Privacy policy

ShareSign, Inc., 169 Madison Ave STE 15132, New York, NY 10016, USA, is the controller for the account data of people who use ShareSign, and a processor for the documents and signer data that senders put into the service. This policy applies from 1 October 2026. Use the support form for anything privacy-related.

What we collect and why

Data	Why	Kept for
Name, email, sign-in details	To run your account and identify you on documents	While your account exists; a minimal deletion marker without your name, email or saved images remains to prevent delayed identity events restoring access
Documents, fields, messages you upload or send	To provide the service you asked for	Until you delete them or your workspace
Data room files and previews	To share files with the people you authorise	Files are purged when you delete the room or workspace; the room's index and activity record remain with the workspace until it is deleted
Room guests, groups, permissions and activity	To control access and record what was shared	With the workspace; deleting a room removes access, while its activity record remains until workspace deletion
Signer name and email, provided by the sender	To deliver the document and identify the signer	With the document
A signer's mobile number, provided by the sender when they ask for a code to be texted to it	To text the code the signer types in before the document opens	With the document
Replies through a private reply address, when a sender keeps their address private	To pass each message between the sender and the people they sent the document to; the message itself is not stored	Who wrote, about which document, and whether it was passed on, with the document
Support requests: your message, the address to reply to, the account and document it is about, and any screenshots you attach	To answer you	One year after you send it; a message whose address was never confirmed, one day
Status page subscriptions: your email address	To email you when an incident is posted, updated or resolved	Until you unsubscribe; an address never confirmed, one day
Signer network address, browser, and timestamps	To create a legally reliable record of the signature	With the document, as part of its audit trail
For anyone checking a file at sharesign.co/verify: the file's fingerprint (never the file, which stays on their device) and their network address	To answer the check, and to limit how many checks one address makes	The fingerprint is not stored; the address only until the limit's window has passed
Signature and initials images	To place them on the document, and, if you choose, to reuse them	With the document; saved signatures until you remove them
Billing details	To charge for paid plans; card numbers are held by our payment processor, never by us	As required by tax law, typically 7 years
Product usage and error reports, under pseudonymous ids	To fix problems and improve the service	Up to one year, then deleted

Signing documents remain recoverable for 30 days after deletion, then their files and records are purged. Workspace deletion removes live workspace data and queues permanent file erasure. Daily backup copies expire within 30 days. Minimal file fingerprints, seal codes and timestamp proofs remain to let a copy be checked after deletion.

We do not sell personal data, and we do not use your documents for advertising or to train models.

Where data lives

Each workspace has a data region. Documents, signatures, and exports for European workspaces are stored in the European Union; others in the United States. Your workspace's region is shown in its settings. Our sub-processors and their locations are listed on the sub-processor page.

Signers who are not users

If someone sends you a document through ShareSign, the sender is responsible for the lawful basis for sharing your details with us. We process your name, email, the document, your signature, and the technical details above solely to deliver, record, and prove the signing. Before you sign, the signing page tells you what is recorded.

People we write to about ShareSign

We email people at businesses in the United States that ShareSign may help, about ShareSign. For that we hold a person's name, work email address, job title, company, and city and state, found through a business data provider or in a list of business contacts, and the emails we exchange. We write at most three short emails, stop when you reply or unsubscribe, and do not write again within six months. Every email has a link that stops them at once; replying "no" does the same. An address that unsubscribed is kept only so that it is never written to again. We are the controller for this data; ask the support form what we hold about you, or to delete it.

Your rights

Depending on where you live, you can access, correct, export, or delete your data, object to or restrict processing, and complain to a supervisory authority. Account holders can export and delete from settings without asking us. Signers and anyone else can reach us through the support form; we respond within 30 days.

Cookies

We use cookies to keep you signed in and to remember which workspace you were using, first-party cookies to measure how the site and the app are used, and one that shows you the same version of a page each time you visit. None are used for advertising or to follow you across other sites. Details are on the cookies page.

Security

Data is encrypted in transit and at rest. File links issued on a page expire within 15 minutes. Links emailed for signed documents and exports last seven days. Every document's audit trail is hash-chained and append-only. More on the security page.

Changes

We will tell account holders about material changes and ask for acceptance where the law requires it.