Legal · Privacy
Privacy Policy
We handle legal documents for a living, so we treat your data the way you’d hope: collect only what the service needs, share it only with the providers doing the actual work, and never sell it. This policy is reviewed periodically; material changes will be posted here with a new effective date.
Sections below pair a short “in plain terms” summary with the formal text. Summaries are provided for readability only — if a summary and the formal text ever differ, the formal text controls.
On this page
What we collect
In plain terms
Account details, order details, your documents, signing audit data, payment metadata, and standard server logs. KBA answers and ID images go to the notary or RON partner platform — we never receive or store them.
We collect only what the service needs to run:
- Account information — your name, email address, and sign-in credentials when you create an account.
- Order details — the services you purchase, signer names and email addresses, and shipping addresses when you order delivery.
- Document contents — the documents you upload. We treat them as confidential and use them only to perform the services you purchase.
- Signing and audit data — timestamps, IP addresses, and device data for each signing event: the hash-linked audit trail that makes your signature defensible.
- Signer identity data — for notarization, knowledge-based authentication (KBA) answers and government-ID images are collected and handled by the notary or our remote-online-notarization partner platform under their state identity-proofing obligations. We do not receive or store quiz answers or ID images.
- Payment data — payments are processed by Stripe. We never store card numbers; we keep payment metadata such as the amount, receipt reference, and card brand and last four digits for your records.
- Device and log data — standard server logs (browser type, pages requested, IP address) used for security and operations.
How we use it
In plain terms
To run the service you bought, keep the legally required records, prevent fraud, and send order messages. Never to sell data, never to advertise with your documents, never to train AI models on them.
- Providing the service you purchased — signing, notarization coordination, printing, shipping, and your order dashboard.
- Legal record-keeping — the retention obligations that attach to notarized and executed documents and their audit trails.
- Fraud prevention and security — protecting signers, notaries, and the platform.
- Support and transactional messages — order updates, receipts, and answers when you write to us. Marketing email is opt-in and one-click unsubscribable.
We do not sell personal information, and we do not use your documents for advertising or to train AI models.
How long we keep it
In plain terms
Sealed documents and audit trails: seven years. Notary session recordings: whatever the notary's state law requires. Account data: while your account is active, plus legal minimums.
- Sealed documents, Certificates of Completion, and audit trails — retained for seven years in a dedicated retention bucket, so your executed documents stay retrievable and defensible.
- Notarization session recordings and journals— retained by the notary or RON provider for the period their commissioning state’s law requires. Those periods are set by state law, not by us.
- Account data — kept while your account is active, and afterwards only as long as the retention above and tax or legal obligations require.
How we protect it
In plain terms
Encryption in transit and at rest, documents sealed with keys held in Google Cloud KMS, expiring signed links, and least-privilege, logged internal access.
Data is encrypted in transit (TLS) and at rest. Completed documents are sealed with asymmetric signing keys held in Google Cloud KMS, producing a tamper-evident digital signature you can verify in standard PDF readers. Document access uses short-lived signed links that expire, and internal access is least-privilege and logged. For the full picture, see our Security page.
Your rights and choices
In plain terms
Access, correct, download, request a copy, or request deletion. Legal retention duties on executed documents come first — and we'll tell you exactly what we can and cannot delete.
You can:
- Access and correct your account information at any time, and download your documents from your dashboard.
- Request a copy of the personal data we hold about you.
- Request deletion. We will delete personal data where the law permits. Executed documents, notarization records, and audit trails carry legal retention duties we must honor first — we will tell you exactly what we can and cannot delete, and when.
If you live in California or another state with a consumer-privacy law, we honor the rights those laws grant — access, correction, deletion, and portability — through the same channel. We do not sell personal information and do not share it for cross-context behavioral advertising, so there is nothing to opt out of. We will never treat you differently for exercising a privacy right. To exercise any right, email support@signsealship.com; we verify identity before acting on requests.
Children
In plain terms
The service is not for anyone under 18. Tell us if a minor's data slipped in and we'll delete it.
The service is not directed to anyone under 18, and we do not knowingly collect personal information from minors. If you believe a minor has provided us data, contact support@signsealship.com and we will delete it.
Changes to this policy
In plain terms
Material changes get a new effective date here, and significant changes come with email notice before they take effect.
This policy is reviewed periodically. Material changes will be posted here with a new effective date, and for significant changes we will notify account holders by email before they take effect.
Contact
In plain terms
Email support — a human reads every message.
Privacy questions or requests: support@signsealship.com. A human reads every message.
See also our Terms of Service and Disclaimer.