Privacy Policy - ZeoSign

1. Scope

1.1 The Zeo Sign electronic signature platform (“Application”) is owned and operated by Zeonix Global, including its corporate affiliates, successors, and assignees (“Company,” “we,” “our,” or “us”).
1.2 We are committed to protecting your personal privacy and handling your data transparently.
1.3 This Privacy Policy, read in conjunction with the Zeo Sign General Terms and Conditions (“Application T&C”), sets out our practices concerning the collection, use, and protection of your information across all related services.
1.4 Selecting “I Agree” (or providing your authorization PIN when prompted) confirms your acceptance of and agreement to this Privacy Policy.
1.5 Any capitalized terms not defined herein shall carry the meanings assigned to them in the Application T&C.

2.1 “Personal Data” refers to any information that can identify you directly or indirectly, including your name, age, gender, and contact details. “Sensitive Personal Data” holds the meaning defined by applicable data protection laws.
2.2 The specific information collected depends on your chosen Identity Verification Provider and your subscription level (free or paid). Collected data may include:
- Full name, mailing address, email address, and phone number.
- Personal and sensitive data required by your chosen Identity Verification Provider to authenticate your identity, generate signing keys, and issue digital certificates.
- Images of your electronic signature and initials.
- Unique identifiers provided by the Identity Verification Provider.
- Payment and billing information (e.g., card type, card number, expiry date, billing address).
- Data embedded within the electronic documents you process or upload.
- Technical telemetry, including public IP addresses, device profiles, and browser data.
- Audit trail actions confirming your consent and intent to sign or approve records.
- Geolocation and timestamp logs.
2.3 Personal data processing is conducted on the basis of your consent. You may withdraw consent at any time by contacting us at info@zeonixglobal.com.

3.1 Zeonix Global processes your personal data to:
- Validate identity and execute digital signature transactions.
- Maintain, optimize, and enhance the Application’s performance.
- Recommend relevant features and services tailored to your usage.
- Fulfill internal operational, auditing, legal, and regulatory requirements.
- Deliver platform updates, security notices, and relevant promotional communications.
3.2 We retain system history, including previous profile information and account revisions, to preserve immutable audit trails and support fraud prevention.

4.1 We apply strict technical and administrative safeguards to ensure your data remains confidential and secure.
4.2 To deliver core signing capabilities, data may be shared with statutory bodies (such as the Controller of Certifying Authorities), accredited eSign service providers, and certified Identity Verification Providers.
4.3 We work with verified third-party processors who assist in cloud infrastructure, fraud detection, analytics, technical support, and customer care.
4.4 Information may be shared across Zeonix Global affiliates when necessary to fulfill services on your behalf.
4.5 We may disclose personal data to external entities if reasonably required to:
- Comply with legal mandates, court orders, or government requests.
- Detect, prevent, or resolve fraud, security vulnerabilities, or technical flaws.
- Protect the legal rights, safety, and property of our users, the public, or Zeonix Global.
4.6 Data may be shared with law enforcement agencies where required by applicable law for public safety and national security.

5.1 Personal information is retained only as long as necessary to fulfill the operational and legal purposes specified in this policy. Once these requirements are met, the data is securely destroyed or anonymized.
5.2 We implement robust technical controls and security procedures to prevent unauthorized access, data loss, alteration, or disclosure.
5.3 Data access within Zeonix Global is strictly role-based and limited to authorized personnel subject to binding confidentiality agreements.

6.1 Data gathered via cookies and related tools is generally treated as non-personal data. However, where IP addresses or similar identifiers are classified as personal data under applicable legislation, they are protected accordingly. Any combined analytical data is treated as personal data.

7.1 Network carriers, operating systems, and external platforms connected through your device operate under their own terms. Zeonix Global is not responsible for the independent data handling practices of third-party platforms.
7.2 Links within the Application directing to external sites are managed by third parties. We advise reviewing the respective privacy statements of any third-party websites or services you visit.

8.1 Zeonix Global shall not be held liable for any indirect, incidental, special, or consequential damages resulting from system downtime, data loss, or your inability to use the Application.
8.2 We accept no liability for external software or third-party integrations accessed via the Application. All third-party interactions are conducted at your own risk.

9.1 You are responsible for ensuring that all personal details submitted to Zeo Sign remain accurate, complete, and up to date.
9.2 You may request access, corrections, or deletion of your records. Deleting critical details or revoking consent may restrict access to platform features. Requests may be declined if they conflict with legal retention obligations, compromise ongoing legal proceedings, or infringe upon the rights of other users.

10.1 We strive to resolve all data protection inquiries promptly and will respond within thirty (30) days of receiving a verified request.
10.2 To exercise your rights regarding data access, correction, restriction, or deletion, please submit your request to our Grievance Officer.

For any privacy concerns, data rights requests, or formal complaints, please contact our designated Data Protection desk:

Zeonix Global