Privacy Policy

1. Introduction

Dochives ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our document signing platform and related services.

2. Information We Collect

We collect the following types of information:

• Account information: Name, email address, and password when you create an account.
• Document data: Documents you upload, create, or receive for signing through the Service.
• Signing data: Signatures, initials, IP addresses, timestamps, and browser information collected during the signing process for audit trail purposes.
• Usage data: Information about how you interact with the Service, including pages visited, features used, and device information.
• Payment information: Billing details processed securely through our third-party payment provider. We do not store your full credit card number.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Service
• Process and facilitate document signing workflows
• Generate legally compliant audit trails for signed documents
• Send transactional notifications (signing requests, completion alerts)
• Process payments and manage your subscription
• Respond to support requests and communicate with you
• Detect and prevent fraud, abuse, or security incidents

4. Document Security

All documents are encrypted in transit using TLS and at rest using AES-256 encryption. Each signed document includes a SHA-256 hash to verify document integrity. Access to documents is restricted to authorized parties (senders and designated signers) through token-based authentication.

5. Data Sharing

We do not sell your personal information. We may share your information only in the following circumstances:

• With signing participants: Document senders and signers can see each other's names and email addresses as part of the signing workflow.
• With service providers: We use trusted third-party providers for hosting, email delivery, payment processing, and analytics. These providers are contractually obligated to protect your data.
• For legal compliance: We may disclose information when required by law, regulation, or legal process.

6. Data Retention

We retain your account data and documents for as long as your account is active. Completed documents and their audit trails are retained for a minimum of 7 years to support legal enforceability. Upon account deletion, personal data is removed within 30 days, except where longer retention is required by law.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your personal data
• Export your data in a portable format
• Object to or restrict certain processing of your data
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at privacy@dochives.com.

8. Cookies

We use essential cookies to maintain your session and authentication state. We may also use analytics cookies to understand how users interact with the Service. You can manage cookie preferences through your browser settings.

9. Children's Privacy

The Service is not intended for users under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a notice on the Service. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at privacy@dochives.com.