Your information privacy is important to us. We provide this Privacy Policy to explain how we collect, use, protect, and disclose information and data when you use the esignatureguarantee.com website and customer portal ("Site") and any related services offered by eSignature Group, LLC ("Services"). This Privacy Policy also explains your choices for managing your information preferences. This Privacy Policy applies to all users of the Site and Services. The Site and Services are provided by eSignature Group, LLC ("Company," "we," "our," "us").
BY USING THE SITE OR SERVICES, YOU ARE CONSENTING TO THIS PRIVACY POLICY. PLEASE READ IT CAREFULLY.
Personal Information we collect
We collect the following categories and types of "Personal Information":
- Contact Information: your first and last name, mailing address, email address, and phone number.
- Identity Verification Information: government-issued identification documents (such as driver's license or passport), facial photographs, date of birth, and Social Security number, collected as part of our identity verification process.
- Financial and Securities Information: stock symbols, share quantities, share prices, market values, transfer agent information, stock certificate details, stock power forms, and other documents submitted in connection with medallion signature guarantee transactions.
- Payment Information: billing address and payment method details. Full credit card numbers are processed and stored by our payment processor, Stripe, and are not stored on our servers.
- Other Identifying Information: IP address, passwords and other security information for authentication and access.
- Internet or Other Electronic Activity: your browsing and click history, including information about how you navigate within our Site and Services and which elements you use the most.
- Communications: messages you send to or receive from our case management team through the Site, and any other correspondence with us.
- Inferences: drawn from the categories described above in order to provide and improve our Services.
How we use Personal Information
Transactional purposes
We use your contact information, identity verification information, financial information, and payment information to:
- Process and fulfill your medallion signature guarantee transaction;
- Verify your identity as required for securities transfer authorization;
- Communicate with you about the status of your transaction; and
- Process payments and issue refunds.
AI-assisted document processing
We use artificial intelligence and machine learning technologies to assist in processing your transaction. Specifically:
- Document Classification: We use AI to identify and categorize the types of documents you submit (e.g., stock certificates, transfer forms, identification documents).
- Data Extraction: We use AI to extract structured information from your submitted documents (e.g., names, account numbers, share quantities) to assist our review team.
- Review Assistance: AI assists our human reviewers by flagging potential issues and verifying consistency across documents.
Important: All AI-assisted determinations are reviewed and verified by qualified human staff before any transaction approval or denial decision is made. AI does not make approval or denial decisions. Documents submitted through our platform are processed using Anthropic's Claude API. Anthropic does not use data submitted through their API to train their models and does not retain submitted data beyond the time needed to process each request.
Identity verification
We use third-party identity verification services (currently Entrust) to verify your identity. This process involves collecting and processing biometric data, including facial images captured during the verification process, and comparing them against your government-issued identification document. This data is processed by our verification provider in accordance with their privacy policy. We retain the verification result (approved, denied, or pending) and the date of verification, but do not retain the biometric data after verification is complete.
Analytical purposes
We use your internet activity, browsing history, and other identifying information to analyze preferences, trends, and statistics to improve our Services.
Communication purposes
We use your contact information to:
- Send transactional emails about your account and transaction status;
- Send service-related notifications (e.g., document review updates, approval notifications);
- Respond to your inquiries and support requests; and
- With your consent, send marketing communications about our Services.
Security and fraud prevention
We use your personal information to protect the Site and Services, our Company, and others, and to prevent fraud, theft, and misconduct. Given the financial nature of our Services, we take additional measures to verify identity and detect fraudulent activity.
Sources of Personal Information
- Directly from you: We collect information you provide when creating an account, submitting a transaction, uploading documents, or communicating with us.
- From third-party services: We receive identity verification results from our verification provider (Entrust), payment confirmation from our payment processor (Stripe), and authentication data from our auth provider (WorkOS).
- Automatically: We collect internet activity and browsing data passively using standard web technologies such as cookies.
Third-party service providers
We share Personal Information with the following categories of service providers, each of whom is contractually required to use your information only for the purposes we specify:
- Payment Processing: Stripe, Inc. processes payments on our behalf. Stripe's privacy policy governs their handling of your payment information.
- Identity Verification: Entrust processes identity verification on our behalf, including facial recognition and document verification.
- AI Document Processing: Anthropic, PBC processes document classification and data extraction through their API. Anthropic does not retain or train on data submitted through their API.
- Email Communications: Twilio SendGrid delivers transactional and marketing emails on our behalf.
- Cloud Infrastructure: Amazon Web Services (AWS) hosts our Site, Services, and data storage infrastructure. All data is stored in the United States.
- Authentication: WorkOS provides authentication and user management services.
Other disclosures
Our affiliates
We may share Personal Information with businesses controlling, controlled by, or under common control with our Company.
Corporate transactions
If our Company is merged, acquired, or sold, or in the event of a transfer of some or all of our assets, we may disclose or transfer Personal Information in connection with such transaction.
Compliance with laws
We cooperate with government and law enforcement officials and private parties to enforce and comply with the law. We may disclose Personal Information if, in our discretion, we believe it is necessary or appropriate to respond to legal requests (including court orders and subpoenas), to protect the safety, property, or rights of our Company or of any third party, to prevent or stop any illegal, unethical, or legally actionable activity, or to comply with the law.
De-identified and anonymized data
We may de-identify, aggregate, or otherwise strip any Personal Information of all personally identifying characteristics and may use or share that anonymized data with third parties for any purpose we deem appropriate.
Data retention
We minimize the Personal Information we retain. After your transaction is complete, we follow a tiered retention and deletion schedule:
- Account information (name, email, verification status) is retained for the active life of your account. You may request account deletion by contacting us.
- Transaction records (transaction details, status history, compliance decisions) are retained for up to seven (7) years after transaction completion, as required by our surety bond program obligations and applicable UCC Article 8 requirements.
- Uploaded documents and sensitive personal data (identification images, stock certificates, transfer forms, Social Security numbers) are removed from our active systems within ninety (90) days of transaction completion. After removal from active systems, an encrypted archive is retained in secure cold storage for up to seven (7) years for fraud defense and regulatory compliance purposes, then permanently deleted.
- Identity verification biometric data (facial images) is not retained by us after the verification process is complete. Our verification provider processes this data in accordance with their own privacy policy.
- Payment information (full credit card numbers) is never stored on our servers. Our payment processor, Stripe, handles all payment data.
Managing your information preferences
You can review, correct, update, or change your Personal Information by logging into your account and visiting the Account page. You can also opt out of receiving marketing emails by following the unsubscribe link in any marketing email you receive from us. You cannot opt out of transactional emails related to the status of your account or transactions. For other requests regarding your Personal Information, please email us at info@esignatureguarantee.com.
Please note that after identity verification, your legal name is locked for security purposes. If you need to update your name, please contact our support team.
Security
We maintain physical, electronic, and procedural safeguards to protect the confidentiality and security of information transmitted to us. We use industry-standard encryption for data in transit and at rest. However, no data transmission over the Internet or other network can be guaranteed to be 100% secure. As a result, while we strive to protect information transmitted on or through the Site or Services, we cannot and do not guarantee the security of any information you transmit on or through the Site or Services, and you do so at your own risk.
Children's privacy
The Site and Services are intended for users who are 18 years old or older. Because of the financial nature of our Services, the Site is not designed to appeal to children. We do not knowingly collect Personal Information from anyone under the age of 18. If we become aware that we have inadvertently received Personal Information from a person under 18, we will delete such information from our records.
Processing in the United States
Please be aware that your Personal Information may be transferred to and maintained on servers or databases located in the United States. If you are located outside of the United States, please be advised that we process and store all information in the United States. By using the Site or Services, you are agreeing that the collection, use, transfer, and disclosure of your Personal Information will be governed by the applicable laws of the United States.
Notice to California residents
We do not share your Personal Information with third parties for their direct marketing purposes. If you would like to opt out of the sharing of your information for this purpose in case our practices change in the future, please email us at info@esignatureguarantee.com.
Privacy Policy changes
We may change this Privacy Policy from time to time. If we make material changes, we will notify you by posting the revised Privacy Policy on the Site with an updated effective date. By continuing to use the Site or Services after changes are posted, you are consenting to the revised Privacy Policy.
Contact us
If you have any questions or concerns about this Privacy Policy, please contact us at:
eSignature Group, LLC
169 Madison Ave STE 76750
New York, NY 10016
info@esignatureguarantee.com