1. Information We Collect
Information You Provide
When you use SignumFlow, we collect information you provide directly to us, including:
- Account registration information (email, name, company details)
- Documents and files you upload for approval workflows
- Approval decisions, comments, and digital signatures
- Communication preferences and support requests
Information We Collect Automatically
We automatically collect certain information when you use our services:
- API usage data and request logs
- Device information and IP addresses
- Performance and error data
- Authentication and security logs
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our document workflow services
- Process approvals and maintain audit trails
- Authenticate users and prevent unauthorized access
- Comply with legal obligations and regulatory requirements
- Communicate with you about your account and our services
- Analyze usage patterns to enhance our AI routing capabilities
3. Information Sharing and Disclosure
We Do Not Sell Your Data
SignumFlow does not sell, rent, or trade your personal information to third parties.
Limited Sharing
We may share your information only in these specific circumstances:
- With Your Consent: When you explicitly authorize us to share information
- Service Providers: With trusted vendors who help us operate our services (hosting, security, analytics)
- Legal Requirements: When required by law, court orders, or government requests
- Business Transfers: In connection with mergers, acquisitions, or asset sales
- Security: To protect against fraud, abuse, or security threats
4. Data Security
We implement industry-leading security measures to protect your information:
- Encryption: All data is encrypted in transit and at rest using AES-256
- Blockchain Anchoring: Document hashes are anchored to blockchain for immutable proof
- Access Controls: Strict access controls and authentication mechanisms
- Regular Audits: Ongoing security assessments and penetration testing
- Compliance: SOX, GDPR, and HIPAA compliance frameworks
5. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
- Account Data: Retained while your account is active
- Document Data: Retained per your retention settings (default: 7 years)
- Audit Logs: Retained for compliance purposes (minimum 7 years)
- API Logs: Retained for 90 days for debugging and security
6. Your Rights and Choices
You have the following rights regarding your personal information:
- Access: Request a copy of your personal information
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Portability: Export your data in a machine-readable format
- Opt-out: Unsubscribe from marketing communications
7. International Data Transfers
SignumFlow operates globally. 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 (SCCs)
- Adequacy decisions by relevant authorities
- Equivalent protection measures
8. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your session and authentication state
- Remember your preferences and settings
- Analyze website usage and performance
- Provide security and fraud protection
You can control cookie settings through your browser preferences.
9. Children's Privacy
SignumFlow is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will take steps to delete it promptly.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Providing in-app notifications
Your continued use of SignumFlow after changes are posted constitutes acceptance of the updated policy.
11. Contact Us
Data Protection Officer
If you have questions about this Privacy Policy or our data practices, please contact us:
Email: [email protected]
For EU residents, you also have the right to lodge a complaint with your local data protection authority.
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