01Legal Validity of E-Signatures

Are signatures collected through SignOfficial legally binding?

Yes — in most cases. Electronic signatures are recognized as legally binding under several major frameworks, including:

The U.S. Electronic Signatures in Global and National Commerce Act (ESIGN Act, 2000)
The Uniform Electronic Transactions Act (UETA), adopted in most U.S. states
The EU eIDAS Regulation for transactions within the European Union
Comparable national laws in Canada (PIPEDA), the UK (Electronic Communications Act), Australia, and many others

Under these laws, a signature cannot be denied legal effect solely because it is in electronic form. SignOfficial captures the signer's intent, identity (via email), timestamp, and document fingerprint — the key elements courts and regulators look for.

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When is an e-signature sufficient?E-signatures are generally valid for contracts, NDAs, service agreements, waivers, employment paperwork, lease agreements, and most everyday commercial documents. For highest enforceability, ensure all parties sign willingly, receive a copy, and the document clearly states its purpose.

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Exceptions — when e-signatures may not be sufficientCertain documents may require a wet (handwritten) signature, notarization, or witnessing by an officially recognized party — including wills and testamentary documents, adoption and family court filings, real estate deeds in some jurisdictions, and certain government forms. If you are unsure whether your document qualifies, consult a licensed attorney in your jurisdiction.

02Our Role & Limitations

What SignOfficial is — and is not

SignOfficial is an electronic signature platform. We provide the technology infrastructure for you to send, sign, and manage documents digitally. We are not a law firm, a notary, or a court-recognized official.

What we do

Deliver documents to specified recipients via email for electronic signature
Record each signature event with a timestamp, IP address, and the signer's email
Generate a signed PDF with an audit trail embedded in the document
Host public signing links for waivers and open-enrollment documents
Send email notifications to document owners when signatures are completed

What we do not do

We do not serve as an in-person witness or notary for any document
We do not provide legal advice on whether a document is valid or enforceable
We do not verify the true identity of signers beyond their email address
We do not guarantee that your specific document type is legally sufficient in your jurisdiction

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E-witness vs. in-person witnessSignOfficial acts as an electronic record-keeper — sometimes described informally as an "e-witness" — meaning we log and timestamp the signing event. This is distinct from a legal witness who must physically observe a signature in person. Documents that legally require a physical witness (such as wills in many jurisdictions) are not satisfied by our platform alone.

03What We Collect

Information we collect

Information you provide

Your email address when you purchase a plan or send a document
Recipient email addresses you provide when sending private documents
The PDF documents you upload for signing
Template names, field configurations, and settings you create

Information collected during signing

Signer's email address and the timestamp of each signature event
IP address of the device used to sign (for audit trail purposes)
Drawn or typed signature image captured at signing
Document completion status and any decline or void events

Usage and technical data

Browser type, device type, and general location (country/region)
Pages visited, features used, and session duration
Error logs and performance data used to improve the service

04How We Use Your Data

How we use the information we collect

To deliver documents to recipients and process signature requests
To generate completed, signed PDFs with embedded audit trails
To send email notifications about document status (sent, signed, completed)
To process payments via our payment processor (Stripe)
To maintain your document history linked to your email address
To detect and prevent fraud, abuse, and unauthorized access
To improve the reliability and usability of the platform

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No account requiredSignOfficial uses your email address as your account identifier. All documents and purchase history are linked to your email — no password is required. This means anyone with access to your email can access your documents via a verification link.

05Your Documents

How we handle your documents

The documents you upload to SignOfficial are stored securely in encrypted cloud storage (AWS S3). We treat your documents as confidential and do not read, sell, or share the content of your documents with third parties except as described below.

Documents are encrypted at rest and in transit using industry-standard TLS and AES-256 encryption
Private documents are only accessible to the sender and specified recipients via secure, time-limited links
Public document links are accessible to anyone with the link, by design — you control whether to publish or deactivate the link
Completed signed PDFs are available for download by the document owner for as long as the document is retained

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Confidential documentsIf your document contains sensitive personal, financial, or legal information, you are responsible for ensuring that the recipient list is correct before sending. SignOfficial does not review document content for sensitivity and cannot recover documents sent to incorrect recipients.

06When We Share Data

When we share your information

We do not sell your personal data. We share information only in the following limited circumstances:

With Stripe to process payments — Stripe's privacy policy governs any data shared with them
With AWS to store and deliver documents — AWS acts as our infrastructure provider
With email delivery services (AWS SES) to send document notifications and signing invitations
With legal authorities if required by law, court order, or to protect the rights and safety of users
With a successor entity in the event of a merger, acquisition, or sale of assets

07Data Retention

How long we keep your data

We retain your documents and signing records for as long as your plan covers active storage. Completed documents and their audit trails are kept so you can access legally relevant records when needed.

If you wish to delete your documents or data, you may contact us at [email protected]. Note that deleting signing records may affect the enforceability of completed agreements, and we recommend downloading a copy before requesting deletion.

08Security

How we protect your data

We use a combination of technical and organizational measures to protect your information, including:

HTTPS/TLS encryption for all data in transit
AES-256 encryption for documents stored at rest in AWS S3
Time-limited, signed URLs for document access — links expire and cannot be reused indefinitely
Email-based identity verification before document access is granted
Serverless infrastructure with automated security patching via AWS Lambda

No system is perfectly secure. While we take security seriously, we cannot guarantee absolute protection against all threats. You are responsible for keeping your email account secure, as it is the primary means of accessing your SignOfficial documents.

09Your Rights

Your choices and rights

Depending on where you live, you may have rights over your personal data including:

Access — request a copy of personal data we hold about you
Correction — request that inaccurate information be corrected
Deletion — request removal of your data, subject to legal and operational requirements
Portability — request your data in a machine-readable format where applicable
Objection — object to processing in certain circumstances

To exercise any of these rights, contact us at [email protected]. We may need to verify your identity (via email) before acting on your request.

10Changes to This Policy

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the platform, our practices, or legal requirements. When we do, we will update the date at the top of this page.

For significant changes, we will notify active users via email. Continued use of SignOfficial after changes take effect constitutes acceptance of the updated policy.

11Contact Us

Get in touch

If you have questions about this Privacy Policy, how we handle your data, or want to exercise your rights, please reach out:

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Email: [email protected]

SignOfficial is operated by Modern Deployment LLC.