Purpose

At ActiveDoc, protecting your privacy is a top priority. This Privacy Notice outlines how ActiveDoc, Inc. and its affiliates ("us," "our," or "we") collect, use, store, and process personal information about customers and other individuals (collectively "you") who access or use our websites, including activedoc.com, our mobile applications, our web client, and/or any of our other websites, products, or services that link to this Privacy Notice (the “Services”). By using our Services, you agree to the collection and use of your personal information as described in this Privacy Notice.

In some instances, we may process your personal information under an agreement with a third-party organization. In such cases, the terms of that agreement may govern how we process your personal information. If you believe a third-party organization has instructed us to process your personal information on their behalf, please contact that organization directly, as they will be responsible for how we handle your information. This Privacy Notice does not apply to any third-party websites or apps that you may access through our Services. We encourage you to review the privacy policies and terms of any third-party websites or apps before providing any personal information.

ActiveDoc’s core Services enable users to create, complete, and validate digital or electronic transactions, such as electronically signing contracts or sending documents for signature. As part of our Services, users expect us to collect and record information that helps all parties validate the transaction, such as the names of individuals involved and the devices they use.

We encourage you to read this Privacy Notice in full to understand how we collect, use, store, and process your personal information, as well as your privacy rights. For your convenience, you can navigate to specific sections using the table of contents below.

1. Collection of Personal Information

You have choices about whether you visit our websites, install our apps, or provide personal information to us. However, if you do not provide us with certain personal information, you may not be able to use some functionalities of our Services. For example, if you do not adopt an electronic signature, you will not be able to sign certain electronic documents on our Service. For choices and rights you may have, please see Sections 5 and 8 of this Notice.

Personal Information We Collect from You. You provide us with personal information about yourself when you:

• Register or log in to your account.
• Start, sign, or review an electronic document.
• Create or edit your user profile.
• Contact customer support.
• Comment on our blogs or in community forums.
• Participate in surveys, sponsored events, sweepstakes, or sign up for newsletters.

You also provide us with personal information about others when you:

• Start or participate in an electronic transaction.
• Share information within our Services.
• Add others as a member to an existing account.
• Leave comments.
• Refer friends.

Your main choice for this type of personal information is simply not providing it, such as by not creating a profile or not leaving a comment in a blog. For other choices you may have, please see Section 5 of this Privacy Notice.

Examples of categories of personal information you may provide are:

• Identifiers and Contact Information. This includes your name, email address, mailing address, phone number, or electronic signature.
• Commercial Information. This includes billing and payment information (e.g., credit card number, expiration date), and products or services purchased.
• Your Account Data. This includes your login information and user profile details.
• Other Contacts Data. When you grant us permission, we may collect authorized contact information from your device (e.g., name, email address, profile image).
• Customer Service and Communications Information. This includes questions and feedback you provide through our support channels, and chat transcripts if you use our chat services.

Personal Information We Collect Automatically. We may automatically collect personal information from you and your devices when you use our Services, including when you visit our websites or apps without logging in.

• Device Data. IP address, unique device identifiers, operating system, and browser type.
• Usage Data. Web log data, URLs visited, pages viewed, time spent on pages, and other activity data.
• Transactional Data. IP addresses, authentication methods, and transaction history.
• Marketing and Advertising Data. Interests, preferences, and communication preferences.

Some information is captured using cookies and similar technologies. For more details, see our Cookies Notice and Section 5 of this Privacy Notice.

Personal Information We Collect from Other Sources. We may collect personal information about you from:

• Third-Party Sources. This includes marketers, partners, researchers, affiliates, and service providers.
• Other Customers. For example, when a customer invites you to sign a document.

Combining Personal Information. We may combine information from different sources as described in this Notice.

Personal Information We Process on Behalf of Customers. When our business customers use our Services, we may process personal information as a data processor on their behalf. For example, when documents are uploaded for signature, we act according to the customer’s instructions. Customers are responsible for their data processing practices. If you have concerns, please contact the relevant customer directly.

2. Use of Personal Information and Lawful Bases for Processing

We use your personal information to provide, maintain, and improve our Services, develop new Services, and market ActiveDoc products and offerings. The legal basis for processing your personal information depends on the type of information and the specific purpose.

Legal Bases for Processing. We process personal information based on the following legal grounds:

• Performance of a Contract
• Legitimate Interests
• Consent
• Legal Obligation
• Vital Interests

Our business customers may rely on different legal bases when we process personal information on their behalf as a data processor. If you have questions about the lawful basis applicable in such cases, please contact the relevant customer.

Examples of Purposes for Processing Personal Information:

• Provide and manage your account.
• Facilitate electronic transactions and document signing.
• Process payments.
• Communicate with you regarding our Services.
• Improve the functionality and security of our Services.
• Conduct research and develop new products and features.
• Prevent fraud and ensure legal compliance.
• Provide customer support and resolve issues.
• Send promotional communications with your consent.

We may aggregate and de-identify personal information for research, development, or statistical purposes. Additionally, we may use data to develop and train AI models, only with customer consent or when data is anonymized.

For more information about your rights and choices regarding your personal information, please refer to Sections 5 and 8 of this Privacy Notice.

3. Disclosure of Personal Information

In accordance with applicable law, including instances where consent is required, we may disclose personal information as follows:

• Service Providers. We may share your personal information with third-party service providers that assist us in delivering our Services. These providers offer functions such as search technology, data analytics, marketing, authentication, payment processing, fraud detection, and customer support. We require these service providers to protect your personal information and use it solely for the services they provide.
• Affiliates. We may share your personal information with our affiliated entities under common ownership or control. These affiliates use your information as outlined in this Notice.
• Joint Marketing Partners. We may disclose your personal information to sponsors and partners involved in events, webinars, or promotions for which you register, or with whom we collaborate on joint marketing efforts.
• Advertising and Marketing Partners. We work with advertising and marketing partners to provide personalized advertisements and content. These partners use cookies and similar technologies on our marketing websites to gather information about your browsing behavior. We do not use such technologies in customer-facing products like eSignature, Contract Lifecycle, or Identity, nor do we share customer data from these products with advertisers.
• Public Authorities and Legal Compliance. We may disclose your personal information if required to do so by law, legal process, or government request. This includes responding to subpoenas, audits, or court orders, as well as protecting our rights, safety, and the safety of others.
• Corporate Transactions. In the event of a merger, sale, reorganization, acquisition, or similar transaction, your personal information may be transferred as part of the business assets involved. We will notify you if your information becomes subject to a different privacy policy.
• With Your Consent. We may share your information in ways not described in this Notice if you have given your consent. For instance, we may publish customer testimonials containing your name and feedback with your approval.

Additional Circumstances:

• Other Users. If you grant others access to your account or content, such as sending documents for signature, they will be able to view and interact with that content.
• Payment Processors. When you make payments within our Services, we provide your payment details to the payment processor you select.
• User-Generated Content. Comments or content you post in public areas like blogs or forums may be visible to others and could be read, collected, and used by third parties.
• Profile Information. If you create a profile, other users may see your profile details unless you adjust your privacy settings.
• Employer or Organization. If you register using a work email address, your employer or organization may view and manage your account if they are a customer with administrative control features.

4. Retention of Personal Information

We retain personal information only as long as necessary to fulfill the purposes outlined in this Notice, comply with legal obligations, or perform contractual commitments. Retention periods vary depending on the nature of the information and legal requirements.

When we no longer need your information, we will securely delete or anonymize it. If technical constraints prevent deletion, we will implement appropriate safeguards to limit access and protect the information from unauthorized use.

5. Your Choices

This section describes many of the actions you can take to change or limit the collection, use, storage, or other processing of your personal information.

• Profile. You are not required to fill out a profile. If you do, you can access and review this personal information. If any personal information is inaccurate or incomplete, you can make changes in your account settings.
• Marketing Messages. You can opt out of email marketing messages we send you by clicking on the “unsubscribe” link in the email message or unsubscribe here (https://pref.activedoc.us/preference-center). Please note that we may send you one message to confirm that you want to opt-out. If you are a registered user of our Services, or if you have engaged in transactions with us, we may continue to send transactional or relationship messages (e.g., signing notifications or account notifications) after you opt out of marketing messages. If you would like your phone number added to our internal Do-Not-Call list to opt out of telemarketing messages, please contact us via the Activedoc.us Privacy Request Portal. Please include your first name, last name, company, and phone number. You can also let us know at any time, including during a telemarketing call, that you do not want to be called again for telemarketing purposes.
• Cookies and Other Related Technology. You can decline cookies through your browser settings or via the Activedoc.us Cookie Preference Center and other methods detailed in our Cookie Notice. However, if you decline cookies, you may not be able to use some parts of our Services. Please note we do not recognize or respond to browser-initiated Do Not Track signals.
• Device and Usage Information. If you do not want us to see your device location, you can turn off location sharing on your device, change your device privacy settings, or decline to share location on your browser.
• Closing Your Account. If you wish to close your account, please log in to your account and edit your plan. For more information, click here: How do I cancel or downgrade my account.
• Complaints. We are committed to resolving valid complaints about your privacy and our collection, use, storage, or other processing of your personal information. For questions or complaints regarding our data use practices or this Notice, please contact us via the Activedoc.us Privacy Request Portal.

6. Your Privacy Rights and Choices

Rights Regarding Your Personal Information. You may have certain rights related to your personal information, subject to local data protection laws, as described in more detail below. To exercise any of these rights, please contact us via the Activedoc.us Privacy Request Portal​. If you are a California resident, you can find more information about your rights with respect to your personal information in Section 8 (“Notice to California Residents”) below.

You also can request the following information: how we collect and use your personal information and why; the categories of personal information involved; the categories of recipients of your personal information; how we received your personal information and its source; our business purpose for using your personal information; and how long we use or store your personal information or the manner in which we determine relevant retention periods.

You have a right to correct inaccurate personal information about you, and you should notify us immediately if you believe the personal information we hold about you is inaccurate, incomplete, or out-of-date.

In certain situations, you can ask that we erase or stop using your personal information, object to or restrict the use of your personal information, or export your personal information to another controller.

Where we rely on your consent to process your personal information, you have the right to decline consent and/or, if provided, to withdraw consent at any time. This will not affect the lawfulness of processing prior to the withdrawal of your consent. At any time, you can request that we stop using your personal information for direct marketing purposes. See Section 5 (“Your Choices”) of this Notice for more information on your choices.

If you are unsatisfied with our response to your complaint, you have a right to raise questions or complaints with your local data protection authority at any time.

Depending on applicable law, you may have the right to appeal our decision to deny your request, if applicable. If we deny your request, we will provide you with information on how to appeal the decision, if applicable, in our communications with you.

If you make a request to exercise the rights referenced above, we will require you to provide certain information for identity verification purposes. If you have an account with us, we may verify you through your login of your account. If you do not have an account with us, we may require you to provide additional information from which we can confirm your identity. You may authorize an agent to make a request to us on your behalf and we will verify the identity of your agent or authorized legal representative by either seeking confirmation from you or documents that establish the agent’s authorization to act on your behalf.

Certain personal information may be exempt from such requests under applicable law. We need certain types of personal information so that we can provide the product and Services to you. If you ask us to delete it, you may no longer be able to access or use our product and Services.

If you wish to exercise these rights, please contact us via the Activedoc.us Privacy Request Portal.

Right to Opt-Out of Sales of Personal Information and Processing of Personal Information for Targeted Advertising Purposes. Depending on your jurisdiction, you may also have the right to opt out of “sales” of your information and “processing of your information for targeted advertising purposes.”

As explained in Section 3 (“Disclosure of Your Personal Information”) above, we sometimes disclose information to third-party partners that help us market our products and services to you across platforms. This disclosure of information may be considered a “sale” or “processing of your personal information for targeted advertising purposes” under applicable laws.

If you would like to opt out of such “sales” or “processing” for targeted advertising purposes through cookies and similar online technologies, please click on the “Your Privacy Choices” link in our website footer. To opt out of these activities that are not based on cookies, please email us at privacy@activedoc.us. Depending on your jurisdiction, you may be permitted to designate an authorized agent to submit such requests on your behalf. Please note that we do not knowingly sell the personal information of minors under 16 years of age without legally required affirmative authorization.

Please note that if you have a legally recognized browser-based opt-out preference signal turned on via your device browser, we recognize such preference in accordance with applicable law.

Transfers to the U.S. and Third Countries. Subject to applicable law, we may transfer your personal information outside of your jurisdiction, including for further processing. Activedoc.us has adopted Binding Corporate Rules to facilitate the transfer of personal information from the European Economic Area and/or United Kingdom ("EEA") to Activedoc.us outside of the EEA. Transfers outside the Activedoc.us group are only made to organizations that agree to adhere to the standards in our Binding Corporate Rules or use another valid alternative (such as EU Standard Contractual Clauses) under data protection law.

7. Children's Privacy

Our Services are not designed for and are not marketed to individuals under the age of 18 or any other age defined by applicable law ("minors"). We do not knowingly collect or request personal information from minors, nor do we knowingly allow minors to use our Services. If you are a minor, please do not use our Services or submit any personal information to us. If we learn that we have collected personal information from a minor without verified parental consent, we will delete that information. If you believe we may have personal information from or about a minor that should be removed, please contact us via the ActiveDoc Privacy Request Portal.

8. Notice to California Residents

In addition to the other information and rights described in this Privacy Notice, California residents are entitled to certain additional information and rights under the California Consumer Privacy Act ("CCPA") with respect to their personal information. If you are a California resident (a "Consumer" as defined by the CCPA), this section applies to you.

A. Information We Collect and How We Use and Disclose It

Below is a summary of the categories of personal information – including sensitive personal information – that we have collected in the past 12 months leading up to the effective date of this Notice, along with the purposes for which we use the information and the categories of third parties to whom we disclose or "sell/share" the information.

Categories of Personal Information Collected	Purpose of Use	Categories of Third Parties to Which Information is Disclosed for Business Purposes	Categories of Third Parties to Which Information is Sold/Shared
Identifiers (e.g., name, email address, physical address, phone number, electronic signature, device identifiers)	Provide and collect payments for the Services. Communicate with you. Market our or third parties’ features, products, or special events. Run sweepstakes, contests, and referral programs. Choose and deliver tailored content and advertising. Analyze and improve the Services and develop new features and products. Troubleshoot the Services. Manage the Services platform, including support systems and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Payment processors, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	Advertising and marketing partners
Commercial information (e.g., payment information, transaction information)	Provide and collect payments for the Services. Analyze and improve the Services. Troubleshoot the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Payment processors, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Other parties to the transaction	N/A – we do not sell/share this information
Customer service information (e.g., questions and other messages)	Provide the Services. Communicate with you. Analyze and improve the Services. Troubleshoot the Services. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	N/A – we do not sell/share this information
Internet or other electronic network activity information (e.g., IP address, device identifiers, data about how you interact with the Services)	Provide the Services. Market features, products, or events. Choose and deliver tailored content and advertising. Analyze and improve the Services. Troubleshoot the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	Advertising and marketing partners
Geolocation data (e.g., approximate or precise location)	Provide the Services. Market features, products, or events. Choose and deliver tailored content and advertising. Analyze and improve the Services. Troubleshoot the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	Advertising and marketing partners
Information about others (e.g., parties to a transaction or referral program)	Provide the Services. Market features, products, or events. Run sweepstakes, contests, and referral programs. Analyze and improve the Services. Troubleshoot the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	N/A – we do not sell/share this information
Inferences drawn from the above information	Provide the Services. Market features, products, or events. Choose and deliver tailored content and advertising. Analyze and improve the Services. Troubleshoot the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Affiliates, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	Advertising and marketing partners
Sensitive personal information (e.g., username/password, financial account number)	Provide the Services. Manage the Services platform and security. Prevent, investigate, and respond to fraud or wrongful behavior. Comply with legal obligations. Meet legal retention periods. Defend our rights in legal claims.	Service providers, Payment processors, Entities for legal and security purposes, Entities for sales or transfer of business or assets, Others with your consent	N/A – we do not sell/share this information

B. Right to Opt-Out of Sales/Sharing

Consumers may opt out of the sale or sharing of their personal information for cross-context behavioral advertising as described above. To exercise this right, click on the “Your Privacy Choices” link in our website footer or email us at privacy@activedoc.us.

C. Information Rights

Consumers may request access, deletion, correction, or details on personal information we hold. Submit requests via the ActiveDoc Privacy Request Portal or by mail as outlined in Section 11.

D. Authorized Agents

Consumers may designate an authorized agent to submit CCPA requests on their behalf with proper verification.

E. Shine the Light

California residents may request a list of third parties that received their personal information for direct marketing purposes in the past calendar year by contacting us via the ActiveDoc Privacy Request Portal.

9. How We Protect Your Personal Information

We implement appropriate technical, physical, and organizational measures to protect your personal information from misuse or unauthorized access, disclosure, alteration, and destruction. We have established an Information Security Management System and internal policies to safeguard your personal information. Access to customer personal information is limited to authorized personnel based on business needs and subject to confidentiality obligations.

10. Changes to This Privacy Notice

We may update this Privacy Notice to reflect changes in our practices, legal requirements, or technological advancements. Any changes will be posted on this page, and we may notify you depending on the nature of the update.

11. How to Contact Us

For questions or complaints regarding this Notice or our privacy practices, contact us at support@activedoc.us