Privacy Policy
What information we handle, why, and what you can do about it.
Version 2026-08-21 · Last updated August 21, 2026
1. Who we are and what this covers
OurEsign ("OurEsign," "we," "us," or "our") is a service for getting documents signed and getting paid.
This policy explains what personal information passes through the service, what we do with it, and what rights people have over it. It applies to ouresign.com, to the Platform, and to the emails, text messages, and calls the Platform sends and receives. It forms part of our Terms of Use.
2. Three kinds of people, and why the difference matters
Most privacy policies are written for people who signed up. Ours cannot be, because most of the people whose information passes through this service never did — they were sent something to sign, or received an invoice.
| Who | Relationship with us |
|---|---|
| Account holders — the business that holds an account and pays for it | Direct. They chose to use OurEsign and agreed to our Terms. |
| Users — individual people who sign in to an account | Direct, but through their employer. The account holder invited them and decides what they can do. |
| Signers and recipients — people who receive a document or an invoice | Indirect. Their relationship is with the business that sent it. We are the service that delivered it and recorded what happened. |
If you received a document from a business
The business that sent it decided to contact you, decided what to ask you for, and decided why. We handle that information on their instructions. If you want to know why you were sent something, what a business holds about you, or ask them to delete it, ask them — not us. Section 11 explains what we can and cannot do when you come to us directly.
Our Signer Terms cover what happens when you use OurEsign to sign.
3. Who decides what happens to information
Privacy law distinguishes between the party that decides what information is collected and why, and the party that handles it on instructions. Both of us occupy both roles, depending on which information is in question. This is the same split set out in Section 8 of our Terms of Use.
| Information | Who decides |
|---|---|
| What a document or invoice contains, who it is sent to, and the personal information inside it | The account holder. They decide who to contact and what to ask for. We handle it on their instructions and for no other purpose. |
| Account details, users, billing information, and the security and system logs we keep to run the service | We do. We decide what to collect here and why, and this policy describes it. |
| The record that a signing took place, which we keep after an account closes | We do, for the specific and limited purpose in Section 8. |
The practical effect is that a request about the contents of a document goes to the business that sent it. A request about your OurEsign account, or about the record of a signing, comes to us.
4. What we collect
From account holders and users
- Business name, contact name, email address, and phone number.
- The email address or phone number used to sign in, and the one-time codes sent to it.
- Team members you invite and the role you assign them.
- Branding you upload — logo, colours, the message shown to your recipients.
- Plan, billing status, and payment records. Card details go directly to our payment processor and are not stored by us.
- Support requests and the correspondence around them.
From signers and recipients
We do not ask signers for information. We receive it — some from the business that sent the document, and some from the act of signing itself.
- Name, email address, and phone number, as supplied by the sender.
- Whether and when a document was opened, signed, or declined, and any reason given for declining.
- That a one-time code was sent and entered.
- The signature applied, and anything typed into the document's fields.
- The internet address, device and browser details, and the country observed at each step.
Automatically, from everyone
Log data generated by using the service — internet address, device and browser details, pages and actions, and timestamps. We use this to run the service, keep it secure, and record what happened to a document.
5. Why we use it
| Purpose | What this covers |
|---|---|
| Running the service | Delivering documents and invoices, verifying recipients, applying signatures, producing completed files and certificates, storing them in your account. |
| Verifying who is signing in or signing | Sending and checking one-time codes by email and text message. |
| Recording what happened | Building the audit trail and completion certificate that show a document was signed, when, and by whom. |
| Billing | Taking subscription payments, sending receipts, handling failed payments and cancellations. |
| Telling you things | Security alerts, service notices, changes to our terms, and — only if you have not opted out — occasional product news. |
| Support | Answering your questions and investigating problems. |
| Keeping the service safe | Detecting fraud and misuse, and protecting accounts and documents. |
| Meeting legal obligations | Responding to lawful requests and keeping records we are required to keep. |
We do not sell personal information. We do not share it for advertising. We do not use the contents of documents, invoices, contacts, or calls for anything other than providing the service to the business those records belong to.
6. What we do not do with your documents
We do not train AI on your documents
We do not use the contents of your documents, templates, invoices, contacts, calls, or messages to train artificial intelligence or machine learning models, and we do not provide them to anyone else for that purpose.
Where a feature uses AI to help you with a specific task, it works on the material you give it for that task and for no other purpose.
We do not read your documents. Nobody at OurEsign reviews what a document says as a matter of course. We access document contents only where you ask us to — for example when you raise a support request about a specific document — or where the law requires it.
This is the same commitment made in Section 7.1 of our Terms of Use. Changing it would require notice under Section 3 of those Terms, not a quiet edit to this page.
7. Who else sees it
We do not sell personal information, and we do not share it for advertising. There are four situations in which information leaves us.
The people you send to
When you send a document or an invoice, it goes to the person you addressed it to, along with your business name and branding. When a document completes, everyone who signed receives the finished file and its certificate — which names the other signers and records what each of them did. Signing is not anonymous, and each signer can see who else signed.
Companies that run parts of the service
| Who | What they handle |
|---|---|
| Microsoft Azure | Hosting, storage of documents and files, and secrets management. |
| Twilio | Text messages, one-time codes sent by SMS, and calls where your account uses them. |
| Mailgun | Sending email — document notifications, one-time codes, receipts, and service messages. |
| Stripe | Subscription payments, and collecting payment on invoices where you have connected an account. |
Each is bound to handle information only as needed to provide its service to us. We may change providers; where we do, this list is updated.
When the law requires it
We may disclose information in response to a subpoena, court order, or other lawful demand. Because signed documents matter in disputes, we expect such demands and have a settled way of handling them: we tell the account holder before we produce anything and give them a chance to object, unless we are legally barred from telling them; we produce only what is actually required; and we take no position in the dispute. Section 12.3 of our Terms of Use sets this out in full.
If the business changes hands
If OurEsign is sold, merged, or reorganised, information may transfer as part of that. Any acquirer would be bound by this policy for information collected under it, and we would tell account holders before it took effect.
8. How long we keep it
While your account is open
We keep your documents, invoices, contacts, and activity history for as long as your account is open, so they are there when you need them. We do not delete your records on a schedule of our own.
When you delete something yourself
Deleted items go to the recycle bin, where you can restore them. After the period shown in the Platform they are removed permanently and we cannot recover them. Deleted data may persist in backups for a period afterwards, and is removed as those backups age out.
After your account closes
You have 30 days to sign in and export everything. After that we delete your documents and their contents, your uploaded files, templates, contacts, and invoices. This is not reversible.
One thing we keep, and why
After that deletion we keep a limited record of each completed signing: which document was sent and to whom, what each recipient did and when, how each was verified, the internet address, device details and country recorded at the time, and the completion certificate. We do not keep the document itself, its contents, or anything typed into it.
We keep this because a signed document may need to be relied on years later, by people who were never our customer. If a signature is questioned, this record is what shows it happened, when, and by whom. Deleting it would leave the people who signed a document with no way to prove their own agreement.
We use it only to confirm the details of a signing to someone who was party to it, or where the law requires. We do not use it for anything else, and we do not sell or share it. Because this record exists for the benefit of everyone who signed, a request from one party to delete it will not normally be granted — Section 11 explains this.
Other records
Billing and tax records are kept as long as the law requires. Security and system logs are kept for a limited period and then removed. Support correspondence is kept while it is useful and then removed.
9. How we protect it
We take reasonable and appropriate measures to protect the information we hold, including encryption in transit and at rest, storage in Microsoft Azure, access controls, and monitoring. Completed documents are stored so that later alteration is detectable.
Signing in uses a one-time code sent to your email address or phone rather than a stored password, and accounts can additionally require a PIN and lock after a period of inactivity. This has a consequence worth stating plainly: whoever controls that inbox or that phone can reach the account. Keeping them secure is your responsibility.
No system is completely secure and we do not promise the service cannot be compromised. If we become aware of a security incident affecting your information, we will tell you without undue delay and give you what you need to meet your own obligations. Where the people affected are your customers, telling them is normally yours to do — you hold that relationship — and we will support you.
10. Your rights
Depending on where you live, you may have the right to ask what personal information is held about you, to have it corrected, to have it deleted, to object to or restrict how it is used, and to receive a copy in a portable form. Texas residents have these rights under the Texas Data Privacy and Security Act; residents of other states and countries may have similar or broader ones.
We will not treat you differently for exercising any of them. Exercising a right does not affect your account, your pricing, or the service you receive.
If you have an OurEsign account
Most of what you might ask for is already in your hands. You can see and correct your account details in Settings, export your documents, invoices, contacts, and activity history at any time, and delete records yourself. For anything the Platform does not let you do, email support@ouresign.com with "Privacy" in the subject line.
We respond within the period the law allows, and we may need to verify who you are before acting — particularly for a deletion request, since acting on a fraudulent one would be worse than delay.
11. If you received a document and want your information removed
This section is for people who did not sign up for OurEsign.
Start with the business that sent it
The information in a document belongs to the business that sent it to you. They decided to contact you, what to ask for, and why. They can correct or delete it, and they are the only ones who can tell you why you received it. Their name is on the document and on the email.
If you cannot reach them, or they do not respond, contact us and we will pass your request on and tell you we have done so. We will not delete or change a business's records because someone else asked us to, unless the law requires it.
Where a document was already signed
This does not leave you without recourse. Tell us what happened and we will look into it. If you believe a document was sent to you fraudulently, or that someone signed in your name, tell us at support@ouresign.com with "Fraud" in the subject line — that is a different matter and we treat it as one.
Never used OurEsign at all
If you received something in error, or a business has your details and should not, tell us and we will help you reach them. If you want no further contact from a particular business, tell that business — we cannot decide who they may contact.
12. Calls, messages and contact records
Some accounts use OurEsign to receive and place calls, send and receive text messages, and keep records of contacts and conversations. Not every account has these.
Where an account does, we may handle call records including the numbers involved, the time and length of a call, and recordings where that business has turned recording on; the content of text messages sent and received; and contact records and notes the business keeps about the people it deals with.
The business calling you decides all of this
Whether you are called, whether the call is recorded, whether you are messaged, and what is kept about you are decided by the business using OurEsign — not by us. Obtaining any consent required, including consent to record, is theirs.
To stop being called or messaged, or to ask what is held about you, contact that business. If you tell them to stop, they must stop, whether you say it, text it, or write it.
Recordings and messages are handled the same way as documents: we hold them to provide the service to that business, we do not use them for our own purposes, and Section 6 applies to them in full.
13. Children
OurEsign is a service for businesses. It is not directed to children, and we do not knowingly collect personal information from anyone under 18 as an account holder or user.
Signing is different, and worth being precise about. A business may send a document that concerns a child — an enrolment form, a consent form, a form completed by a parent on a child's behalf. Where that happens, the information about the child comes from the business that sent it and is handled on their instructions. Deciding whether it is appropriate to collect that information, and obtaining any consent required, is theirs.
Documents must be signed by an adult. If you believe a child has signed a document or created an account, tell us at support@ouresign.com and we will look into it.
14. Cookies
We use cookies to keep you signed in, to remember settings such as language and appearance, and to keep the service secure. These are necessary for the Platform to work — turning them off in your browser will prevent you from signing in.
We do not use advertising cookies, and we do not allow third parties to track you across other sites through our service.
15. Where we operate
We are based in Texas and the service is operated from the United States. Information is stored and processed there.
Documents can be sent to people anywhere, so if you use OurEsign to send to someone in another country, you are responsible for meeting the rules that apply there. If you are outside the United States and receive a document through OurEsign, your information will be handled in the United States, where protections may differ from those where you live.
16. Changes, and how to reach us
Changes to this policy
We update this policy as the service changes and as the law changes. The version is at the top of the page. Where a change materially affects how we handle personal information, we will tell account holders by email or in the Platform before it takes effect, rather than only posting it here.
The commitment in Section 6 — that we do not use your documents to train AI — is also made in Section 7.1 of our Terms of Use, and changing it requires notice under Section 3 of those Terms.
Contact
| What you need | Where to send it |
|---|---|
| A privacy question or request | support@ouresign.com, subject line "Privacy" |
| A document sent to you fraudulently, or a signature you did not make | support@ouresign.com, subject line "Fraud" |
| A security problem | support@ouresign.com, subject line "Security" |
| Anything else | The Support Center in your account, or support@ouresign.com |
By post:
OurEsign
1412 Main Street, Suite 620
Dallas, TX 75202
United States
If you are not satisfied with how we have handled a privacy request, you may complain to your state attorney general or the data protection authority where you live.