The data stored in SignSpace by the customer is retained and deleted in accordance with the described practices.
Retention and deletion of signed documents
In SignSpace the default retention period is 10 years for any signed documents, related conversations and attachments. The retention period starts from the date of the last signature of the document.
During the retention period, the content is available to the contracting parties, invited participants, and those trusted admins who have access to the content through the organisation ownership.
Each organisation can only remove signed documents from its own account. Signed documents are stored in the SignSpace service, until the right to access the documents has been removed from all parties.
Retention and deletion of other data
Data stored in the service that has not been electronically signed is retained by default for 12 months from the date when the space containing the data was created. These space types are signature request, poll, conversation and task.
The 12-month automatic deletion practice comes into effect when the service implements an archiving feature, which allows customers to set retention periods for content (estimated Q4/2024).
For unsigned data, the owning organisation decides how the data is retained. Data deleted by the owner is removed from all parties with whom the data has been shared, except in cases where ownership has been transferred to another organisation. In such cases, each organisation decides on when the data is deleted from their own account.
Cancellation of data deletion
Data deletion can be reversed by owners within 14 days of the data being deleted.
Deletion permissions
Owners, if deletion rights have been granted to them by the main user, and trusted administrators can delete data from the organisation's account. Main users grant deletion rights to each user individually. By default, deletion rights are granted only to main users and trusted admins.
Data disposal
Data stored by customers in the SignSpace service is permanently deleted once access has been removed from all parties and the 14-day period allowing for data restoration has elapsed.
Data for which there is no reason for storage is deleted from the database daily, and backups of this data are destroyed within 12 months of deletion.