Privacy Policy
Last updated: July 14, 2026
1. Introduction
Cognify Works E-Sign ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our electronic signature platform and services (the "Service").
By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our Service.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, password (hashed), and organization details
- Document Information: Documents you upload, envelope details, signature fields, and related metadata
- Signer Information: Names and email addresses of document signers
- Payment Information: Billing details processed through our payment provider (Stripe). We do not store full credit card numbers.
- Communication Data: Messages, comments, and other communications sent through the Service
2.2 Automatically Collected Information
- Usage Data: How you interact with the Service, pages visited, features used, and time spent
- Device Information: IP address, browser type, operating system, device identifiers
- Log Data: Server logs, error reports, and diagnostic information
- Cookies and Tracking: We use cookies and similar technologies to enhance your experience and analyze usage
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process transactions and manage subscriptions
- Send you service-related communications (notifications, updates, security alerts)
- Respond to your inquiries and provide customer support
- Detect, prevent, and address technical issues and security threats
- Comply with legal obligations and enforce our Terms of Service
- Analyze usage patterns to improve user experience
- Send you marketing communications (with your consent, which you can opt out of at any time)
4. How We Share Your Information
We do not sell your personal information. We may share your information only in the following circumstances:
4.1 Service Providers
We share information with trusted third-party service providers who perform services on our behalf, including:
- Cloud hosting and storage providers (Vercel, Neon)
- Email service providers (Resend)
- Payment processors (Stripe)
- Analytics and monitoring services (Sentry)
These providers are contractually obligated to protect your information and use it only for the purposes we specify.
4.2 Legal Requirements
We may disclose information if required by law, court order, or government regulation, or to:
- Comply with legal processes or respond to government requests
- Enforce our Terms of Service
- Protect our rights, privacy, safety, or property
- Prevent or investigate fraud or security issues
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership.
4.4 With Your Consent
We may share your information with your explicit consent or at your direction.
5. Data Security
We use technical and organizational safeguards designed to protect your information, including:
- Encryption in transit (HTTPS/TLS) and storage-provider safeguards
- Secure password hashing (bcrypt)
- Security review, monitoring, and vulnerability-management practices
- Access controls and authentication mechanisms
- Hosting and infrastructure protections provided by our cloud vendors
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Data Retention
We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy, unless a longer retention period is required by law.
Account Data: Retained while your account is active. You may request deletion at any time.
Document Data: Retained according to your organization's settings and applicable legal requirements.
Log Data: Retained for a limited period for security and troubleshooting purposes.
When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal or legitimate business purposes.
7. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal information:
7.1 Access and Portability
You can access and download your data through your account settings or by contacting us.
7.2 Correction
You can update your account information at any time through your account settings.
7.3 Deletion
You can request deletion of your account and personal information. We will process your request in accordance with applicable law.
7.4 Opt-Out
You can opt out of marketing communications by clicking the unsubscribe link in emails or adjusting your notification preferences in your account settings.
7.5 Cookies
You can control cookies through your browser settings. However, disabling cookies may affect the functionality of the Service.
To exercise these rights, contact us at [email protected].
8. GDPR and International Users
If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdictions with data protection laws, you have additional rights under the General Data Protection Regulation (GDPR) and similar laws:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
Our legal basis for processing your data includes: (1) performance of a contract (providing the Service), (2) legitimate interests (security, fraud prevention, service improvement), (3) consent (marketing communications), and (4) legal obligations.
If you have concerns about our data practices, you have the right to lodge a complaint with your local data protection authority.
9. Children's Privacy
Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will delete such information.
10. Third-Party Links
Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We may also notify you via email or through the Service.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Email: [email protected]