Privacy Policy

Last Updated: December 2024

KolaySign ("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.

1. Information We Collect

1.1 Personal Information You Provide

  • Account Information: Name, email address, password
  • Profile Information: Job title, company name, phone number
  • Payment Information: Billing details (processed by Stripe)
  • Documents: Files you upload for signing
  • Signatures: Electronic signatures you create

1.2 Information Collected Automatically

  • Device Information: IP address, browser type, operating system
  • Usage Data: Pages visited, features used, click patterns
  • Cookies: Session and preference cookies

2. How We Use Your Information

  • Creating and managing your account
  • Processing documents and signatures
  • Delivering notifications and alerts
  • Providing customer support
  • Improving and developing the Service
  • Detecting and preventing fraud

3. Legal Basis for Processing (GDPR)

We process your personal data based on:

  • Contract: To provide the Service you requested
  • Legitimate Interest: To improve and secure the Service
  • Consent: For marketing communications
  • Legal Obligation: To comply with applicable laws

4. Data Sharing

We share your information with:

  • Document Recipients: When you send documents for signing
  • Team Members: When you collaborate on documents
  • Service Providers: Cloud hosting, email, analytics providers
  • Legal Authorities: When required by law

We do not sell your personal information.

5. Data Retention

  • Account data: Until account deletion
  • Documents: As long as needed by you
  • Signed documents: 7 years (legal compliance)
  • Log data: 90 days

6. Your Rights

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Export your data (data portability)
  • Delete your account and data
  • Restrict or object to processing
  • Withdraw consent

To exercise your rights, go to Settings → Privacy or email privacy@kolaysign.com.

7. Data Security

We implement security measures including:

  • TLS 1.3 encryption in transit
  • AES-256 encryption at rest
  • Role-based access controls
  • Regular security audits

8. Cookies

We use cookies for authentication, preferences, and analytics. For details, see our Cookie Policy.

9. Children's Privacy

Our Service is not intended for children under 16. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or in-app notice.

11. Contact Us

Email: privacy@kolaysign.com
Data Protection Officer: dpo@kolaysign.com

This Privacy Policy should be read alongside our Terms of Service and Cookie Policy.