Privacy Policy

Host accounts We collect names, email addresses, business and property information, account preferences, subscription details, and identifiers and sign-in records from Clerk, our authentication provider. Clerk handles authentication; we do not receive or store Host passwords. If a Host signs in with Google, Clerk receives the basic profile information the Host authorizes (name, email address, and profile picture), and SignBreezy stores the Host's email address and display name.

Reservations Hosts forward booking-confirmation emails or otherwise provide reservation information. We extract information such as guest names, reservation identifiers, stay dates, property, occupancy, booking platform, rates, fees, taxes, and totals, and we store those extracted details rather than the forwarded email itself. If the forwarded email includes the guest's profile photo from the booking platform, we store a copy of that photo with the reservation. A profile photo is not an identification document and is handled as part of the agreement's files. Forwarded emails may contain additional information supplied by the Host or booking platform. We do not request Hosts' booking-platform passwords or directly connect to their booking-platform accounts as part of this email-forwarding workflow.

Guest information Depending on the Host's settings, we collect guest legal names, addresses, email addresses, telephone numbers, additional adult guests' names and contact information, vehicle details, responses to questions the Host chooses to ask, acknowledgments, and signatures. A primary guest may supply the names and contact details of other adult guests. For occupancy purposes, we may collect a count of children in an applicable age category, but not their names or ages.

Identification documents If required by the Host, guests may upload government-issued identification, such as a driver's license or passport, and a Host may upload a copy on a guest's behalf. SignBreezy stores images of those documents. An ID upload is not necessarily an identity-verification check.

Identity verification When enabled by a Host, Didit collects images of government-issued identification documents, selfies or liveness recordings, and related biometric, device, and risk information to check document authenticity and whether the presenter matches the ID. SignBreezy receives images of government-issued identification documents and detailed verification results from Didit. Those results may include extracted identity information, verification status, facial comparison and liveness scores, timestamps, device and network information, and verification identifiers, and may include sensitive personal information and biometric-related verification data. SignBreezy does not separately download or store selfie videos, portraits, or facial geometry scans as standalone files. Hosts see the images of government-issued identification documents, the verification outcome, the name on the document, and any name-mismatch notice; they do not see scores, the document number, the address on the document, or the detailed verification results. Section 5 describes how long SignBreezy keeps detailed results.

Documents and signatures We process templates, Google Docs™ content selected by Hosts, generated agreements, PDFs, HTML versions, merge fields, formulas, signature data, and associated records. Electronic signing records include IP addresses, timestamps, device and browser details, time zone, signing method, and consent or acknowledgment events.

Billing Stripe processes payments made by Hosts. We store Stripe customer and subscription identifiers, the plan, a saved payment-method identifier, the date a Host agreed to automatic reloads, and a ledger of charges and credits with invoice references. A ledger entry describing a charge may include limited guest-identifying information, such as a guest's first name and last initial. Card numbers, expiration dates, and security codes never reach SignBreezy. Guests do not pay through SignBreezy.

Technical information We process IP addresses, browser and device details, activity and access records, diagnostic information, security events, and essential cookies or session technologies needed to operate and secure the Service.

We use information to create and deliver agreements, populate documents, calculate amounts, obtain electronic signatures, verify phone-number possession, collect identification and arrange optional identity verification, and provide completed records to Hosts. We also email completed, signed agreements to Guests.

We use information to operate accounts and billing, send transactional communications, provide support, troubleshoot errors, prevent abuse and fraud, and meet applicable legal obligations.

We may send marketing emails to Hosts who opt in, and they can unsubscribe at any time. We do not send marketing messages to Guests.

Reservation email parsing and AI fallback Our own software ordinarily extracts details from forwarded reservation emails. If it cannot identify the reservation, we may send the message body as forwarded to Anthropic's API to extract the guest's name, the property, the reservation code, the stay dates, adult and child counts, and the amounts. The body is sent as plain text with formatting removed, limited to 20,000 characters, without attachments and without the envelope headers or sender address of the forwarded message. Because the forwarded body may itself quote parts of the original booking message, such as the original sender lines or the guest's name and email address, that quoted content may be included. The body may also contain other personal information or unrelated content included in the forwarded message. We do not store the raw forwarded email; we store the extracted reservation details. We do not send identification documents, identity-verification records, or Google Drive™ document contents to Anthropic for this purpose. Anthropic processes this content as our service provider under its API terms and privacy practices.

Hosts decide which guest information they request, whether to require identification or identity verification, and which agreements guests must sign. When processing information on a Host's behalf, SignBreezy may act as a service provider or processor, while the Host determines the purposes of processing. Stacks Cloud independently determines the purposes of processing for account administration, billing, service security, fraud prevention, and legal compliance. Hosts are responsible for providing any notices to Guests and obtaining any consents that apply to the information they choose to request, and for complying with the laws that govern their own use of guest information. SignBreezy's obligations to Hosts are set out in the Terms of Service.

We disclose information to the Host responsible for the reservation, including guest-provided information, signed documents, images of government-issued identification documents, and the verification outcome and limited verification information described in Section 5 when verification is enabled. We also disclose information to service providers as needed to operate the Service, including hosting, databases, backups, authentication, email, SMS, billing, identity verification, document integrations, error monitoring, and limited AI-assisted email parsing.

We may disclose information when directed by the Host, required by law or valid legal process, necessary to protect rights and security, or in connection with a business transaction, subject to applicable requirements. We do not sell personal information or use it for cross-context behavioral advertising. We do not use guest IDs or biometric verification information for advertising. The service providers named in this Policy are Clerk (authentication), Resend (email), Twilio and Sent.dm (text messaging), Stripe (billing), Didit (identity verification), Google (document integrations and sign-in), and Anthropic (limited email parsing); we also use hosting, database, backup, and error-monitoring providers.

When a Host requires identity verification, SignBreezy uses Didit, a third-party identity verification provider, to authenticate government-issued identification, perform facial matching and liveness checks, and evaluate potential fraud indicators.

Information Collected and Shared Didit collects and processes the Guest's government-issued identification, facial images or video, biometric information, and associated technical information.

SignBreezy receives images of government-issued identification documents and detailed verification results, including extracted identity information and supporting verification data. SignBreezy does not separately download or store selfie videos, portraits, or facial geometry scans as standalone files, although detailed verification results may contain biometric-related information and other sensitive personal data.

What Hosts can see The Host may view the images of government-issued identification documents, the verification outcome, the name on the document, and any name-mismatch notice for their reservation. Each Host view of an identification image is logged. Hosts do not see facial comparison or liveness scores, the document number, the address on the document, or the detailed verification results.

Data Use and Retention SignBreezy does not authorize Didit to use Guest verification data to train, develop, or improve AI or machine-learning models.

SignBreezy has configured its Didit account to retain verification-session data for 30 days, subject to applicable legal requirements and Didit's biometric data retention and destruction policies. This setting governs only the data Didit holds, and Didit's own terms govern its copy.

SignBreezy separately retains the images of government-issued identification documents, verification results, and audit records it receives under its own retention schedule, described in Section 11. Deletion by Didit does not delete the copies SignBreezy holds.

Detailed verification results, including extracted document details, facial comparison and liveness scores, and device and network information, are replaced by a limited verification summary through an automated daily process approximately 30 days after the verification outcome, or approximately 30 days after a verification attempt began if it never reached an outcome. A result that arrives after the detailed record has been replaced does not restore it. The summary consists of the verified name as shown on the document, the document type, the issuing state or country, the verification outcome and its date and time, which verification checks were completed, the verification provider's session reference, and any name-mismatch information shown to the Host. The summary does not include biometric images, biometric templates, facial comparison scores, or other detailed biometric-related verification data. It is retained with the associated agreement and audit trail for as long as they are retained, including for longer periods when required by applicable laws, regulations, or jurisdiction-specific recordkeeping requirements.

Guest Disclosure and Consent Before identity verification begins, Guests receive information about the collection and processing of their identification documents, facial images, video, and biometric information, including the purpose of verification and applicable data retention practices.

Guests are provided access to SignBreezy's Privacy Policy and Didit's Verification Privacy Notice and End User Terms.

Guests must provide affirmative consent to the collection and processing of biometric information before beginning identity verification; verification cannot start without it. The consent, including its version, wording, time, and the IP address from which it was given, is recorded and maintained as part of the verification and agreement audit records.

SignBreezy uses Twilio Verify to send and validate one-time SMS codes. Twilio receives the Guest's phone number and the verification code submitted for validation. SignBreezy receives the verification outcome rather than storing the code itself. We keep records of successful phone verifications and resets, with timestamps and technical details, as part of the signing audit trail for as long as the associated agreement is retained.

Phone verification confirms access to a telephone number; it does not establish the Guest's legal identity. Where a phone number is associated with a signer, we restrict changes to that number and allow an authorized Host to reset verification when necessary. We use session protections and rate limits to prevent misuse. Logs of individual verification attempts, including unsuccessful attempts, are deleted by an automated daily process after 30 days.

We use Resend to receive and process reservation emails and send transactional emails, including agreement notifications and completed signed agreements. We use Twilio to send and verify one-time SMS codes and Sent.dm to deliver signing links and reminders by text message.

When a Host provides a Guest's mobile number, the Guest may receive text messages related to their agreement, signing access, or identity verification. When a primary Guest supplies mobile numbers for additional adult guests, those guests may receive their own signing links by text. We do not send marketing text messages to Guests.

Message and data rates may apply. Guests may opt out of text messages by replying STOP; opt-outs are handled by our messaging provider. Opting out of text messages may prevent completion of signing steps that require SMS verification.

We use Stripe to process Host payments, including subscriptions, prepaid account balances, and usage-based charges. Stripe processes payment information under its own terms and privacy practices, and card details are entered directly with Stripe.

SignBreezy keeps financial records of charges and credits, including invoice references. A charge description may include limited guest-identifying information, such as a guest's first name and last initial, and these financial records are retained after the related agreement is deleted.

SignBreezy does not collect Guest payment-card details.

The free SignBreezy Sidebar add-on allows users to insert signature fields and merge-field placeholders into the Google Docs™ document they are currently editing. No SignBreezy account is required.

Document Privacy The Sidebar operates within the currently open Google Docs™ document. It does not read or transmit the document's contents to SignBreezy. Using the Sidebar, including pairing it with a SignBreezy template, does not give SignBreezy access to view, retrieve, or modify the document.

Optional Template Pairing SignBreezy Hosts may optionally pair a document with a SignBreezy template to access template-specific fields. Pairing uses a unique code stored in the document's Google properties and sent to SignBreezy when requesting the field catalog.

The code only permits access to the paired template's name and its field names, labels, and signer count. It does not provide access to guest information, reservations, documents, or the Host's account.

Users can disconnect the template using the Sidebar's “Use standard list” option. Hosts can also revoke existing pairing codes by generating a new code in SignBreezy.

Google Permissions and Data Processing The Sidebar requests permission only to insert fields into the currently open document, display its interface, and retrieve available fields from SignBreezy's servers. It does not request Google Drive™ access.

Field-catalog requests are made through Google's servers and may include Google's technical request information rather than the user's. These requests occur only when the Sidebar is opened or when a user pairs or disconnects a template.

The Sidebar does not use analytics, advertising trackers, or cookies.

Retention and Deletion The Sidebar does not send SignBreezy the contents of your document or information about you or your Google account, so SignBreezy holds no Google user data from the Sidebar to retain or delete. What SignBreezy receives from the Sidebar is limited to the pairing code, when a template is paired, and the ordinary technical details of each request, both described below. When a Host generates a pairing code, SignBreezy stores it on that template until the Host regenerates it, which permanently replaces the previous code, deletes the template, or closes the account, when it is deleted with the account's other data as described in Section 11. A pairing code does not work while its template is archived and works again if the template is unarchived. The copy of the code in the document's Google properties is controlled by the document's owner and editors; SignBreezy cannot read, list, or delete it. Choosing “Use standard list” removes it, and it remains in any copies of the document made while it was paired. Field-catalog requests leave only ordinary server request records, which contain Google's request details rather than the user's and are kept for a limited period under our infrastructure provider's log retention. Script errors are recorded by Google in SignBreezy's Google Cloud™ project as error text without document content.

Separate Google Drive™ Integration Hosts may separately authorize SignBreezy to access supported Google Drive™ documents for agreement template generation. This integration is independent of the Sidebar and is governed by its own permissions.

Google API Services User Data Policy SignBreezy's use and transfer to any other app of information received from Google APIs, including through the Sidebar and the Google Drive™ connection, will adhere to the Google API Services User Data Policy, including the Limited Use requirements. SignBreezy does not use information obtained through Google Workspace™ APIs, including the Sidebar and the Google Drive™ connection, to develop, improve, or train artificial-intelligence or machine-learning models.

Hosts may separately connect Google Drive™ to use selected Google Docs™ templates and generate agreements. The integration requests drive.file access to files created or opened with SignBreezy and userinfo.email to identify the connected Google account. It does not request unrestricted Google Drive™, Gmail™, or Google Calendar™ access.

For authorized templates, SignBreezy creates folders and document copies in the Host's Google Drive™, populates them with reservation and guest information, inserts signatures at signing, exports PDF and HTML versions, and stores generated agreements and related images in SignBreezy for review, signing, and recordkeeping. SignBreezy accesses the Host's Google Drive™ only in response to Host or signing actions. SignBreezy does not delete files in the Host's Google Drive™; copies there are controlled by the Host and are not deleted when SignBreezy deletes its own copies.

We store the connected Google account email, an encrypted authorization token, and related file and permission identifiers needed to operate the connection. Disconnecting through SignBreezy deletes the authorization token SignBreezy holds, but it does not revoke SignBreezy's authorization within the Host's Google account. Hosts who want to revoke that authorization can do so in their Google account settings.

SignBreezy's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. SignBreezy does not use information obtained through Google Workspace™ APIs, including the Sidebar and the Google Drive™ connection, to develop, improve, or train artificial-intelligence or machine-learning models.

We retain personal information as needed to provide the Service, meet legal requirements, maintain necessary signing evidence, and address legitimate disputes. Retention depends on the record category and any applicable jurisdiction-specific requirements. We retain each category of information for the period described below:

Jurisdiction-specific retention Extended retention is available on the Manager and Agency plans. Where a verified local legal requirement applies, SignBreezy automatically applies the longer retention period to the affected record categories for properties in that jurisdiction on those plans. Agreements, images of government-issued identification documents, and guest registration information may each carry a different period. SignBreezy maintains a reviewed record of jurisdiction requirements, including the legal source, effective dates, the record categories each requirement covers, and its approval. SignBreezy reviews and approves each requirement before it takes effect and may ask a Host for supporting documentation when the Host reports a requirement for a jurisdiction not yet covered. Once approved, the requirement applies to relevant properties in that jurisdiction. A Host on a Manager or Agency plan may separately record a retention requirement set by a homeowners' association or similar community rules for an individual property. These requirements can extend a retention period; they never shorten one. Solo Host properties keep the default retention periods regardless of local or association requirements; Hosts on Solo Host who must keep records longer are responsible for exporting and preserving their own copies. Extended retention settings require an active Manager or Agency subscription. If a Host moves to Solo Host, the default retention periods apply to the Host's properties 30 days after the move unless the Host returns to a paid plan; the Host is notified and offered an export.

Host-requested deletion Hosts may delete an individual reservation's records before the scheduled retention date, including records subject to an extended retention setting. Before deleting, SignBreezy displays a warning that the Host remains responsible for preserving records they are legally required to keep and requires the Host to confirm. A record that a deletion occurred is kept in our access logs.

Account closure Hosts can export their records and close their account from account settings. Before closure, SignBreezy warns Hosts to export any records they must retain and requires confirmation. Account data is deleted 30 days after confirmation unless the Host cancels the closure during that period. Hosts remain responsible for preserving records required by applicable law after closure.

Didit retention and SignBreezy retention are separate Didit's 30-day verification-session retention setting applies only to the data Didit holds. It does not delete the images of government-issued identification documents, verification results, or audit records that SignBreezy has received and stores in its own systems. Those records are governed by SignBreezy's own schedule above and are removed only when SignBreezy's own retention controls delete them.

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and loss. These safeguards include access restrictions, encrypted communications, encryption of sensitive information, and access logging.

Images of government-issued identification documents, whether uploaded by a Guest or Host or received from our identity-verification provider, are encrypted by SignBreezy before storage using individual keys that are managed separately from the stored data. Google authorization tokens are encrypted in the same way.

Other information, including signed agreements, signatures, guest-provided information, phone numbers, and the limited verification summary, is protected through access controls and encryption at rest provided by our infrastructure providers. Backups are encrypted before they leave our infrastructure.

Each Host view of an identification image or agreement file, each deletion, and each instance of staff access to a Host account is logged. Our browser error reporting is configured not to send personal data by default and does not record user sessions.

The automated deletion processes described in Section 11 run daily and record the outcome of each run. Deleted information may remain in encrypted backups until those backups expire under our backup schedule.

Our infrastructure and backup providers maintain additional security measures relevant to their services. Although we take reasonable steps to protect personal information, no electronic storage or transmission system can be guaranteed completely secure.

SignBreezy's signing and identity-verification services are intended for adults aged 18 and older. We do not knowingly solicit personal information directly from children.

For occupancy purposes, an adult Guest may provide the number of children included in a reservation in an applicable age category. SignBreezy's standard reservation and occupancy fields do not request children's names, ages, or other identifying information. Our Terms of Service prohibit Hosts from using the Service to require or solicit children's names, dates of birth, identification documents, contact information, or other personally identifying information.

If information about a child is provided incidentally, we handle it in accordance with this Privacy Policy. Requests to remove unnecessary information about a child may be directed to legal@signbreezy.com.

We use cookies and similar technologies necessary to authenticate users, maintain signing sessions, and operate and secure the Service. We do not currently use advertising pixels, behavioral analytics, or cross-site tracking technologies. Because we do not track users across sites for advertising, browser Do Not Track signals do not change our practices. We will reassess these disclosures if our technology changes.

Hosts Hosts can export their records, including reservation and history data and every agreement PDF, delete individual reservations, and close their account from account settings. Requests for other information, such as who accessed a record, may be sent to the contact below and are handled manually.

Guests Guests may contact us to request information about personal information we maintain, ask for corrections, or request deletion. Because SignBreezy processes reservation information on behalf of the Host and does not maintain guest profiles across reservations, we handle these requests manually, may need the Host to identify the reservation involved, and may refer the request to the Host or assist the Host in responding. Requests are subject to applicable law, identity verification, Host responsibilities, and legitimate retention requirements. Additional rights and response procedures apply where required by law.

Contact: legal@signbreezy.com

Some providers may process information outside the United States; Didit reports that its verification processing occurs in the European Union by default. Transfers and processing are subject to applicable law and provider arrangements. Booking platforms, Google, Stripe, Didit, and other external services maintain their own privacy notices and practices.

We may update this Privacy Policy as our practices or legal requirements change. We will post the revised policy and update its date. Where required, we will provide additional notice or obtain fresh consent before materially changing how sensitive information is processed. A Privacy Policy update alone does not substitute for legally required consent.

Stacks Cloud LLC — SignBreezy Email: legal@signbreezy.com Mailing address: Los Angeles, CA 90039