Privacy Policy

For FormSign accounts, billing contact details, support mail and website logs, FormSign is the operator of the service, based in South Africa. Contact support@formsign.world.

For information you collect from recipients through forms, boards, documents and signatures, your workspace is the responsible party (the “controller”). FormSign processes that information on your instructions to run the workflow. You must tell recipients who you are, why you collect their data, and have a lawful basis for doing so.

Recipients can complete a form or sign a document without creating a FormSign account. Their information is stored in your workspace, not as a separate FormSign login.

Account and workspace data may include:

• name, email address, password hash (we do not store the raw password);
• Google account identifiers if you choose “Continue with Google”;
• workspace name, branding, membership and role;
• forms, submissions, board rows, templates, generated documents, signature images and audit events;
• support emails you send us;
• technical logs such as IP address, user agent, and security events;
• how you found us, such as the campaign tags on the link you followed.

The e-signature audit trail records the signer name, the signer's email address, the IP address, the browser user-agent, the time in UTC, and the SHA-256 hash of the signed document.

Payment card details are collected by Paddle.com, the Merchant of Record for all orders. Paddle collects the payment, calculates tax, issues the receipt, and handles returns. We receive subscription status, identifiers, plan, tax-inclusive amounts and similar billing metadata needed to unlock the workspace. We do not receive or store full card numbers. Paddle’s privacy notice is at paddle.com/legal/privacy.

• to create and secure your account, verify email, and keep you signed in;
• to provide the workflow: forms, boards, documents, signatures, invitations and notifications;
• to take payment, calculate entitlements, and prevent fraud or abuse;
• to respond to support, privacy and legal requests;
• to keep audit trails that customers rely on for signed documents;
• to improve reliability (for example aggregated error and usage events that are not sold as marketing lists).

We do not sell personal information. We do not buy third-party marketing lists to email your recipients.

We use an essential httpOnly session cookie to keep you signed in. Anonymous form drafts may use a short-lived first-party cookie so you can save work before creating an account. These are required for the service to function.

If you reach FormSign from a link with campaign tags (utm_source, utm_medium, utm_campaign or ref), we keep those tags in a first-party cookie for 30 days so we can see which links lead to sign-ups. The cookie doesn't hold your name or email address. If you create an account, we save the tags with your sign-up record. We don't share them or use third-party tracking scripts.

Paddle checkout runs on Paddle’s domain and may set its own cookies to process payment securely. See Paddle’s privacy notice for that processing.

We share information only as needed to run FormSign:

• hosting and database providers that run the application;
• object storage, if files are stored off the application server;
• Resend (or a successor) to send transactional email;
• Paddle.com, the Merchant of Record, for checkout, tax, invoices, receipts, subscription management and refunds;
• Google, only if you use Google sign-in;
• authorities when the law requires it, or to protect rights, safety and the service.

Workspace members you invite can see workspace data according to their role. Recipients see only what their public link is meant to show (the form, the document to sign, or a download).

FormSign is operated from South Africa. Hosting, email and payment providers may process information in other countries, including the United States, the United Kingdom and the European Economic Area. Paddle processes buyer payment data as Merchant of Record according to its own terms and privacy notice.

Workspace data is retained while the account exists. If billing stops or a workflow is paused, stored work is kept securely for at least 12 months unless you delete it. Completed signed documents are never silently changed or removed. Retention cleanup never deletes records under legal hold.

Workspace owners can set a retention period and a legal hold in Settings. Signed documents that must be kept for legal reasons are not silently deleted. Public form, signature and download links expire; rotating or revoking a link does not by itself erase stored records.

Depending on where you live (including South Africa under POPIA, and the UK/EEA under UK GDPR/GDPR), you may have rights to access, correct, delete, restrict or object to certain processing, and to data portability. You may also lodge a complaint with a supervisory authority.

Account holders can export workspace data and correct or delete eligible recipient records from Settings, except where a signed document or legal hold requires us to keep a record. Email support@formsign.world for privacy requests we cannot complete in the product.

Recipients should contact the workspace that sent them the form or document first. We can help identify the workspace where we reasonably can, but we will not hand a customer’s files to a third party without a proper basis.

These product features support privacy requests. They do not, on their own, mean a particular workspace is “POPIA compliant” or “GDPR certified”. Each customer must assess their own use of the service.

FormSign accounts are for people 18 or older. If a workspace collects information about children, that workspace is responsible for having a lawful basis and any required consent. Do not use FormSign to build a service directed at children without appropriate legal advice.

We use HTTPS, hashed passwords, hashed public-link tokens, access controls scoped to the workspace, and encryption for sensitive stored files and signature images. The security page describes those controls. If we become aware of a personal-information breach that we are required to notify, we will follow applicable law and our incident process.

We may update this notice. The date at the top will change. See also our Terms of Service and Refund Policy.