Privacy Policy
This Privacy Policy explains how Mindseal Systems, Inc. ("EaseSignature", "we", "us") collects, uses and shares personal information when you use the EaseSignature electronic signature service at sign.easesignature.com and related websites and emails (the "Service"). It applies to account holders, members of customer organizations, and people who receive documents to sign ("Signers"). It should be read with our Terms and Conditions.
1. Our role
- For account information (people who sign up, members and billing contacts), we decide how the information is used. We are the "business" or "controller".
- For documents and Signer information that a customer sends through the Service, the customer decides what is collected and why. We process it on the customer's behalf as a "service provider" or "processor". If you are a Signer and have a question about a document, contact the person or organization that sent it to you.
2. Information we collect
| Category | What it includes | Where it comes from |
|---|---|---|
| Account details | Name, email address, password (stored only as a one-way hash), two-step verification settings and recovery codes, role and permissions, preferences such as theme | You, or the administrator who invites you |
| Organization and billing details | Company name, legal name, contact person, phone, addresses, billing email, tax ID, plan, invoices | Your organization's administrators |
| Payment details | Card and payment details are collected and stored by Stripe. We keep only a Stripe customer reference, the card brand and last four digits, and payment status | You, through Stripe |
| Documents and content | PDFs you upload, templates, field values entered by you or Signers (which can include signatures, initials, dates, phone numbers, Social Security numbers and other information you choose to collect), and files Signers attach | You and your Signers |
| Signer information | Name, email address, access code if one is set, and the times a Signer viewed, consented, signed or declined | The sender, and the Signer |
| Technical and security data | IP address, browser and device information (user agent), sign-in times, a security audit log of account actions, records of emails we send, and when you accepted these policies | Automatically when you use the Service |
| Support messages | What you type into the help chat or send to support | You |
We do not knowingly collect information from children under 16, and the Service is not meant for them.
3. How we use information
- To provide the Service: create and secure accounts, send documents for signature, collect signatures, and deliver completed documents and their certificates.
- To create a record of each signing. The completion certificate and audit trail record names, email addresses, IP addresses and times so that the signature can be shown to be valid later.
- To bill: run free trials, charge subscriptions and send invoices and payment emails.
- To keep the Service safe: two-step verification, detecting suspicious sign-ins, enforcing limits, preventing fraud and abuse, and investigating security incidents.
- To communicate with you: sign-up and password emails, trial reminders, service and security notices, and replies to support requests.
- To meet legal obligations and enforce our Terms.
We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use the content of your documents to train artificial intelligence models.
4. How we share information
We share information only as described here:
- Within your organization. Administrators and members of an organization can see documents, folders and templates shared in that organization, and administrators can see members' names, roles and last sign-in. Documents marked private are visible only to their owner.
- With Signers and senders. The people on an envelope receive the document, and the completed document and certificate show each Signer's name, email and signing details.
- With service providers who process data for us under contract, only to run the Service:
| Provider | What they do |
|---|---|
| Stripe | Payment processing |
| Backblaze | Encrypted document storage and encrypted backups |
| Bluehost, Backblaze and InterServer | Servers that run the Service and a standby copy for recovery |
| Titan Email | Delivery of the emails the Service sends |
| Anthropic | Answers help chat questions; messages you type into the help chat are sent to it |
- For legal reasons. If required by law, subpoena or court order, or when needed to protect the rights, safety or property of our users, the public or us. Where allowed, we will tell the affected customer first.
- In a business transfer. If we are part of a merger, acquisition or sale of assets, information may move to the new owner under this Policy.
5. Cookies and similar technologies
The Service uses one essential cookie that keeps you signed in. It also stores a few preferences in your browser, such as the folder you last opened and which folders are expanded. We do not use advertising or analytics cookies. Because these are needed for the Service to work, there is no cookie banner to accept or decline them.
6. How long we keep information
- Account and billing information: while your account is open, then as long as needed for tax, accounting and legal purposes.
- Documents and signing records: until the customer deletes them or the account closes. After an account closes, the customer has 30 days to download documents, and then we delete them.
- Backups: deleted information can stay in encrypted backups for up to 30 days before it is overwritten.
- Security and audit logs: kept for at least one year so that signatures and account activity can be verified.
7. How we protect information
We encrypt connections with HTTPS, encrypt stored documents and backups, store passwords only as hashes, require two-step verification, sign out idle sessions, keep a tamper-evident audit log, and limit staff access. No method of storage or transmission is completely secure, so we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the authorities as the law requires.
8. Where information is stored
We store and process information in the United States. If you use the Service from outside the United States, your information will be transferred to the United States, where privacy laws may differ from those in your country.
9. Your choices and rights
- All users can view and update their name, email, password and preferences in the app, and can ask us to delete their account.
- Signers should contact the sender about the documents they signed. Deleting a signature from a completed document can make it invalid, so the sender decides what is kept.
- California residents have the right to know what personal information we collect, use and disclose; to access, correct and delete it; to opt out of its sale or sharing (we do not sell or share it); and to limit the use of sensitive personal information (we use it only to provide the Service). We will not treat you differently for using these rights. An authorized agent can make a request for you.
- People in the European Economic Area, the United Kingdom and Switzerland can also object to or restrict processing, ask for a copy of their information in a portable format, and complain to their local data protection authority. Our legal bases are performing our contract with you, our legitimate interests in running and securing the Service, and complying with law.
To make a request, email support@easesignature.com. We will verify your identity, usually by confirming the email address on your account, and reply within the time the law requires (45 days under California law). If your information belongs to a customer organization, we may pass your request to that customer.
10. Changes to this Policy
We may update this Policy. We will post the new version with a new effective date and, for material changes, tell account holders by email or in the app before they take effect.
11. Contact
Mindseal Systems, Inc.
4620 Lowell Ave., La Crescenta, CA 91214
Email: support@easesignature.com