Privacy & data protection

SignCloud covers electronic signature, identity verification and e-mail evidence services. This notice explains what data is processed when you use the services, and for what purposes.

Controller

For your customer-account data, the controller is ORIANA SYSTEMS, operating the services under the SignCloud brand, 254 Rue Vendôme, 69003 Lyon, FR. Contact: contact@signcloud.fr. For the documents you send for signature, the persons you have verified and the e-mails you have sealed, you (or the issuing organisation) are the controller, SignCloud acting as processor (see the DPA).

Data processed

• Documents. The PDF files you upload for signature are kept for as long as needed for signing and evidence retention.
• Signers. Name and contact details (email and/or phone) provided to send the document and the verification code.
• Signature evidence. Timestamp, IP address at signing time, channel and recipient of the verification code, SHA-256 fingerprint of the sealed document.
• Identity verification (SignCloud Identity). Images and data of the ID document (NFC chip where available) and liveness captures compared to it, based on the verified person's express consent. For a completed verification, encrypted working copies are cleared after the encrypted evidence package has been deposited and acknowledged. This package may retain document and liveness evidence under the applicable subscription or customer-controlled vault policy; it is not limited to the timestamped certificate. Failed or expired sessions are cleared by a scheduled purge after a short recovery period.
• E-mail evidence (SignCloud Mail). Message content and attachments (encrypted at rest, AES-256), sender/recipient addresses, SMTP delivery transcripts, opening/acknowledgement events. Originals can be purged at any time; certificates and fingerprints remain verifiable.
• Demo (48 h). Details provided for a demo are used only for it; the demo account and all its data are deleted automatically at expiry (deletion logged).

Google user data (Gmail add-on)

When you authorise the SignCloud Gmail add-on, access to Google user data is limited to the data and actions required for the features that you explicitly use:

• your active Google account e-mail address, to connect the add-on to your authorised SignCloud sender;
• draft recipient metadata, to add the selected SignCloud proof address or route the message to the protected-delivery address; SignCloud does not read the subject or body of the draft;
• metadata and PDF attachments of the message currently opened, only when you ask the add-on to prepare a PDF for signature;
• Gmail labels and filter settings, only to create and operate the optional Preuve SignCloud filing rule.

The SignCloud Gmail add-on does not use any AI/ML service. Google user data is used only to provide or improve these prominent user-facing features. No raw, derived, aggregated or anonymised Google Workspace data is transferred to any AI/ML provider, or used to create, train, fine-tune, evaluate or improve an AI/ML model. It is not sold, used for advertising or used to establish creditworthiness. Separate AI-assisted features available in other SignCloud products are isolated from the Gmail add-on and never receive Google Workspace data. Human access is prohibited except when you explicitly request support, when it is necessary to investigate a security incident, or when required by law.

SignCloud's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements.

Purposes & legal bases

• Account, subscription and requested Services: performance of the contract or pre-contractual steps.
• Billing and accounting: compliance with legal obligations.
• Security, fraud prevention and evidence integrity: legitimate interests of ORIANA SYSTEMS and its customers, without overriding the rights of the persons concerned.
• Identity verification: performance of the service requested by the customer and, for biometric data, the verified person's explicit consent. The customer remains responsible for identifying its own Article 6 GDPR basis.
• Gmail add-on: performance of the requested feature after the user grants the relevant Google permissions.

SignCloud does not make any decision producing legal or similarly significant effects based solely on automated processing.

Retention

• Customer account, documents and evidence: available throughout the subscription. On termination, the account becomes read-only and a complete export remains available for 60 days before deletion, unless a separate legal duty or legal hold applies.
• Historical archives: previously contracted long-term vaults remain isolated until their own expiry date. No new 10, 20 or 50-year retention option is offered.
• Identity evidence: the encrypted evidence package follows the applicable vault policy. A temporary retrieval copy for an enhanced attestation is deleted after its one-time download or by the scheduled purge following expiry; this does not delete the retained evidence package.
• Security logs: may follow a separate retention policy proportionate to security, statutory and legal-hold requirements.

No data is sold to third parties for commercial purposes.

Hosting & subprocessors

Primary hosting in France (O2switch). Encrypted off-site backups: Hetzner (European Union); sensitive-data storage: OVHcloud, Paris — SecNumCloud-qualified hosting. We rely on subprocessors for specific functions, which only access the data needed for their task:

• O2switch (France) — service hosting.
• Stripe — subscription and payment processing.
• OpenAI (API) — AI-assisted contract drafting and analysis, and audio transcription, only when you use these features. Processing may involve transfers outside the European Union.
• Backups and sensitive-data storage — Encrypted off-site backups: Hetzner (European Union); sensitive-data storage: OVHcloud, Paris — SecNumCloud-qualified hosting.
• SignCloud internal encryption and RFC 3161 timestamp authority — only the document fingerprint (hash) is transmitted to the timestamp authority: never content or personal data.
• SignCloud SMS and email gateway — ORIANA SYSTEMS directly operates the sending of SMS verification codes and email notifications.

Legal framework

The Services apply data minimisation, purpose limitation, access control and traceability measures. SignCloud Signature supports SES and enhanced workflows designed to meet AES requirements under eIDAS, according to the controls actually completed and the customer's use case. No qualified electronic signature or qualified trust service is claimed.

Your rights

You have rights of access, rectification, erasure, restriction, objection and data portability, where applicable, and may withdraw consent at any time without affecting prior processing. For account data, contact contact@signcloud.fr; for a document received for signature, contact the issuing organisation. A response is provided within the GDPR time limits, subject to any lawful identity verification. You may also lodge a complaint with the CNIL.

For a SignCloud customer account, the deletion process is available on the dedicated account deletion page.

Version 2.4 — updated 17 September 2026. Publisher: ORIANA SYSTEMS · Company number: 10959159400014 · EU VAT number: FR58108748526. See the legal notice.