Privacy policy

Sign Squirrel ("Sign Squirrel", "we", "us") is an electronic signature service. This policy explains how we handle personal data when you use our website, web app, API and AI connector (together, the "Service"). The Service is operated by MagisSolutions, Inc., a company registered in the Philippines, with its office at D1 Unit GS4-02V, 2F Gems Plaza Bldg., Circumferential Road, Dalig, Antipolo City, Rizal, Philippines.

Who is responsible for your data

For account holders, website visitors and billing, we decide how your data is used and act as the controller.

Documents are different. When a team uploads or writes a document and sends it to signatories, the team decides what goes into it and who receives it. For that content, and for the signatory details the team enters, the team is the controller and we process the data on its behalf as a processor, under the data processing terms in our Terms of service.

What we collect

Account information

• Your name and email address, and whether your email is verified.
• Your password, stored only as a one-way hash.
• Two-factor authentication secrets and recovery codes, if you turn two-factor authentication on.
• The teams you belong to, your role in each, and which team you last worked in.
• Invitations you send: the invitee's email address and the role offered.

Documents

• The document title, the Markdown body or uploaded PDF file, and any personal message you add to the signature request.
• The document's status (draft, pending, completed, declined or voided) and the times it was sent, completed or voided.
• A SHA-256 fingerprint of the content, recorded when the document is sent, so any later change can be detected.
• A change history of a document's title, body, message and status, together with which user made the change.

Signatories

For every person asked to sign, we store:

• Their name and email address, as entered by the sender, and their position in the signing order.
• When they viewed the document, accepted the electronic-records consent, signed or declined, and any reason given for declining.
• Their signature — either a typed name or a drawn image — and a fingerprint of that signature.
• The IP address and browser user agent used when signing.

Audit trail

Each document keeps a tamper-evident audit trail. Every event (for example: created, sent, viewed, consented, signed, declined, completed) records the time, the IP address and user agent of whoever triggered it, and a hash that links it to the previous event. This trail is what makes a signed document hold up as evidence, so it cannot be edited — see How long we keep data.

Billing

Payments are handled by our payment provider. We never see or store your card details. We store the provider's customer and subscription identifiers for your team, the subscription status, and when the current period ends. Our payment provider is the merchant of record: it is the seller for your purchase and collects the billing details it needs, such as your address and tax ID, under its own privacy policy.

Custom signing domains

Teams on a paid plan can send documents from their own domain. We store the hostname and its verification and certificate status, and register it with our content delivery provider so it can be served securely.

API tokens and AI connectors

When you create an API token we store its name, the user and team it belongs to, a SHA-256 hash of the token (never the token itself), and when it was last used. See AI connectors for what flows through the connector.

Messages you send us

If you use our contact form we receive your name, email address, subject and message, which are forwarded to us by email.

Technical and usage data

• Analytics. We use an analytics service to understand how the website and app are used. It sets cookies and receives information such as pages visited, approximate location and device details. It does not log or store your IP address. Analytics cookies are only set if you accept them in the cookie banner, and you can change your mind at any time from Cookie settings in the footer or the account menu.
• Error monitoring. When something breaks we send error reports to an error-monitoring service. Reports can include the URL, browser details, and the signed-in user's account details, such as their user id, name and email address.
• Diagnostics. In production our internal debugging tool (Laravel Telescope) records only exceptions, failed requests, failed background jobs and scheduled tasks. Those records can include request data; CSRF tokens and cookies are stripped. Access is limited to our administrators. These records are deleted after 365 days.
• Email log. We keep a log of the emails the Service sends (recipient, subject and body) so we can confirm delivery and help with support requests. Entries are deleted after 365 days.
• Server logs. Like any web service we log requests, including IP addresses, for security and troubleshooting. These logs are deleted after 14 days.

Cookies

How we use it

• To provide the Service — create accounts, store and send documents, collect signatures, produce signed copies and certificates of completion, and email signing links and status updates.
• To prove what happened — keep the audit trail and content fingerprints so a signed document can be relied on later.
• To bill you — manage subscriptions and plan limits through our payment provider.
• To keep the Service secure and working — prevent abuse and spam, rate-limit requests, investigate errors, and back up data.
• To improve the Service — understand aggregate usage through analytics.
• To talk to you — answer support requests and send essential service messages.

We do not sell personal data, and we do not use the content of your documents to train machine-learning models.

Where data protection laws such as the GDPR or UK GDPR apply, we rely on these legal bases:

• Contract — to provide the Service, send emails about it, and bill you.
• Legitimate interests — to keep the audit trail, keep the Service secure, investigate errors, and understand how it is used in aggregate.
• Consent — for analytics cookies.
• Legal obligation — to keep billing records and respond to lawful requests.

Emails we send

• Signature requests to each signatory, containing a private signing link.
• Notifications to the sender when a signatory signs or declines, and when a document is completed.
• Team invitations, email verification and password reset messages.

Signing links are unique to each signatory. Anyone who has a signatory's link can open that signing page, so treat signing links like passwords and don't forward them.

Who we share data with

We share personal data only with service providers that help us run the Service, and only as much as they need. They fall into these categories:

For the current list of providers, contact us using the details below.

Within a team, every member can see the team's documents, their signatories and audit trails. Signatories see the document they're asked to sign and, once it's completed, the names of the other signatories on the certificate of completion.

We may also disclose data if required by law, to protect our rights or users' safety, or as part of a merger or acquisition.

AI connectors (Claude, ChatGPT and other MCP clients)

Sign Squirrel offers a Model Context Protocol (MCP) server at https://signsquirrel.app/mcp so you can draft, send and track documents from an AI assistant such as Claude or ChatGPT. Nothing is shared with an AI assistant unless you connect it yourself.

How access works

• You connect the assistant by signing in to Sign Squirrel and approving access (OAuth). The assistant never sees your password.
• Each connection is bound to a single team and can only reach that team's documents.
• The assistant acts with the permissions of the user who approved the connection, and the same plan limits apply as in the web app.

What the assistant can send us

When you ask the assistant to create a document, it sends us the title, the Markdown body, an optional message, and each signatory's name and email address. We process this exactly as if you had entered it in the web app — including emailing signatories if you ask it to send.

What we send back to the assistant

When the assistant lists, reads, creates or sends a document, our response can include:

• Document ids, titles, statuses, content fingerprints, and sent/completed times.
• The full Markdown body of the document.
• Each signatory's name, email address and status, and when they viewed, signed or declined.
• A link to open the document in the Sign Squirrel web app.

Signatories' private signing links are never returned to the assistant. They are only emailed to the signatories themselves.

Once that information reaches the assistant, it is handled by the AI provider under its own terms and privacy policy (for example Anthropic's or OpenAI's), and may be stored in your conversation history. We don't receive your conversation with the assistant — only the requests it makes to our tools.

You stay in control

• Ask the assistant to save a draft instead of sending, and review it in the web app before anything goes out.
• We record when a credential was last used, so you can see if a connection is active.
• To revoke access, delete the token under AI & API in the Sign Squirrel sidebar. The connection stops working immediately. You can also remove the connector from the assistant's settings (in Claude: Settings → Connectors; in ChatGPT: Settings → Apps & Connectors). Removing it in the assistant alone does not delete the credential on our side.

Read the AI connector guide for setup steps and the full list of tools.

How long we keep data

• Account data is kept while your account is open. When you delete your account, we permanently delete it together with every team you own and all of those teams' documents, signatories, audit trails, files, API tokens and invitations — including completed documents. Audit events you recorded on other teams' documents are kept, without your name attached.
• Documents you delete are first soft-deleted and are no longer visible in the app. They and their files are permanently deleted after 365 days.
• Signed documents and audit trails, including signatories' IP addresses and user agents, are kept for as long as the team that owns them exists, so they can serve as evidence of the agreement.
• Backups are deleted automatically after 365 days.
• Billing records are kept as long as tax and accounting law requires.

Security

We use HTTPS everywhere, hash passwords and API tokens, support two-factor authentication, fingerprint document content when it is sent, and chain audit events together so tampering can be detected. No system is perfectly secure; if we learn of a breach affecting your data we will notify you and the relevant authorities as the law requires.

International transfers

We host the Service in Singapore, and some of our service providers process data in other countries, including the United States. Where data from the EEA or UK goes to a country without an adequacy decision, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses or the EU–US Data Privacy Framework.

Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain processing, and to withdraw consent. You can update your name and email and delete your account from Settings → Profile. For anything else, contact us using the details below.

If you signed a document sent by a Sign Squirrel customer, that customer controls the document. We'll pass your request on to them, and may be unable to delete data the audit trail needs to remain valid evidence.

You also have the right to complain to your local data protection authority.

Children

The Service is not intended for anyone under 18, and we don't knowingly collect their personal data.

Changes to this policy

We'll post any changes on this page and update the date at the top. If a change is significant we'll let account holders know.

Contact us

Questions or requests about your privacy: email our Data Protection Officer at privacy@signsquirrel.com.