Privacy Policy & Data Protection Notice

Last Updated: 2 June 2026

DocuAssist respects your privacy and is committed to protecting your personal data in accordance with Singapore’s Personal Data Protection Act (PDPA) and applicable data protection laws.

1. What we collect:

The types of personal information we may collect depend on your relationship with us and the Services you use:

Contact information for personal use: Full name, country, full address, email address
Contact information for personal use under company/organisation: Full name, country, company name, tax ID, company industry, full address, email address
Payment information: Card/payment processing network, first and/or last four digits of a credit card number, expiration date, and the services purchased
Electronic Signature: A typed name, a drawn signature, or an image of a signature that you upload.
Documents: The files you upload, the files you receive from signature requester, the files you receive from review/approval requester, and/or imported from third-party cloud storage (Google Drive, Google Mail, SharePoint, One Drive). The document is collected for processing only.
Information You Submit to Us: Any information you submit to provide you with support, additional service, or communication you request with DocuAssist.AI via our websites or other third-party channels.
Services Usage Information: logs, session data, time stamps, your IP address, device IDs and information contained in cookies (see our Cookie Notice); clickstream data, such as your actions, clicks on pages or mobile application sites and its’ areas you visit, came from or leave to, time you spent on a page, access times, and other details about your use of and actions on our website.
Transactional Information: Information related to transactions, documents, or activities carried out through the Services, including details such as subject lines, names, email addresses, device information, IP addresses, authentication methods of involved parties, and records of actions performed within a transaction or document.
Geolocation: Physical location data, including general or precise location information, collected when you register for, access, or use our Services, or when you sign an electronic document.
Account Access Information: Your username and any associated password, security code, or other authentication credentials required to access your Services account.

2. How We Collect Personal Information

We may collect personal information when you communicate with us or use and interact with our Services, including through the following methods:

Directly from user: Account creation, contact us form on our front webpage, access or use our app services (with or without an account)
Automatically: When you access our websites, our web servers may automatically gather certain information related to your device.
From others: We may receive your personal information from other customers. For example, a customer may provide your name and email address when sending you a document to complete or sign, or when adding you to an existing account. If you access or interact with the Services through third-party sign-in providers such as Microsoft or Google Mail, we may also receive information about you from those services.

3. How We Use Personal Information

We may use personal information for the reasons and in ways described below:

Providing and Improving Our Services: We may use personal information for purposes such as managing user accounts, providing access to certain features and functionalities of the Services, processing uploaded documents in accordance with your instructions and in aggregated form, analysing usage and interactions to improve predictions, recommendations, products, and artificial intelligence (AI) models, conducting data analytics to better understand user needs and preferences, communicating regarding customer or technical support, account activities, and policy updates, as well as processing payment and financial information related to purchased products or Services.
Marketing and Advertising: Supporting our legitimate business interests, including direct marketing, research, development, and marketing analysis activities.
Administrative Purposes: We may use personal information to detect and prevent security incidents, malicious, deceptive, fraudulent, or unlawful activities, and to take action against those responsible; measure user interest and engagement with our Services; maintain internal quality control and safety standards; authenticate and verify identities, including requests related to rights under this Notice; identify and resolve technical issues within the Services; conduct audits related to interactions, transactions, and compliance activities; enforce our agreements and policies; and fulfil our legal and contractual obligations.
Under Your Consent: We may also use personal information for additional purposes that are clearly communicated to you at the time the information is collected or with your consent.
By Aggregating Data: We may process information collected through the Services into aggregated or de-identified form and use it for lawful business or operational purposes.
AI Processing and Model Training: Where artificial intelligence (AI) or machine learning technologies are used as part of the Services, personal information, uploaded documents, document contents, electronic signatures, and transactional data are processed solely for the purpose of providing, supporting, securing, and improving the functionality of the Services for the customer. Such information is not used by DocuAssist.AI or any third-party AI provider to train, retrain, or improve general-purpose artificial intelligence or machine learning models, except where the customer has expressly provided consent or where otherwise required by applicable law.
Via Google API: Our collection, use, and transfer of information obtained through Google APIs comply with the Google API Services User Data Policy, including the Limited Use requirements. Information received from Google APIs is used solely to provide or enhance user-facing features within the application and is only shared as permitted under the Limited Use requirements. Such information is not sold or transferred to third parties for advertising purposes.

4. How We Use Sensitive Information

To the extent that sensitive personal information is collected, it is used solely for providing the Services, complying with legal obligations, detecting and preventing fraud, and maintaining the security of the Services. For instance, precise geolocation data may be collected through access logs and electronic signature digital certificates. Sensitive personal information is not used for advertising purposes or marketing activities.

5. Collection, Use, and Disclosure of Personal Data (Singapore)

If Singapore data protection laws, including the Personal Data Protection Act 2012 (“PDPA”), apply to the processing of your personal data, we may collect, use, disclose, and process your personal data for purposes permitted under applicable laws, including where you have provided consent, where necessary to provide the Services requested by you, where required to comply with legal or regulatory obligations, or where such processing is reasonably necessary for our legitimate business purposes.

Such purposes may include:

Creating, managing, and maintaining your account to provide access to and use of our Services;
Processing and maintaining records relating to digital certificates, electronic signatures, and related transactions for compliance, security, and audit purposes;
Sending service-related communications, updates, support notifications, and, where consent has been provided or permitted under applicable law, marketing communications;
Collecting and analyzing usage information to improve, maintain, safeguard, and enhance the security, performance, and functionality of our Services, and to better understand user needs and preferences;
Detecting, preventing, and investigating fraudulent, unauthorized, or unlawful activities; and
Complying with applicable legal, regulatory, contractual, or operational requirements.

Where required under applicable law, you may withdraw your consent to the collection, use, or disclosure of your personal data by contacting us, subject to legal or contractual restrictions and reasonable notice.

6. How We Disclose Personal Information

We may disclose personal information as follows:

Service Providers: We may share your information with service providers that process data on our behalf in support of the Services we provide.
To Comply with Legal Obligations: We may disclose information where necessary to comply with applicable laws, regulations, contractual obligations, or legal processes, including court orders, subpoenas, government requests, audits, or search warrants, as well as to address threats to the safety of individuals, investigate violations of our policies or agreements, or protect the legal rights of our employees, users, third parties, or the public.
Other Users: When you authorize other users to access, use, or edit content within your account, the relevant content may be shared with them. For example, if you send a document to others for review or signature, they will be able to access the document content. Additionally, certain profile information may be visible to other users when you create a profile.
Your Employer or Organization: If you create an account or user role using an email address associated with your employer, organization, or an authorized personal email account, the relevant organization may, where applicable and supported by certain features of the Services, identify and manage your account. This may include monitoring account activity, suspending access, or terminating the account. If you have any questions regarding your organization’s level of access or control over your account, you should contact your organization directly for further information.
Under Your Consent: We may also disclose your personal information in other circumstances where you have requested such disclosure or provided your consent.
Via Integrations, References, Links, etc.: Certain Services may contain integrations, references, or links to third-party services that operate under their own privacy practices. Where you provide personal data directly to such third parties, or authorize us to share your information with them, the handling of such data will be subject to the respective third parties’ privacy policies or notices.

We may also disclose personal information for other purposes communicated to you or as otherwise permitted under applicable laws and regulations.

7. How We Retain Personal Information

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including meeting legal, accounting, reporting, compliance, and operational requirements, as well as establishing, exercising, or defending legal claims. In determining the appropriate retention period, we may consider factors such as the nature, volume, and sensitivity of the personal information, the potential risk arising from unauthorized access or disclosure, the purposes for which the information is processed, the impact on the Services and possible re-enrollment, the availability of alternative means to achieve those purposes, and applicable legal or regulatory retention requirements. Once personal information is no longer required, we may delete, anonymize, or otherwise restrict further processing of such information. However, in certain circumstances, we may continue to retain personal information where necessary to comply with legal obligations, maintain transaction records, protect against fraud or misuse of our systems, or establish, exercise, or defend legal rights and claims.

8. Your Choices about Personal Information

You have certain choices about how we process your personal information for Account Profile: You are not obligated to provide personal information in your account profile; however, if you choose to do so, you may access, review, and update your information at any time. Where personal information is found to be inaccurate or incomplete, you may correct it through your account settings. In certain cases, changes to your account information may also be made at the request of your employer or the enterprise customer that administers or controls the account for business-related use.

9. Your Privacy Rights

Depending on applicable laws and regulations, you may be entitled to certain additional rights relating to your personal information (“Privacy Rights”), as described below.

Access Personal Information: You may access and review the personal information you have provided by logging into your account. You may also request a copy of your personal information or request that it be transferred to another third party, where applicable. In addition, you may request information regarding how and why your personal information is collected and used, the types of personal information collected and categories of recipients with whom it is shared, the purposes for which such information is processed, the duration for which it is retained, and the criteria used to determine applicable retention periods.
Correct Personal Information: You may request the correction of inaccurate or incomplete personal information relating to you, and in certain cases, such updates may be made directly through your account settings.
Delete Personal Information: In certain cases, you can request us delete or stop using your personal information.
Close Your Account: You may close your account through your account settings or by contacting our Support Team. Before closing your account, we recommend exporting any important information or documents stored within the account. Upon account closure, your account will be deactivated and the deletion process for associated information and documents may begin. Once deleted, we may not be able to restore or reactivate the account or recover any associated information or documents.

10. Security Measures

While we implement reasonable security measures in accordance with applicable laws to protect the Services and personal information, no method of transmission over the Internet or electronic storage is completely secure. Users are encouraged to exercise caution when using the Internet, including keeping account credentials and passwords confidential.