Privacy Policy

1. Introduction

Monze Digital Solutions ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our electronic signature platform and related services (the "Services").

By using our Services, you consent to the data practices described in this policy. If you do not agree with the practices described in this policy, please do not use our Services.

2. Information We Collect

2.1 Personal Information You Provide

• Account Information: Name, email address, phone number, company name, job title, and password
• Profile Information: Profile picture, signature samples, and preferences
• Document Information: Documents you upload, sign, or send for signature
• Communication Data: Messages, comments, and feedback you provide
• Payment Information: Billing address, payment method details (processed by third-party payment processors)
• Identity Verification: Government-issued ID, social security number (when required for enhanced security)

2.2 Information Collected Automatically

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, features used, time spent, click patterns
• Location Data: General geographic location based on IP address
• Log Data: Server logs, error reports, performance data
• Cookies and Tracking: Session cookies, preference cookies, analytics cookies

2.3 Information from Third Parties

• Integration Partners: Data from connected cloud storage services
• Authentication Providers: Information from single sign-on services
• Public Sources: Publicly available business information for verification

3. How We Use Your Information

3.1 Service Provision

• Create and manage your account
• Process electronic signatures and document workflows
• Store and organize your documents securely
• Facilitate document sharing and collaboration
• Provide customer support and technical assistance

3.2 Communication

• Send transactional emails (account notifications, security alerts, document status updates)
• Deliver signature requests and reminders
• Provide billing and payment notifications
• Send marketing communications (with your explicit consent)
• Respond to inquiries and support requests

3.3 Security and Compliance

• Verify user identity and prevent fraud
• Monitor for suspicious activity and security threats
• Comply with legal obligations and regulatory requirements
• Maintain audit trails for legal and compliance purposes

3.4 Service Improvement

• Analyze usage patterns to improve our Services
• Develop new features and functionality
• Conduct research and analytics
• Personalize user experience

4. Email Communications & Anti-Spam Policy

4.3 Anti-Spam Commitment

We are committed to responsible email practices and compliance with anti-spam laws including CAN-SPAM Act, GDPR, and CASL. Our anti-spam measures include:

• Double opt-in confirmation for marketing subscriptions
• Clear and prominent unsubscribe options in all emails
• Honest and accurate subject lines and sender information
• Regular list cleaning and bounce management
• Respect for unsubscribe requests within 10 business days
• Monitoring of email engagement and deliverability metrics

4.4 Email Deliverability

We use reputable email service providers and follow industry best practices to ensure reliable email delivery. We maintain proper authentication records (SPF, DKIM, DMARC) and monitor our sender reputation to minimize the risk of emails being marked as spam.

5. Information Sharing and Disclosure

5.1 With Your Consent

We share your information when you explicitly consent, such as when you send documents for signature or collaborate with others on our platform.

5.2 Service Providers

We work with trusted third-party service providers who assist us in operating our Services, including:

• Cloud hosting and infrastructure providers
• Payment processing companies
• Email delivery services
• Analytics and monitoring tools
• Customer support platforms

5.3 Legal Requirements

We may disclose your information when required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our users
• Prevent fraud or security threats
• Investigate potential violations of our Terms of Service

6. Data Security

We implement comprehensive security measures to protect your personal information:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256
• Access Controls: Role-based access controls and multi-factor authentication
• Infrastructure Security: Secure cloud hosting with regular security audits
• Monitoring: 24/7 security monitoring and incident response procedures
• Employee Training: Regular security awareness training for all staff
• Compliance: SOC 2 Type II compliance and regular penetration testing

While we implement industry-standard security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your information using reasonable safeguards.

7. Data Retention

We retain your personal information for as long as necessary to provide our Services and fulfill the purposes outlined in this Privacy Policy:

• Account Data: Retained while your account is active and for 7 years after closure for legal compliance
• Document Data: Retained according to your account settings or legal requirements
• Communication Data: Retained for 3 years for customer service purposes
• Usage Data: Aggregated and anonymized data may be retained indefinitely for analytics

You may request deletion of your personal information at any time, subject to legal and contractual obligations.

8. International Data Transfers

Our Services are operated from the United States, and your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate. These countries may have different data protection laws than your country of residence.

When we transfer personal information from the European Economic Area (EEA) or United Kingdom to other countries, we use appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Rectification: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal information
• Restriction: Request limitation of processing your personal information
• Portability: Request transfer of your data to another service provider
• Objection: Object to processing of your personal information
• Withdraw Consent: Withdraw consent for marketing communications

To exercise these rights, please contact us using the information provided below. We will respond to your request within 30 days.

10. Children's Privacy

Our Services are not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending an email notification to your registered email address
• Providing notice through our Services

Your continued use of our Services after the effective date of the updated Privacy Policy constitutes acceptance of the changes.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: