Privacy Policy

SignPilot ("we," "us") provides business-management software for mobile notaries and notary signing agents at signpilotme.com and through the SignPilot mobile apps (the "Service"). This policy explains what we collect, why, who we share it with, how long we keep it, and the rights you have. The short version: your records are yours, we collect the minimum needed to run the Service, we never sell your data, and your documents are never used to train public AI models.

Information you provide:

• Account details: name, display name, business name, email, phone, address, time zone.
• Notary profile: commissioning state, commission number and expiration, certifications, E&O and bond details, service area, fee preferences.
• Business records you create: orders, appointments, signer contact details, instructions, checklists, journal entries, invoices, payments, expenses, mileage, communications, and notes.
• Documents you upload: order confirmations, signing packages, scanbacks, receipts, labels, and screenshots.
• Billing details: plan, subscription status, and payment records. Card numbers are collected and stored by our payment processor (Stripe), not by us.
• Support communications you send us.

Information collected automatically:

• Technical logs: IP address, device/browser type, pages viewed, timestamps — used for security, debugging, and abuse prevention.
• Usage metering: counts of orders, AI-processed pages, fax pages, SMS, and storage used, to enforce plan limits.
• Push tokens, if you enable notifications on a device.
• Optional location data (e.g., GPS stamps for journal entries or mileage) only if you enable those features.

Records you store often include information about other people — signers, borrowers, and hiring-party contacts. For that data, you are the controller and we process it only on your instructions to provide the Service. You are responsible for handling signer information consistently with your legal and contractual obligations. SignPilot is designed to help you minimize it:

• The journal records ID types and issuing states — it is designed so you do not store full identification numbers.
• We discourage storing Social Security numbers, full ID numbers, or bank-account details anywhere in the Service.
• Where sensitive material must be retained (e.g., a signing package), it receives encryption and strict access controls, and your configurable retention schedule applies.

• To provide, secure, and improve the Service and support your account;
• To process the content you submit to AI features (order extraction, instruction scanning, package review, Pilot answers) and return results to you;
• To send transactional messages (receipts, alerts, reminders you configure) and, with your consent, product updates you can opt out of;
• To bill subscriptions and meter usage;
• To comply with law and enforce our Terms.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

• When you use an AI feature, the specific content you submit (a screenshot, PDF, or question) is sent to our AI infrastructure provider to generate the result, then returned to you.
• Your documents and records are never used to train public AI models.
• AI output is an estimate presented for your review — see the Terms for the full AI disclosure.

Only service providers that need it to run SignPilot, each receiving the minimum required:

• Payments: Stripe (subscription billing; they hold your card details).
• Infrastructure and storage: our cloud hosting and database providers (encrypted).
• Delivery providers for email, SMS, fax, and push notifications you trigger.
• AI processing as described in Section 5.

We may also disclose information if required by law or to protect the Service, our users, or the public — and, if SignPilot is ever part of a merger or acquisition, to the successor under this same policy. We never sell your data to data brokers or advertisers.

• Encryption in transit (TLS) and at rest;
• Row-level access controls so accounts can only read their own records;
• Role-based access for team accounts; audit logging of significant actions;
• Multi-factor authentication and biometric app login available on all accounts;
• Environment separation, secrets management, and least-privilege administrative access.

No system is perfectly secure. If a breach affects your data, we will notify you and the relevant authorities as required by law.

• Your records are retained while your account is active, under the document-retention period you configure in Settings (default 7 years — a common business-records horizon; your state's journal rules may require specific periods, which remain your responsibility).
• You can delete individual documents or records at any time.
• Deleting your account removes your data from production systems within 30 days, with encrypted backups aging out on a rolling schedule of up to 35 additional days.
• We may retain minimal billing records as required for tax and accounting law.

Depending on where you live (including under the California Consumer Privacy Act and similar state laws), you may have rights to access, correct, export, delete, or restrict the processing of your personal information — and we honor these for all users regardless of location:

• Access & export: download your records from Settings → Export my data.
• Correction: edit your profile and records in the app.
• Deletion: delete documents, records, or your entire account from Settings.
• No sale / no ad sharing: we don't sell or share your data for advertising, so there is nothing to opt out of.
• Non-discrimination: exercising your rights never affects your service quality.

To exercise any right, or if you have a question or complaint, email support@signpilotme.com. We respond within 30 days.

• We use essential cookies only: session authentication and your saved preferences (like theme).
• We do not use third-party advertising cookies or cross-site trackers.
• Because we only set essential cookies, no cookie-consent banner is required — there is nothing optional to consent to.

The Service is for commissioned notaries and business users and is not directed to children under 18. We do not knowingly collect information from children; if you believe a child has provided us information, contact us and we will delete it.

SignPilot is operated from the United States and data is processed on U.S.-based infrastructure. If you use the Service from outside the U.S., you understand your information is transferred to and processed in the United States.

We'll update this policy as the Service evolves. Material changes are announced by email or in-app at least 14 days before they take effect, and the effective date above always reflects the current version.

Privacy requests and questions: support@signpilotme.com
Administration: admin@signpilotme.com
SignPilot · signpilotme.com