Privacy Policy

Definitions

Understanding the terms used in this privacy policy helps clarify our practices.

Purposes of Data Processing

Your data is processed to facilitate and improve the services offered by SignWitness.

• To verify identity and ensure compliance with legal requirements for notarization.
• To provide reliable online notarization and signature witnessing services.
• To communicate updates, confirmations, and support responses.
• To monitor and enhance service security, preventing fraud and unauthorized access.
• To maintain and improve the platform through usage analytics and feedback.
• To comply with applicable laws and regulatory obligations.
• To manage billing and handle business transactions securely.
• To send marketing communications where consent is provided, with easy options to unsubscribe.

Legal Basis for Processing

Processing of personal data is conducted in accordance with applicable legal frameworks.

• Performance of a contract to deliver requested services.
• Compliance with legal obligations relevant to notary services.
• Legitimate interests such as security and fraud prevention.
• Consent where explicitly obtained from users for specific processing activities.

Compliance with Data Protection Regulations

SignWitness aligns its data practices with international standards to safeguard user rights and data privacy.

• Ensuring transparency about data usage through this clear privacy policy.
• Providing users access to their personal data upon request.
• Allowing users to correct or update their information as needed.
• Implementing measures to protect data confidentiality and integrity.
• Enabling users to withdraw consent or object to certain data processing activities.
• Addressing any data breaches with timely notification and mitigation efforts.

Cookies and Similar Technologies

To improve user experience, SignWitness uses cookies that store preferences and usage data.

Cookies used include essential, performance, functionality, and analytics cookies.

Categories range from strictly necessary to third-party tracking cookies used for insights.

Users can adjust cookie preferences via browser settings or provided opt-out mechanisms on our site.

Learn more about our cookie practices in our Cookie Policy.

Data Sharing and Disclosure

SignWitness shares personal data only with trusted entities necessary for providing services.

• Third-party service providers engaged for verification and document processing.
• Legal authorities when required to comply with regulatory or judicial requests.
• Payment processors for handling transactions securely.
• Technical partners maintaining and securing the online platform.
• Data is never sold or shared for marketing purposes without explicit consent.
• Any additional sharing only occurs with user consent or applicable legal grounds.

International Data Transfers

Where necessary, personal data may be transferred to affiliates or partners outside Singapore, with safeguards to maintain protection.

These safeguards include standard contractual clauses, data protection agreements, and adherence to recognized privacy frameworks.

Data Retention

SignWitness retains personal data only as long as necessary for service provision, legal compliance, and legitimate business needs.

Account information is maintained while the account is active and for a defined period after deactivation to handle obligations.

Communication records such as emails and support tickets are retained for reference and quality assurance.

Service usage logs and access data are stored for monitoring and security for a limited timeframe.

Upon expiration of retention periods or user requests, data is securely deleted or anonymized.

Data Security

Protecting user data is fundamental; SignWitness applies industry-standard safeguards to mitigate risks.

• Encryption of personal data during transmission and storage.
• Access controls restricting data to authorized personnel only.
• Regular security assessments and incident response protocols.

User Rights

Users exercising our services have specific rights regarding their personal data under applicable laws.

• Right to access their personal data held by SignWitness.
• Right to correct inaccurate or incomplete personal data.
• Right to request deletion of data when processing is no longer justified.
• Right to restrict processing or object to certain uses of their data.
• Right to data portability, allowing transfer of data to other services where applicable.
• Right to withdraw consent at any time without affecting service legality before withdrawal.
• Right to lodge complaints with relevant data protection authorities.
• You have the right to withdraw any consents previously given for processing your personal data at any time through SignWitness.

Data Access and Rights Requests

Users may submit requests to access, correct, or delete their personal information collected by SignWitness, ensuring their data is handled in accordance with applicable regulations.

[email protected]

SignWitness strives to respond to all privacy-related requests within 30 calendar days of receipt.