Governing Law: These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles.

15. Changes to Terms

We may modify these Terms at any time. Material changes will be notified via email or platform notice at least 30 days before taking effect. Continued use after changes constitutes acceptance. If you disagree with changes, you must cancel your account.

16. General Provisions

Entire Agreement: These Terms, along with our Privacy Policy, constitute the entire agreement between you and CertaintySign.

Severability: If any provision is found unenforceable, the remaining provisions remain in effect.

Waiver: Failure to enforce any right does not constitute a waiver of that right.

Assignment: You may not assign these Terms. We may assign them without restriction.

Force Majeure: We are not liable for delays or failures due to circumstances beyond our reasonable control.

17. Contact Information

For questions about these Terms, please contact us:

CertaintySign Legal Team

Email: [email protected]