Privacy Policy

Last updated: 1 October 2026

1. Who we are

Signing Flows is an electronic signature service operated by not configured yet (not configured yet). You can reach us at not configured yet or not configured yet. This policy explains what personal data the service processes, why, and what your rights are.

2. Whose data, and which data

The service processes data about three kinds of people.

Account holders (administrators and members of an organization, and individual account holders): name, email address, password (stored only as a one-way hash), the phone number you confirm if you want to receive sign-in codes on it, sign-in method, language, the identities you link (see section 5), an identifier your browser keeps so that a trusted device is not asked for a code every time, your roles and permissions, and the actions you take in the service, with the IP address and browser identification they came from (the activity log).

Signers and recipients of a document: name and email address as entered by the sender, the language of your notices, the access code if the sender set one (stored only as a one-way hash), and everything the evidence record keeps (see section 3).

Documents and their contents: the files uploaded by an organization and the data entered into them. They may contain personal data of anyone. The organization that uploaded them decides what they contain; we process them only to deliver the service to that organization.

3. The evidence record

Every signature workflow produces an evidence record so that the signed document can be relied on later. For each person who takes part it records: the name and email address as entered by the sender; the time of each notice sent to them and of each opening, consent, signature, approval or rejection; at the moments the person acts, the IP address, the browser identification (user agent) and a short fingerprint of the browser (derived from its user agent, language, screen size and time zone); how the person identified themselves (sign-in method, identity provider, assurance level, and, where a digital certificate was used, the certificate's holder, issuer and validity, and the identity document number that the provider reports for its holder); the name the person typed as the visible representation of their signature; and the cryptographic fingerprints of the document at each step. The evidence record is not deleted when the document's files are purged: it stays as the proof that the document existed and was signed (section 7).

4. Why we process it, and on what basis

• To provide the service that the organization contracted: creating, sending, signing and preserving documents, notifying the people involved, and producing the evidence record and completion report. Basis: performance of the contract with the organization, and the organization's legitimate interest in proving who signed what and when.
• To let you sign in and keep your account secure: sessions, second factors, trusted devices. Basis: performance of the contract and legitimate interest in security.
• To meter usage for billing: what was signed, sent or stored, by which account, in which period. Basis: performance of the contract.
• To answer your requests and support you. Basis: legitimate interest.
• To meet legal obligations, where they apply to the operator.

We do not use your data for advertising, we do not sell it, and we do not profile you.

5. Signing in with an external identity provider

An organization may allow or require signing in through an external identity provider (for example a company directory, a trust service provider, or a consumer provider such as Google or Microsoft). When you do, we receive from the provider a stable identifier of your account at that provider, your name, your email address and whether the provider has verified it, the provider's statement of how you authenticated, and, for some company directories, the identifier of the directory your account belongs to. We never receive your password. We link that identifier to your identity in the service, and the link is kept by the provider's identifier, never by the email address. The first time, the service links it on its own only when the provider says your email address is verified and that address belongs to exactly one identity in the service that has already proven it to us; otherwise you link it yourself from inside your account. Signing in through a provider never creates an account by itself.

6. Where your data goes

We use service providers to run the service. They process data only on our instructions and only for the purpose stated:

• a hosting provider, where the service and its database run;
• an email delivery provider, for notices and sign-in codes;
• an SMS and WhatsApp messaging provider, when this installation has that channel connected, for the sign-in codes of account holders who have confirmed a phone number;
• the push services of web browsers, when you turn on notifications: they carry a short notice, without the content of any document;
• a bot-protection provider on the sign-in page: the page loads that provider's script, and the check runs only when this installation turns it on;
• a payment provider, when an account pays through the service: card details are entered with that provider, not in the service;
• the trust service providers chosen by an organization, for identity verification and digital certificates: they receive what is needed to identify you and to sign (for a remote signature, the fingerprint of the document, not the document itself), under their own terms;
• the timestamp authorities configured for this installation, which receive only a fingerprint of the document, and the certificate authorities that are asked whether a certificate is still valid when a document closes;
• an organization's own document storage, when that organization has configured it: its documents are then stored under that organization's control;
• the systems an organization connects to the service (webhooks and the API), which receive what that organization sets up.

The names of the providers used by this installation are available on request from the operator. Data is not transferred to other third parties except where the law requires it.

7. How long we keep it

When a document closes, its files (the original and each signed version) are purged once the shortest of these periods has passed: the custody period of the account's plan, the document's own period if it has one, and the ceiling the organization sets for its account. Without a plan that sets a custody period, files are not purged. Files that a live template or the document library uses, or that are under a retention hold, are kept longer. When files are purged they are deleted from storage; the completion report and the evidence record are kept, as the proof that the document existed and was signed. This version of the service does not delete account data, sign-in records or the activity log on a schedule: they are kept until the operator deletes them. To ask for deletion, see section 10.

8. Cookies

The service uses only first-party cookies that are necessary to operate it: a session cookie and its companion security cookie once you sign in; a cookie that keeps a signing link open in your browser for two hours, and another that remembers that you entered a document's access code; and short-lived cookies (ten minutes) while you are redirected to an identity provider and back, or choose which account to enter. Your browser also keeps, on your device and not in a cookie, your language and display preferences and the identifier of a trusted device. There are no advertising or third-party analytics cookies, so no cookie banner is needed. The sign-in page loads the script of a bot-protection provider (section 6); what that provider keeps in your browser is described in its own privacy notice.

9. Security

Connections to the service are encrypted (HTTPS), and the service tells browsers to use only encrypted connections to it. Passwords are stored only as a one-way hash. Secrets held on your behalf (such as the credentials of a connector) are encrypted at rest. Access to data is restricted by account and by role, enforced in the application and again in the database itself, and administrative actions are written to the activity log. The evidence record chains each event to the previous one, so that altering an event without rewriting the rest of the chain can be detected. No service can promise absolute security; if we learn of a breach affecting your data we will notify the affected organization without undue delay.

10. Your rights

Depending on where you live, you may have the right to access the data we hold about you, to have it corrected or deleted, to restrict or object to its processing, and to receive it in a portable form. For data processed on behalf of an organization (documents, evidence records), that organization is the controller and we will refer your request to it or act on its instructions. To exercise a right, contact us at not configured yet. You may also complain to your data protection authority.

11. Children

The service is intended for adults acting in a professional or personal capacity and is not directed at children.

12. Changes

We may update this policy. The version date at the top changes when we do, and material changes are notified to organization administrators.

13. Contact

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