Privacy Policy

1. Introduction

This Privacy Policy describes how DocuDomain ("we", "us") collects, uses, stores, and shares information when you use our electronic signature service (the "Service"). By using the Service you consent to the data practices described in this policy.

2. Information We Collect

Account information

Name, email address, password (stored only as an argon2 hash, never in plaintext), organization name, role within the organization, and locale preference.

Document content

The documents you upload, the field values your signers complete, the signature images they draw, type, or upload, and any saved signatures stored on your user profile. Saved signatures are envelope-encrypted at rest using AWS KMS.

Signing metadata

For each signing event we record the signer's IP address, browser user-agent, timestamp, the typed-name they used to confirm intent, and their acceptance of the ESIGN consent disclosure. This metadata is included in the Certificate of Completion appended to the signed document.

Payment information

When you purchase tokens, we record the token quantity purchased, the price paid, the last four digits of the card used, the card brand, and an internal transaction reference. We do not store full card numbers or CVV codes; full card data is handled by a PCI-DSS-validated third-party payment processor and never touches our servers.

Usage data

We log application activity — pages visited, actions taken, IP addresses, user-agents, and timestamps — to operate the Service, detect abuse, and improve security. This is collected via a system-wide activity log visible to our administrators.

3. How We Use Information

• To provide, maintain, and operate the Service for you;
• To process token purchases and refunds;
• To send transactional emails (verification, sign requests, reminders, completion notifications, receipts);
• To generate Certificates of Completion that serve as legal evidence of signing events;
• To detect, investigate, and prevent fraud, abuse, and security incidents;
• To respond to your support requests;
• To comply with legal obligations and respond to lawful requests from public authorities.

4. Information Sharing

We do not sell your personal information. We share information only as described below:

• With your signers and recipients. When you send a document, the recipients you specify see that document and may submit signatures and other field values into it.
• With service providers (data processors). We rely on Amazon Web Services (AWS) for document storage (S3), email delivery (SES), AI processing (Bedrock, when applicable), and infrastructure. Our payment processor handles card data on our behalf. These providers process data only as needed to perform services for us and are bound by their own contractual confidentiality obligations.
• For legal reasons. We may disclose information when required by law, subpoena, or other legal process, or when we believe in good faith that disclosure is necessary to protect rights, property, or safety.
• In a business transaction. If DocuDomain is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to standard confidentiality protections.

5. Data Storage and Security

Documents are stored in Amazon S3 with server-side encryption using AWS KMS-managed keys. Saved signatures are envelope-encrypted with per-signature data keys, themselves encrypted by a KMS-managed master key. All connections to the Service are encrypted in transit using TLS 1.2 or higher. Passwords are hashed using argon2id with per-password salts and are never recoverable.

We host the Service on infrastructure located in the United States.

6. Cookies and Sessions

We use a single session cookie to keep you signed in. The cookie is marked HttpOnly, Secure, and SameSite=Lax; it is signed with a server-side secret. We do not use third-party tracking cookies on the application or on the public marketing pages.

7. Data Retention

• Completed documents and their Certificates of Completion are retained indefinitely unless you delete them.
• Sent-but-incomplete documents expire 30 days after send and are then closed.
• Audit-trail entries (for the legal record of signing events) are retained indefinitely.
• Activity-log page-view entries are retained for 90 days; other activity-log entries are retained indefinitely.
• When you delete your account, account information is deleted and documents become inaccessible; some records may be retained as required by law or to resolve disputes.

8. Your Rights

You may access, correct, or delete your account information at any time by signing in to your account, or by contacting support. Depending on your state of residence, additional privacy rights may apply, including the rights provided by the California Consumer Privacy Act (CCPA). To exercise these rights, contact us at privacy@docudomain.com.

We will not discriminate against you for exercising any of these rights.

9. Children's Privacy

The Service is not directed to children under 18, and we do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us so we can take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will be posted on this page with an updated "Last Updated" date. Material changes will be communicated by email or by a notice in the application.

11. Contact

Privacy questions or requests can be sent to privacy@docudomain.com or via the support form.