Privacy

ezSignature (EZ SIGNATURE PTY LTD, ABN – 98679829624) 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.com.au, 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

ezSignature obtains 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, eSignatures 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.

Please note that we may also collect Personal Data about you from third-party sources, such as public databases or data aggregators. We may combine this information with other Personal Data we have collected about you. We will use this information to provide you with our Services, to improve our Services, and to communicate with you.

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 contactinformation. 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 numberand 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. Ifyou contact us by phone as a User, we may also collect additional information aboutyou for the purpose of verifying your identity.
We may also collect from you, the following personal information about your customers:o Firstnameandlastname
o Emailaddress
o Mobilenumber
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.
Location data, such as your IP address or GPS location.

Please note that we may also use other tracking technologies, such as web beacons and pixels, to collect information about your use of 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 by 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 with 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.

eSignatures – We 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.
Data Security & Privacy – To ensure the highest level of data security and privacy, we require all service providers to:
1. Adhere to strict data privacy and security standards, including compliance with ISO 27001:2022.
2. Process Personal data only as necessary to perform their specific services on our behalf.
3. Maintain confidentiality and protect the security of any Personal data they handle.
Third-Parties – 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.

a. 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 eSignatures 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:
1. The right to request confirmation of whether eSignatures process Personal data relating to you, and if so, to request a copy of that Personal data.
2. The right to request that eSignatures rectify or update your Personal data thatis inaccurate, incomplete or outdated.
3. The right to request that eSignatures 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 organisational, technical, and administrative measures designed to protect Personal datawithin our organisation against unauthorised 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 aslong as we are providing the Services to you. We will retain Personal data even after we ceaseproviding the Services to you, even if you close your eSignatures account, to the extentnecessary 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 update this Privacy Policy periodically to reflect changes in our services, data practices, or applicable laws. The “Last Updated” date at the top indicates the most recent revision. Any changes will take effect upon posting the revised policy on our Services. We may provide notices or alerts regarding the Privacy Policy or data collection practices by posting them on our website. As a user, it’s your responsibility to review our website for the latest information. We will not send separate email or SMS notifications for these changes. Therefore, we encourage you to review this Privacy Policy regularly to stay informed about our data practices.

GDPR

The General Data Protection Regulation (GDPR) is the toughest privacy and security law in the world. Though it was drafted and passed by the European Union (EU), it imposes obligations onto organizations anywhere, so long as they target or collect data related to people in the EU. The regulation was put into effect on May 25, 2018. The GDPR will levy harsh fines against those who violate its privacy and security standards, with penalties reaching into the tens of millions of euros.

How do we comply with the GDPR?

We prioritize data security and rigorously adhere to the General Data Protection Regulation (GDPR). As an ISO 27001:2022 certified organization, we maintain robust information security management practices. Additionally, for our customers in the European Union, we offer the option to store their data within the EU. This ensures compliance with regional regulations and strengthens data protection.

Continuous Commitment to Compliance:

We understand that GDPR compliance is an ongoing process. We constantly monitor developments and adapt our practices to align with the latest legal requirements and best practices. This includes adhering to the Schrems II decision, which impacts data transfers outside the EU. Currently, we utilize Standard Contractual Clauses (SCCs) to ensure appropriate safeguards for such transfers.

Your Rights Under GDPR:

The GDPR grants you expanded rights regarding your data. You can do the following. Also, for detailed information on these rights and our data collection practices, please refer to our Privacy Policy.

Access and Update: You have the right to review and update your information stored within your eSignatures.online account.
Request Rectification or Erasure: You can request us to correct inaccurate information or permanently erase your data.
Object or Opt-Out: You can choose not to have your data included in data science projects.
Data Portability: You can request to transfer your account data to a third party.

EU Data Residency:

For EU customers, eSignatures.online offers the option to store your data within the EU data center. This provides an extra layer of security and ensures compliance with regional regulations. If you’re interested in this option, please contact us to discuss further.

Our Commitment to Your Privacy:

At ezSignature.com.au, your data privacy is paramount. By combining ISO 27001 certification, optional EU data residency, and continuous improvement efforts, we guarantee the highest level of data protection for all our users.

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