PRIVACY POLICY
Last updated on 17 September 2026
1. Data controller
SignFree SRL, a company incorporated and existing under the laws of Belgium, with registered office at Avenue Louise 209A/7, 1050 Brussels, Belgium, and registered with the Crossroads Bank of Enterprises under number 0799.494.487 (hereafter "SignFree" or "we"), acts as a controller when it processes personal data of users who use its Site and e-signature platform ("data subjects" or "you"), for those cases where the General Data Protection Regulation n°2016/679 (hereafter "GDPR") applies.
2. Categories of personal data
We process the following categories of personal data: personal identification data (name, surname, e-mail address, phone number), electronic identification data (cookies, IP addresses, device and browser identifiers where necessary for the operation or security of the service), financial data (payment-related data processed by our payment provider, account identifiers).
For users who sign documents without a registered account (Free Plan), we may process only the data strictly necessary to provide the service (e.g. e-mail address for sending signing links, IP and technical data for audit trail and security).
3. Purpose of the processing
We will process these personal data for the following purposes:
- User account management: registration, management and modification of your registered account; provision of Free Plan, Pro Plan and other paid plans; subscription management.
Legal basis: the performance of the contract that binds us (cf. Terms and Conditions).
Storage period: for the duration of the subscription plan and two (2) years after closure of the subscription plan. - Management of the website and services: tracking of traffic to and the number of visitors to the websites, correspondence with customers ("help desk"), security and fraud prevention, audit trails for e-signatures.
Legal basis: our legitimate interests (organisation of our commercial activity, security, compliance); your consent where required.
Storage period: two (2) years after closure of your session or as required for audit and legal compliance. - Marketing: sending out newsletters, showing ads on social media.
Legal basis: your consent.
Storage period: as long as you have not unsubscribed.
4. Recipients
The personal data may be transferred to processors (such as IT service providers, hosting providers, payment processors, identity and authentication providers) who process data on our behalf and in accordance with our instructions. We ensure that such processors are bound by appropriate contractual obligations. We are not liable for the processing carried out by such processors beyond our obligations under applicable data protection law.
The current list of subprocessors, and the customer data-processing terms for envelope content (SignFree as processor; SignFree as controller for accounts, billing and analytics), is published on our Trust & Compliance page.
5. Data transfers
Your personal data are primarily processed within the European Economic Area. Where we or our processors transfer data to countries outside the EEA, we ensure appropriate safeguards are in place (such as adequacy decisions, standard contractual clauses or equivalent mechanisms) in accordance with applicable law.
6. Data subjects' rights
Under certain conditions, provided for in the General Data Protection Regulation n°2016/679, as a data subject you enjoy the following rights: the right to access, to rectify your personal data, to erase your personal data ("right to be forgotten"), to restrict and to object to the processing of your personal data, to data portability and the right not to be subjected to a decision based solely on automated processing, including profiling.
To exercise your rights, you can send an email to info@signfree.io with a reasoned request and proof of your identity.
As a data subject, you are entitled to lodge a complaint with a supervisory authority.
Should you have any question regarding the processing of your personal data by us, do not hesitate to send us an email to info@signfree.io.
7. Analytics and feedback tools
We use third-party analytics and user feedback tools to understand how visitors use our Site and to improve the user experience. These tools may collect information such as the pages you visit, your clicks and scroll behaviour, your device and browser information, and your approximate geographic location based on your IP address.
In particular, we may use services such as Hotjar (behaviour analytics and session recordings) and Appzi (in-app feedback widgets and surveys). These providers process data as our processors and are bound by appropriate contractual safeguards. For more information on how they process personal data, please refer to their respective privacy policies.
The use of such non-essential analytics and feedback tools is based on your consent where required by law. You can withdraw your consent or change your preferences at any time through your browser settings or, where available, through our cookie banner or cookie settings. For more information on the cookies and similar technologies we use, please consult our Cookie Policy.
8. Updates
We regularly review our processing of personal data of data subjects and strive to continuously improve our Privacy Policy. We may therefore amend or update our Privacy Policy from time to time as necessary. The revised Privacy Policy will take effect as soon as it is posted on our Site. We encourage you to review this page periodically. Your continued use of the Site after the posting of changes constitutes acceptance of those changes.