Privacy Policy

NC Labs GmbH, Maneggstrasse 83, 8041 Zurich, Switzerland, support@wesign.now.

• We are the controller for account and login data, billing, support requests and bug reports, sales inquiries, job applications, newsletters, the referral programme and our websites.
• The workspace (our customer) is the controller for the documents it uploads and shares and for the data of its signers, contacts, recipients and the viewers of its shared documents. We are its processor and use that data only to provide the service, as agreed in our terms and, where concluded, a data processing agreement.

• Providing the service — accounts, sending, signing, sharing, storing and delivering documents (contract; GDPR Art. 6(1)(b)).
• Evidence — the audit trail and seal that record what was signed, when, and through which email address or phone number (the customer’s and our legitimate interest, Art. 6(1)(f); legal obligations, Art. 6(1)(c)).
• Security and stability — preventing abuse, bots and shared or misused logins, finding and fixing errors, telling senders when an email did not arrive (legitimate interest, Art. 6(1)(f)).
• Billing and accounting — invoices and records we must keep by law (Art. 6(1)(b) and (c)).
• Inquiries and offers — answering you and preparing an offer (steps before a contract, Art. 6(1)(b); legitimate interest, Art. 6(1)(f)).
• Improving our websites and the app — statistics without cookies, and knowing which campaign brought a new account (legitimate interest, Art. 6(1)(f)).
• Service and account emails — invitations, receipts, security and important service notices (contract, Art. 6(1)(b)).
• Product news and offers to customers — we may email account holders, in particular those of paying workspaces, about features, tips and offers of our own service (legitimate interest, Art. 6(1)(f); Swiss UWG Art. 3(1)(o)). You can object at any time with the link in every such email or in Settings → Communications.
• Getting-started emails — after a workspace is opened, its owner receives a few short emails with tips for sending the first document (at most five, at least two days apart; they stop once the workspace has sent its first document), and one when its first document is fully signed. We see which of their links was used when it is opened while signed in to the app; they carry no tracking pixels. You can unsubscribe with the link in every such email or in Settings → Communications (legitimate interest, Art. 6(1)(f); Swiss UWG Art. 3(1)(o)).
• Newsletters to everyone else — only with your consent; you can unsubscribe in every email (consent, Art. 6(1)(a)).
• Referral programme — crediting the workspace that referred a new customer (contract with the referrer; legitimate interest, Art. 6(1)(f)), see section 8.

We do not use personal data for our own advertising and never sell it. We publish aggregate figures such as milestones, never personal data. Engagement statistics in Present are run for the workspace that shares the document, on its instructions (see section 6).

• Document files (uploaded, converted and signed PDFs) are stored in the region the workspace has chosen, on every plan. A change of region applies to new documents.
• The database — accounts, signers, signatures, the audit trail and Present viewer records — runs in 🇮🇪 Ireland for all regions. Our application runs in 🇮🇪 Ireland too; static pages are delivered through Vercel’s global network.
• Page images of documents, images in templates, logos and avatars are kept in one central store in 🇬🇧 London, independent of the workspace region.

We prefer European providers and European regions wherever one meets our needs. Email delivery, SMS, error monitoring, document conversion and AI run in European regions, even where the provider is a US company. Some providers process data in the US — for example payments, sign-in with Google, bot protection and website statistics (see the list below). The United Kingdom, where our central image store runs and where a workspace can keep its document files, has an adequacy decision from both Switzerland and the EU. For transfers outside Switzerland and the EU/EEA we rely on an adequacy decision (such as the Swiss-US and EU-US Data Privacy Framework, where the provider is certified) or on the EU Standard Contractual Clauses with the amendments required by Swiss law.

Flags show where the data is processed as we have set it up; where the provider’s company is based elsewhere, that is shown in brackets. We have a data processing agreement with each provider that binds it to confidentiality and data protection, and we update this list when it changes.

Each completed document is time-stamped by an independent timestamp authority (RFC 3161), currently DigiCert, with freetsa.org as a fallback. It receives only a hash (SHA-256) of the signature data, never the document or any personal data.

Emails people send to our own addresses (such as support@wesign.now), and job applications forwarded to them, are kept in our email inboxes.

If a workspace connects its own systems (webhooks, API, integrations), data goes to the destinations it configures; that is the workspace’s responsibility.

• When a workspace shares a document through a Present link, it may ask viewers for their name, email address, phone number or other details before they can open it, or limit access to people it has approved (access requests and confirmation emails).
• For each viewer we record which pages were viewed and for how long, when, the referring page and campaign, browser, country and a shortened IP address. A cookie on the viewer’s device (30 days) keeps the access and links later visits to the same viewer.
• The workspace sees this, can receive alerts when a document is opened and weekly summaries, and may add viewers to its contacts.
• The workspace is the controller; we process this data on its behalf. Please send requests about it to the workspace that shared the document.

• Sales, demo and enterprise inquiries, custom offers and non-profit applications — your details, your message, the campaign that brought you and your approximate country (from your IP address), to answer you and prepare an offer.
• The chat on our website and in the app sends what you enter in it (or, when you are signed in, your account’s name, email address and workspace), with the page you wrote from, the same way and for the same purpose, straight to our own team: no third-party chat service is involved.
• Support and bug reports — messages you send us through the app or the signing page, with the page address, browser and app version and, from a signing page, the document it concerns, so we can help and fix problems.
• Job applications — if you apply through our careers page, we receive your name, email address, the role, your links, your message and your CV by email, and use them only for the application process.

• Invitations. A member can invite up to 25 people at a time by email. We send each one invitation in the member’s name, with the member’s or its workspace’s reply-to address, and keep the address so the invitation is not sent twice and the referral can be credited.
• Referral link. If you follow a referral link, a cookie (ls_ref, 60 days) remembers the code so that the workspace you open can be credited to the referrer.
• Attribution. When the referral programme is active for a referring workspace, a new workspace is credited to it if you followed its link, typed its referral code, used its discount code at checkout, or — when none of these applies — if, in the 12 months before you open a workspace or first subscribe, you signed or received as an observer a document sent by that workspace. For this last rule we compare your email address with the signer and observer records of the referring workspaces. Only one workspace is credited.
• What the referrer sees. A list of the people it has itself exchanged documents with, as it recorded them (name, company, number of documents, last exchange, whether it invited them), with a note when one of them joined through it and whether that earns it a reward. It also sees how many of its contacts have no account with us, as a total only and never when the number is small. Beyond that, it never sees your plan, your account details or anything about workspaces it did not refer.
• Rewards. To credit rewards and prevent abuse, we record the referred workspace’s first payment and compare a one-way hash of the payment card fingerprint on both sides of a referral.

• The AI assistant and translation in the template editor run only when you start them. They receive the text you give them or the template to translate.
• Non-profit applications for our NGO plan are checked automatically with AI using the details the organisation submits, including the contact email. A clear case can be approved or declined automatically; unclear cases are always decided by a person.
• Automated decisions. If your application was declined automatically, you can ask for a person to review the decision and state your point of view by writing to support@wesign.now. No other decision with legal or similarly significant effect on you is made automatically.
• Uploaded documents, signed documents, shared documents and signer data are never sent to an AI service.
• We use a European AI provider wherever one meets our needs. For these features none does today, so we use Anthropic (a US company), with processing in 🇪🇺 Europe, under terms that do not allow it to train its models on this data. We will update this policy when that changes.

• Necessary: sign-in session, switching between your accounts on one device, access to a protected or shared document (including Present viewer access, 30 days), SMS verification during signing, and bot protection on public forms (Vercel BotID, which checks browser signals).
• Preferences: theme, currency, region, language, the home-page audience and a closed announcement bar, stored in cookies or in your browser’s local storage.
• Attribution: first-party only and never shared with advertising networks. ls_utm keeps for 30 days the campaign that brought you (campaign parameters, ad click IDs, referring page, first page) and is stored with your account if you sign up. ls_ref keeps a referral code for 60 days (see section 8).
• Statistics: Vercel Analytics counts page views on our websites and in the app, without cookies. Before an address is reported, query strings and the access code in signing, sharing and invitation links are removed, so statistics never receive document links. We also count the steps of signing up ourselves, as daily totals only (for example how often a sign-up button was pressed, by page section, audience and language): no IP address, cookie, device details or other personal data are stored with these counts.

Data is encrypted in transit (TLS) and at rest by our storage providers (AES-256). In addition, the files our servers write, such as signed PDFs, documents created through the API and converted or repaired files, are encrypted with AES-256-GCM before they are stored. Files uploaded directly from your browser, and page images, are protected by the storage provider’s encryption only; page images are kept at unguessable addresses.

In the audit trail and in the logs we keep ourselves (API log, Present access logs), IP addresses are stored in shortened form (the last part removed). Our hosting, sign-in and error-monitoring providers keep full IP addresses in their technical logs for a limited period, for security and troubleshooting. Access within our team is limited to what a task requires. Details are in our security documentation.

You have the right to access your personal data, to have it corrected or deleted, to restrict or object to processing, to receive it in a portable format, to withdraw a consent at any time, and to have an automated decision reviewed by a person. Write to support@wesign.now; we answer within 30 days. We may ask you to confirm your identity.

You can also complain to a supervisory authority: in Switzerland the Federal Data Protection and Information Commissioner (FDPIC), in the EU the authority of your country.

If you received a document to sign, the sender’s workspace decides what is done with the document and your data. Please send requests about it to the sender. If you contact us, we forward your request to them and support them in answering it. A signed document and its audit trail are evidence for everyone who signed it, so they may need to be kept even if you ask for deletion.

The audit trail records how you were reached and what happened through your link: the email address and phone number recorded for you, when you opened and signed, a shortened IP address and your browser. It shows that someone used your link (and, if one was asked for, your SMS code), not who that person was; we do not check identity documents. Anyone who has your link and code can sign in your name, so keep your inbox and phone secure, do not forward the link, and tell the sender at once if a document shows a signature you did not make (see our terms).

If the sender takes part in our referral programme and you open your own workspace with us or first subscribe within 12 months of signing or observing one of its documents, we use that record to credit the sender for referring you, and the sender sees that you joined through it (see section 8).

If you tick the box to receive our news at the end of signing, we use your email address for our newsletter on the basis of that consent, and keep a record of it (time, where you gave it, the wording, a shortened IP address). You can unsubscribe in every email.

We update this policy when we change how we process data or which providers we use. The date at the top shows the current version. We inform workspace owners by email about important changes.