Privacy Policy

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use this work-permit electronic approval and signature platform (the “Platform”). Please read it carefully. By using the Platform you acknowledge the practices described here.

1. Who we are

The Platform is operated by the organisation identified in the footer of this website (“we”, “us”, “our”), acting as the data controller for the personal information processed through the Platform. For privacy questions, use the contact details in the “Contact us” section below.

2. Information we collect

• Account information — name, email address, organisation, role, and credentials you use to sign in.
• Document and signatory information — permits and documents you create, upload, send, sign, or are named on; signer and notifier names and email addresses; signatures, initials, and the audit trail associated with each document.
• Verification information — the reference codes and inputs submitted on the public verification page.
• Technical and usage information — IP address, device and browser information, timestamps, and actions taken on the Platform, recorded for security and audit purposes.
• Cookies — strictly necessary cookies required to keep you signed in and to protect against cross-site request forgery.

3. How we use information

• To provide the Platform: creating, sending, signing, finalising, and verifying documents.
• To produce and preserve a tamper-evident audit trail and legally meaningful electronic signatures.
• To secure the Platform, prevent abuse, and investigate suspicious activity.
• To communicate with you about documents, security, and service notices.
• To comply with legal, regulatory, and record-keeping obligations.

4. Legal bases for processing

Where applicable data-protection law requires a legal basis, we rely on one or more of: performance of a contract with you or your organisation; your consent; our legitimate interests in operating and securing the Platform; and compliance with legal obligations.

5. How we share information

We do not sell personal information. We share it only as needed to operate the Platform:

• With the parties to a document (senders, signatories, and notifiers) as required to complete and verify it.
• With service providers who process data on our behalf (for example, hosting and email delivery) under appropriate confidentiality and security obligations.
• Where required by law, regulation, legal process, or a governmental request.
• In connection with a merger, acquisition, or transfer of assets, subject to this Policy.

6. International transfers

Where information is transferred across borders, we take steps intended to ensure it continues to be protected in a manner consistent with this Policy and applicable law.

7. Data retention

We retain documents, signatures, and audit records for as long as needed to provide the Platform, to preserve the integrity and legal value of signed documents, and to meet legal and record-keeping requirements. When information is no longer required, it is deleted or de-identified.

8. Security

We use technical and organisational measures designed to protect information, including encryption of sensitive data, hashed credentials, multi-factor authentication for privileged accounts, access controls, and activity logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your rights

Subject to applicable law, you may have the right to access, correct, delete, or restrict the processing of your personal information, to object to certain processing, to data portability, and to withdraw consent. You may also have the right to lodge a complaint with a supervisory authority. To exercise these rights, contact us using the details below.

10. Cookies

The Platform uses only strictly necessary cookies to maintain your session and protect form submissions. It does not use advertising or third-party tracking cookies.

11. Children’s privacy

The Platform is intended for use by organisations and their authorised personnel and is not directed to children. We do not knowingly collect information from children.

12. Changes to this Policy

We may update this Policy from time to time. Material changes will be reflected by updating the “last updated” date on this page. Your continued use of the Platform after changes take effect constitutes acceptance of the revised Policy.

13. Contact us

For any question about this Policy or your personal information, please contact the Platform administrator using the contact details published on this website.