Privacy notice

SignVault is a private electronic-signing system. At the moment it is used only by a small number of organisations connected with the people who run it, to collect signatures on their own documents. It is not open to the public and has no outside customers.

If you have been sent a document to sign

The organisation that sent you the link decides what the document is for and why it needs your signature, so it is the organisation that is responsible for your personal information. SignVault handles that information on its behalf, only to carry out the signing.

When you open your link and sign, SignVault records:

• your name as you type it, and the signature style you chose;
• your email address (supplied by the organisation, so we could send you the link);
• anything you fill in or tick on the document;
• the date and time you opened the link and the date and time you signed;
• your IP address and browser details, as evidence of where and how the document was signed;
• a digital fingerprint (SHA-256) of the document before and after signing, so any later change can be detected.

The signed PDF is stored, and a copy is emailed to you. It is seen by the organisation that sent it to you and by the small number of people who run SignVault. It is not sold, shared for advertising or used for anything else.

How long it is kept

A signed document and its record are kept for as long as the organisation that sent it needs them. SignVault does not currently delete them automatically. If you would like to know how long the organisation keeps yours, or to ask for a copy or a correction, please contact that organisation.

Where it is kept and who helps us run it

• The database and signed documents are stored with our hosting provider, SmarterASP.NET.
• Emails (your signing link and your signed copy) are sent through an email service we use for that purpose.
• Access to the administration side of SignVault needs a password and a second check from an authenticator app, and what staff do there is recorded.

You can read more about how it is protected on the Security page.

This website

• It uses only the cookies needed to keep an administrator signed in, and to protect forms from being submitted by other websites. There are no advertising or analytics cookies.
• It does not ask visitors for personal details. If you email us, we use your details only to reply.
• Our hosting provider keeps ordinary server logs, which include visitors' IP addresses.

Your rights

You can ask to see the personal information held about you, to have mistakes corrected, and in some cases to have it erased or restricted. Please ask the organisation that sent you the document. You can also email us at hello@signvault.uk and we will pass your request to them. If you are not happy with how your information has been handled, you can complain to the Information Commissioner's Office at ico.org.uk.