Privacy Policy

1. Who we are and our role

MyESign is a socialDNA product provided by SocialDNA Systems LLC, a limited liability company organized in Virginia, USA ("we", "us").

• For the documents and the signer details a sender uploads, the sending business decides what to send and to whom. It is the controller of that data, and we process it on its behalf to deliver the envelope, collect the signatures and seal the result.
• For senders' accounts, billing, security logs and the signing evidence we keep (who opened and signed, when, from where and how), we are the controller.

You can reach us, including our data protection contact (in Brazil, our encarregado), at privacy@socialdna.app. If you signed a document, you can also contact the business that sent it to you.

2. The short version

• Signers do not need an account. A signer opens a personal link, reads the document and signs by typing or drawing a signature, or by saying "I agree" on a recorded phone call.
• When someone signs, we record evidence: the time the link was opened and the time of signing, the IP address, the browser (user agent), the method used, the consent given and the signature itself. This evidence is printed on a certificate page attached to the signed PDF, which every party to the envelope receives.
• Phone-call signatures are recorded and transcribed. The call says so in its first sentence, and the recording and transcript become part of the signature evidence.
• Text messages are never sent without the recipient's recorded consent. Text invitations are not active yet (section 3.4).
• Payments go through Stripe. We never see or store your full card number.
• We do not sell your data, we do not show ads, and we do not use your documents to train AI models. Documents are never sent to an AI provider.

3. What we collect and why

3.1 Sender accounts and teams

Your name, email address and password, and the name of your company or team. Sign-in is handled by Firebase Authentication (a Google service); we never see your password in readable form. We also keep the team you belong to and your role in it (for example owner, manager or member), because only people of a team can send its envelopes, and only owners and managers can create API keys and webhooks. When you create your account we record your acceptance of our terms, with the time, your IP address and your browser. We use this data to create and protect your account, to send account emails and to know who did what in your team.

3.2 Documents and envelopes

The PDF you upload (up to 25 MB, from the app or through the API, as a file or from an https address you give us), its page count and its SHA-256 fingerprint; the envelope's title, number, optional message to the signers, signing order (in sequence or all at once), expiry date (30 days by default), the map of fields you placed (signature, initials, date, name, text), the options you chose (identity check, certified mail copy) and an optional reference from your own system. Each envelope keeps a timeline of what happened (created, sent, invited, opened, signed, declined, voided, completed). We use this only to run the envelope for you.

3.3 Signers' details (provided by the sender)

For each signer the sender gives us a name and, depending on the channel, an email address or a mobile phone number, and may pre-fill field values (for example a company name or an address). If you are a signer, this is how we got your details: from the business that sent you the document. Other signers of the same envelope see your name and whether you have signed.

3.4 Invitations and the channels we use

• Email — the invitation is sent from MyESign in the sender's name through Microsoft 365.
• WhatsApp — a short message with the personal link, sent through WhatsApp Business (Meta's WhatsApp Cloud API or Twilio). It is delivered only when our WhatsApp sender is active; if it cannot be delivered, the sender sees the failure and can share the link another way.
• Text message (SMS) — not active yet. Our toll-free number is waiting for carrier verification, and until then nothing is sent. Even after that, a text is sent only to a number whose owner has given recorded consent to receive texts from us; a number that replied STOP never receives one.
• Phone call — see section 3.6.
• Personal link — the sender can copy the link and share it however it wants, or open it inside its own website with our sign button.

For every invitation we keep the channel, the destination, the time and whether it was delivered. A reminder creates a new link and the old one stops working.

3.5 What we record when someone opens, signs or declines

• When the link is first opened: the time.
• When you sign: the time; your IP address; your browser's user agent; that you ticked the consent to use electronic records and signatures; the method (typed, drawn or voice); the full name you typed; your drawn signature image or your typed name; your initials and the pages you initialed; and the values you entered in the fields.
• When you decline: the time, your IP address, your browser and the reason, if you give one.
• The link itself contains a random secret. We store only a fingerprint (SHA-256) of that secret, never the secret itself.

We use this as evidence that the signature was made, by which method and when, for the sender, for the other signers and for you.

3.6 Signing by phone call (voice signature)

If the sender chooses the phone-call channel, or you tap Call me now on the signing page, we call the mobile number the sender has for you (United States numbers only, in English, up to 6 minutes). An AI assistant says it is an AI and that the call is recorded, confirms who is speaking, describes the document using only its title and the sender's message, and asks whether you agree to sign by voice; you sign only by saying "I agree" and your full name. We keep: the phone number, the call times and status, the transcript of what both sides said (shown live on the screen) and a two-channel recording of the call. The last lines of the transcript are printed on the certificate. To run the call, our telephone, speech and AI providers process it (section 8).

3.7 Identity verification (optional)

A sender with socialDNA ID active can require each signer to verify their identity before signing (a driver license scan and a selfie on the phone). The verification itself is carried out by socialDNA ID under its own privacy notice. MyESign receives and keeps only the result: the verification number, its level, the time and a short summary (document type, the selfie-to-ID-photo match score, the result of our face engine, which is not certified, the sanctions-list check and who approved it). This result is printed on the certificate.

3.8 The sealed PDF and its certificate

When the last person signs, we stamp the signatures into the PDF, attach a certificate page, compute a SHA-256 seal over the envelope, the original document fingerprint and every signature, and ask an independent time-stamping authority for an RFC 3161 timestamp of that seal (when it is available). The sealed PDF is saved in the sending team's DOCZ, our document vault. The certificate page lists, for every signer, the name, email or phone, the time opened and signed, the method and the IP address, plus the identity result and the voice transcript excerpt when they apply. Every party who receives the sealed PDF can read it.

3.9 API keys, sign button and webhooks

For a team that uses the API we keep each key's name, its first characters, a SHA-256 fingerprint of the key (the full key is shown once and never stored), its permissions and when it was last used. For each webhook we keep the address, the events, its signing secret and the result of the last deliveries. Webhook messages that we send to the sender's own systems contain envelope data (number, title, the sender's reference, signer names, statuses, times, method and the seal).

3.10 Billing and payments

Each signature creates a usage line of US$1 on the sending team's billing account, with the envelope number, a short title and the signer's name, so the team can check its statement. Card payments are made on Stripe's page; Stripe tells us the result and a customer or payment reference. We never receive or store your full card number.

3.11 Security, audit logs and your browser

• Every change to an envelope, invitation, key or webhook is written with an audit record (who, what and when). Our servers also log IP addresses, times, requests and errors to keep the service safe and working.
• In your browser: the app keeps your sign-in session (Firebase) and your language choice (a sdna.lang cookie and local storage). The signing page keeps nothing in your browser — its secret stays in the address after the # sign, which browsers do not send to servers.
• These pages and the signing page load fonts from Google Fonts, which sees your IP address. We use no advertising or analytics trackers on them.

3.12 Support

What you send when you ask for help: your message, your email address and any screenshots.

4. Legal bases (EU, UK and Brazil)

If the EU or UK GDPR or Brazil's LGPD applies, these are the legal bases. Where the sender is the controller (section 1), it is the sender who must have a legal basis to send the document and the signer's details to us.

Where we rely on consent, you can withdraw it at any time; this does not affect what was done before. Where we rely on legitimate interests, you can object (section 12).

5. Where your data is stored

• Documents and sealed PDFs: a private Google Cloud Storage bucket in the United States (us-central1, Iowa), reachable only through our servers. Sealed PDFs are also listed in the sending team's DOCZ.
• Envelopes, invitations, signing evidence, keys, webhooks, billing lines and call transcripts: our database on MongoDB Atlas.
• Sign-in: Firebase Authentication (Google). Servers and logs: Google Cloud.
• Call recordings: kept by our telephone provider, Twilio, and linked to the envelope.

6. How long we keep it

7. Who sees your data

• The sending team sees the envelope, every signer's details and status, the signing evidence, any call transcript and the sealed PDF.
• The other signers of the same envelope see your name and status while it is open and, once it is completed, the sealed PDF with its certificate (which includes your email or phone and your IP address).
• The sender's own systems, if the sender connected a webhook or uses the API.
• Service providers that process data for us, under contracts that limit them to our instructions (section 8).
• When the law requires it. We disclose data when required by a valid legal order or to protect someone's life or safety, and we tell the people concerned first unless the law forbids it or it is an emergency.
• If the business changes hands. If SocialDNA Systems LLC is merged, acquired or sells MyESign, data may pass to the new owner under this policy; we will tell you before that happens.

8. Service providers

socialDNA ID (identity verification) and PostKite (certified mail) are other socialDNA products used only when the sender turns them on, under their own notices.

9. International transfers

We are based in the United States and our cloud is in the United States. If you send or sign from another country, your data is processed in the United States, where privacy laws may differ from yours. When the EU or UK GDPR or Swiss law applies, we rely on the European Commission's Standard Contractual Clauses (and the UK Addendum) with our providers. When Brazil's LGPD applies, we use the mechanisms of its Article 33, including the standard contractual clauses approved by the ANPD. You can ask us for a copy of these safeguards.

10. Security

• Connections to our servers use TLS. Documents sit in a private storage bucket and are served only through our servers to people with a valid link or a team account; data in our cloud and database is encrypted at rest by the providers.
• Signing links carry a random secret that we store only as a fingerprint; a reminder replaces the link, and voiding the envelope stops all links.
• API keys are shown once and stored only as fingerprints. Webhook messages are signed (HMAC-SHA256) so the receiver can check they came from us.
• The SHA-256 seal and the RFC 3161 timestamp make any later change to a sealed PDF detectable.
• Access by our staff is limited to people who need it to run the service, give support, keep it secure or meet legal obligations.
• If a breach affects your data, we will notify you and the authorities as the law requires.

No system is perfectly secure. Keep your password and API keys private and do not forward your signing link.

11. Phone calls and recording consent

• Every signing call starts by saying that the assistant is an AI and that the call is recorded, and asks who is speaking.
• You sign only by saying "I agree" and your full name. If you say no, hesitate, want to read first, or someone else answers, nothing is signed and the written link keeps working.
• The assistant only describes the document using its title and the sender's message. It never asks for card, bank or Social Security numbers.
• Calls are placed only to United States numbers. The sender must have your permission to call you at that number (see our Terms).

12. Your rights and how to use them

Everyone

Wherever you live, you can ask to access, download, correct or delete your data, and withdraw any consent. Senders can download every sealed PDF from the app or the API. If you are a signer, the sending business decides about the document it sent you; we will help you reach it and act on its instructions, and we may keep signing evidence that is needed to establish or defend legal claims.

EU, EEA, UK and Switzerland

Under the GDPR you also have the rights to restriction, to portability and to object to processing based on legitimate interests, and the right to complain to your data protection authority (in the UK, the ICO).

Brazil (LGPD)

Under Article 18 of the LGPD you may ask for confirmation of processing; access; correction; anonymization, blocking or deletion of unnecessary or excessive data; portability; deletion of data processed with consent; information about the entities we share data with; information about not consenting and its consequences; and revocation of consent. You may also petition the ANPD.

California and other US states

Under the CCPA as amended by the CPRA, California residents have the right to know, delete and correct personal information, to opt out of its sale or sharing, to limit the use of sensitive personal information and not to be discriminated against. We collect identifiers (name, email, phone, IP address, account IDs), customer records, commercial information (signature usage and payments), internet activity (signing evidence and logs), audio (phone-call recordings and transcripts) and sensitive personal information (account log-in; the identity-verification result when a sender requires it). We use them for the purposes in section 3, disclose them only as described in sections 7 and 8, and do not sell or share them; we treat a Global Privacy Control signal as a request to opt out. Residents of Virginia, Colorado, Connecticut, Texas, Oregon and other states with privacy laws have similar rights, including to appeal our decision: reply to our answer with the word "Appeal". If we deny the appeal, you can contact your state Attorney General.

How to make a request

1. Write to privacy@socialdna.app from the email address on your account, or tell us which envelope you signed (its number, such as ES-…).
2. We confirm it is you before acting (from your signed-in account, or with a code sent to your email or phone).
3. We answer within the time the law gives — 15 days in Brazil for a full access report, one month in the EU and UK (extendable by two months) and 45 days in California (extendable by 45 days). Requests are free.
4. To delete a sender account, see Delete your account.

13. Children

MyESign accounts are for people aged 18 or older. MyESign is not directed to children, and we do not knowingly collect data from children under 13 (or under 16 where the law sets a higher age). If we learn that this happened, we delete it. A sender must not send documents for signature to a minor where the law does not allow the minor to sign.

14. Changes to this policy

We will update this policy as MyESign changes. For important changes we will tell senders in the app or by email at least 30 days before they take effect and, where the law requires, ask for consent again. The version is shown at the top of this page; earlier versions are available on request.

15. Contact

• SocialDNA Systems LLC · Virginia, USA
• Email: privacy@socialdna.app
• Help center: MyESign help

If you are in the EU, the UK or Brazil and are not satisfied with our answer, you can complain to your data protection authority (in Brazil, the ANPD).