EZ Signature (EZ SIGNATURE PTY LTD, ABN – 98 679 829 264) takes its privacy obligations seriously and is committed to ensuring that it handles personal information according to the Australian Principles contained in the Privacy Act 1988 (Cth) (Act). This Privacy Policy describes the type of Personal data that we collect through our Services, which includes our main website at ezsignature, as well as our web-based and mobile applications. Also, this policy describes how we use your Personal data, who we share it with, your rights and choices, and how you can contact us about your privacy-related questions or concerns.

Overview

Ez Signature obtains Personal information (or Personal Data) about you from multiple sources to provide our Services. You may be a visitor to one of our websites, a user of our Services (User), or a customer of a User(Customer). If you are a customer, Ezsignature will generally not collect your Personal data directly from you. Your agreement with the User should explain how the User shares your personal Data with us. If you have any questions about this sharing, we encourage you to direct those questions to the User.

What information is collected?

Personal data means any information that may be used to identify an individual, including, but not limited to, a first name and last name, email address, phone number or other contact information. The personal data that we collect through our Services will be apparent from the context in which you provide the data. For example:

• When you create an account, we collect your full name, email address, mobile number, and account log-in credentials.

• When you fill in an online form to contact our support team, we collect your full name, email address, mobile number, and anything else you tell us about your business.

• When you reply to us via email we collect your email address, full name, and any other information that you choose to include in the contents of your email or responses.

• If you contact us by phone, we will collect the phone number that you used to call us. If you contact us by phone as a User, we may also collect additional information about you for the purpose of verifying your identity.

We may also collect from you, the following personal information about your customers:

• First name and last name

• Email address

• Mobile number

When you provide us with personal information about your customers, we will only use this information for the specific reason for which it is provided.

If you believe that one of your customers has provided us with your personal information and you would like to request that it be removed from our system, please contact [email protected].

Information we collect automatically

Our Services use cookies to function, these cookies may contain information about your use of our Services, including:

• Device and browser data, such as IP address, device manufacturer and model, operating system name, internet browser type and version, and screen resolution.

• Usage data, such as time spent on the Services, links clicked, pages visited, and the pages that led you to or referred you to our Services.

How do we use your Personal data?

From time to time, we may send you email marketing communications about our Services, updates, and the like, invite you to participate in surveys or otherwise communicate with you for marketing purposes, provided that we do so in accordance with the consent requirements that are imposed by applicable law. We may also use your Data to:

• Send you a signature request confirmation.

• Send you the requested product or service information.

• Respond to your customer support requests.

• Manage your account.

• Send you marketing communications.

How do we disclose Personal Data?

Ezsignature does not rent or sell Personal Data to marketers or unaffiliated third parties. We share your data with trusted entities, as outlined below.

• Ezsignature – We may share Personal Data with our other entities to provide our services and for internal administration purposes such as CRM, Telephony, Marketing, Project Management, etc.

• Service providers – We share Personal data collected through our applications with a limited number of carefully selected service providers located preferably within Australia. However, if we select an Overseas supplier then we will negotiate the terms so that we can possibly send or share only limited information These providers assist us with services such as cloud hosting, Data Analysis, IT infrastructure, AI, Customer Service, Email Delivery, and Auditing, etc.

To ensure the highest level of data security and privacy, we require all service providers to:

• Adhere to strict data privacy and security standards, including compliance with ISO 27001:2022.

• Process Personal data only as necessary to perform their specific services on our behalf.

• Maintain confidentiality and protect the security of any Personal data they handle.

We do not share Personal data with any third-party service providers located outside of Australia unless it is necessary to deliver our services and those providers agree to abide by our stringent privacy regulations.

Your rights and choices

You have choices regarding our use and disclosure of your data.

• Opting out of receiving marketing-related communications – If you no longer want to receive marketing-related communications from us, you can choose to opt-out via the unsubscribe link included in such communications. If you opt out of receiving marketing-related communications from us, we may still send you important messages that are required to provide you with our Services.

• Viewing or changing your data – If you would like to view, correct, or update any Personal data that you have previously disclosed to us, or you believe that we have collected from you, you may do so by signing in to your Ezsignature account or by sending an email to [email protected].

• Your data protection rights – Depending on your location and subject to applicable law, you may have the following rights about the personal data we save about you:

  • The right to request confirmation of whether Ezsignature processes Personal data relating to you, and if so, to request a copy of that Personal data.

  • The right to request that Ezsignature rectify or update your Personal data that is inaccurate, incomplete, or outdated.

  • The right to request that Ezsignature erase your Personal Data in certain circumstances provided by law.

Data Security and Retention

We make all reasonable efforts to ensure the highest level of security appropriate to the risks associated with the processing of Personal data are considered and used. We maintain organizational, technical, and administrative measures designed to protect Personal data within our organization against unauthorized access, destruction, loss, alteration, or misuse. Your data is only accessible to a limited number of personnel who require access to the information to perform their duties.

Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interactions with us are no longer secure, please contact us immediately by sending an email to [email protected].

If you are a User, we retain your Personal data and the data collected about your customers as long as we are providing the Services to you. We will retain Personal data even after we cease providing the Services to you, even if you close your Ezsignature account, to the extent necessary to comply with our legal and regulatory obligations.

Use by Minors

The services are not directed to individuals under the age of eighteen (18), and we request that they not provide Personal data through the Services.

Updates to this privacy policy

We may change this Privacy Policy from time to time to reflect new services, changes in our personal data practices, or relevant laws. The Last updated date at the top of this Privacy Policy indicates when this Privacy Policy was last revised. Any changes are effective when we post the revised Privacy Policy on the Services. We may provide you with disclosures and alerts regarding the Privacy Policy or Personal data collected by posting them on our website, and if you are a User, by contacting you by email.