Privacy Policy

Last Updated: October 15, 2025

1. Introduction

Signova Inc. ("Signova," "we," "us," or "our") 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 platform and related services (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use the Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when using the Service, including:

Account Information: Name, email address, company name, phone number, job title, and password
Billing Information: Credit card details, billing address, and payment information (processed securely through our payment processor)
Profile Information: Profile picture, signature, initials, and other customization preferences
Documents: Files you upload, create, or sign through the Service
Communications: Messages, support requests, and feedback you send to us

2.2 Information Collected Automatically

When you access the Service, we automatically collect certain information, including:

Usage Data: Pages viewed, features used, time spent on pages, and navigation patterns
Device Information: IP address, browser type, operating system, device type, and unique device identifiers
Log Data: Server logs, error reports, and performance data
Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies

2.3 Information from Third Parties

We may receive information about you from third parties, including:

Authentication services (e.g., Google, Microsoft) if you use single sign-on
Payment processors for billing and transaction verification
Analytics providers to help us understand Service usage
Business partners and integrations you connect to the Service

3. How We Use Your Information

We use the information we collect for the following purposes:

Provide the Service: Create and manage your account, process documents, facilitate electronic signatures, and deliver core functionality
Process Payments: Handle billing, process transactions, and manage subscriptions
Improve the Service: Analyze usage patterns, develop new features, and enhance user experience
Customer Support: Respond to inquiries, troubleshoot issues, and provide technical assistance
Security: Detect and prevent fraud, abuse, and security threats
Communications: Send service updates, security alerts, and administrative messages
Marketing: Send promotional materials and product updates (with your consent)
Legal Compliance: Comply with legal obligations, enforce our terms, and protect our rights
AI and Analytics: Train and improve our AI algorithms for signature detection and document processing

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Your Consent

We share information when you explicitly authorize us to do so, such as when you share documents with other users or integrate third-party services.

4.2 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

Cloud hosting providers (AWS, DigitalOcean)
Payment processors (Stripe)
Email service providers
Analytics providers (Google Analytics)
Customer support tools

4.3 Business Transfers

If Signova is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.4 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities, including to meet national security or law enforcement requirements.

4.5 Protection of Rights

We may disclose information to protect the rights, property, or safety of Signova, our users, or others.

5. Data Security

We implement industry-standard security measures to protect your information, including:

Encryption: 256-bit SSL/TLS encryption for data in transit and AES-256 encryption for data at rest
Access Controls: Role-based access controls and multi-factor authentication
Security Audits: Regular security assessments and penetration testing
SOC 2 Type II Certification: Independently audited security controls
Employee Training: Regular security awareness training for all staff
Incident Response: Documented procedures for security incident management

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. Specifically:

Account Information: Retained while your account is active and for 90 days after account closure
Documents: Retained according to your subscription plan and for 90 days after cancellation
Audit Trails: Retained for 7 years to comply with legal and regulatory requirements
Usage Data: Retained for up to 2 years for analytics and service improvement

You may request deletion of your data at any time, subject to legal retention requirements.

7. Your Privacy Rights

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

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Portability: Request a copy of your data in a machine-readable format
Objection: Object to processing of your personal information
Restriction: Request restriction of processing your personal information
Withdraw Consent: Withdraw consent for processing where we rely on consent

To exercise these rights, please contact us at privacy@signova.ai. We will respond to your request within 30 days.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

We ensure appropriate safeguards are in place for international transfers, including:

Standard Contractual Clauses approved by the European Commission
Data Processing Agreements with all service providers
Compliance with applicable data protection frameworks

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. Types of cookies we use include:

Essential Cookies: Required for the Service to function properly
Performance Cookies: Help us understand how visitors use the Service
Functional Cookies: Remember your preferences and settings
Marketing Cookies: Track your visits across websites to deliver targeted advertising

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of the Service.

10. Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected, used, and shared
Right to delete personal information
Right to opt-out of the sale of personal information (we do not sell personal information)
Right to non-discrimination for exercising your rights

To exercise these rights, contact us at privacy@signova.ai.

12. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including:

Right to access your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Right to lodge a complaint with a supervisory authority

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

Posting the new Privacy Policy on this page
Updating the "Last Updated" date
Sending an email notification to your registered email address

Your continued use of the Service after such modifications constitutes acceptance of the updated Privacy Policy.

14. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Email: privacy@signova.ai
Data Protection Officer: dpo@signova.ai
Address: 7585 Priority Lane, Olive Branch, Mississippi, 38654

16. Compliance Certifications

Signova maintains the following compliance certifications and frameworks:

SOC 2 Type II: Independently audited security and availability controls
GDPR: Compliant with European data protection requirements
HIPAA: Business Associate Agreements available for healthcare customers
ISO 27001: Information security management system certification
CCPA: Compliant with California Consumer Privacy Act