1. Introduction
Welcome to the private beta of True Autograph, a service provided by Phlogiston Cloud, LLC (“we,” “our,” or “us”). Protecting your privacy and the security of your data is fundamental to our service. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you participate in the beta testing of our website, application, and related e-signature services (collectively, the “Beta Software”).
By accessing or using our Beta Software, you agree to the data practices described in this policy. If you do not agree, please do not use the Beta Software.
2. Information We Collect
We collect information to provide a legally binding e-signature experience, secure your account, and gather feedback to improve our platform during the beta phase.
A. Information You Provide Directly
- Account & Contact Details: When you register for the beta, we collect your name, email address, password, and phone number.
- Profile & Signature Data: We collect your uploaded digital signatures, initials, profile photos, and the contents of the documents you upload for signing.
- Beta Feedback & Communications: Information you share when submitting bug reports, providing feature feedback, contacting customer support, or participating in surveys.
B. Information We Collect Automatically
- Audit & Transactional Data: To ensure the legal validity of electronic signatures, we automatically record metadata surrounding document transactions. This includes IP addresses, authentication methods, timestamps, and the sequence of actions taken by all signers.
- Device & Usage Data: We log information about the device you use to access our Beta Software (e.g., operating system, browser type) and how you navigate our platform (e.g., pages visited, time spent, error logs) to help us identify bugs and improve the UI.
- Cookies & Tracking Technologies: We use cookies to keep you logged in, remember your preferences, and understand how our Beta Software is used.
C. Information from Third Parties
- Third-Party Integrations: If you connect your account to third-party tools (e.g., Google Workspace, CRM software), we may receive information to facilitate that integration.
- Google API Disclosure: Our use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Customer Data obtained through Google Workspace APIs to train generalized AI or machine learning models.
- Other Users: We may receive your name and email address if another beta user sends you a document to review or sign.
3. How We Use Your Information
We use your data strictly to operate our business, evaluate the Beta Software, and provide you with a reliable e-signature platform. Your information is used to:
- Deliver the Services: Create your beta account and facilitate document signing workflows.
- Ensure Legal Validity: Generate secure, verifiable audit trails for signed documents.
- Maintain Security: Detect and prevent fraud, unauthorized access, and malicious activities.
- Provide Support: Respond to your inquiries and troubleshoot technical bugs.
- Improve the Platform: Analyze usage trends and beta feedback to optimize the user experience and develop new features for the public launch.
- Communicate: Send transactional emails (e.g., signature requests, account updates) and beta-related updates.
4. How We Share Your Information
We do not sell your personal data. We only share your information in the following circumstances:
- With Other Users: When you send, sign, or review a document, your name, email, signature, and relevant audit data are visible to the other parties involved in that specific transaction.
- With Service Providers: We use trusted third-party vendors to help run our infrastructure, send emails, and analyze platform data. These partners are legally bound to protect your data.
- For Legal Compliance: We may disclose information if required by law, subpoena, or court order, or to protect the rights, property, and safety of Phlogiston Cloud, LLC, our users, or the public.
- Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
5. Data Retention
We retain your personal information for as long as your beta account is active or as needed to provide you the Beta Software.
Note on E-Signatures: Because our platform facilitates legally binding agreements, transactional data and audit trails associated with signed documents are retained indefinitely to ensure the ongoing legal validity and non-repudiation of those contracts, even after the beta period concludes.
6. Your Privacy Choices & Rights
Depending on your location (such as California or the European Economic Area), you have specific rights regarding your personal data:
- Access & Export: Request a copy of the personal data we hold about you.
- Correction: Update or correct inaccurate account information.
- Deletion: Request the deletion of your personal data. (Note: We may be legally required to retain certain audit trail and transaction data.)
- Cookie Preferences: Manage or disable cookies through your browser settings.
To exercise any of these rights, please contact us at support@trueautograph.com.
7. Security
We implement robust organizational, technical, and physical security measures to protect your data from unauthorized access, loss, or alteration. While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet is 100% secure, particularly during a beta testing phase.
8. Children's Privacy
Our Beta Software is intended for professional and adult use. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that a minor has provided us with personal information, we will take steps to delete it.
9. Changes to this Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. If we make material changes, we will notify you via email or by posting a prominent notice on our platform before the changes take effect.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at: support@trueautograph.com