Privacy Policy 

Introduction

NextSign ApS (“we”, “us” or “NextSign”) operates NextSign, which is a digital signature solution for secure and simple digital signing of documents. This privacy policy describes how we as a data controller process personal data about visitors, users, and contacts in connection with the operation of our services. When we process information on behalf of our customers in their signing flows, we are data processors – see the customer's own privacy policy in these cases.

Contact Information

Company: NextSign ApS

Address:

CVR No.: 44 03 75 05

Phone: +45 7060 4402

Website: www.nextsign.dk

Email: support@nextsign.dk

Purpose and Legal Basis for Processing

We process your information to operate, secure, and improve our platform, provide support, communicate with you, and fulfill our legal obligations.

• Operation and security of our websites and signature service.
• Creation and administration of user accounts and customer relationships.
• Communication and support in connection with inquiries.
• Sending newsletters and marketing, when consent is given or an existing customer relationship exists.
• Compliance with legal obligations, including accounting and documentation.
• Analysis and improvement of our services and user experience.
• Technical logging and documentation of activities to ensure operation, troubleshooting, and security.

Categories of Personal Data

• Common personal data (art. 6): name, email, address, phone number, IP address, login and usage information.
• Sensitive personal data (art. 9): As a rule, we do not process sensitive data as a data controller. If sensitive data is received in connection with support, it is immediately deleted after handling.
• Confidential information (art. 10): Social security numbers may occur, for example, if you create test cases. Social security numbers are stored encrypted and only as long as necessary for the purpose.

Recipients of Personal Data

We only share personal data with trusted (sub)processors when necessary for the operation of our service – e.g., hosting, database, email, and SMS providers, and eID providers. All recipients are contractually obligated to protect your information and only process it according to our instructions.

Transfer to Third Countries

We primarily store data within the EU/EEA. If we use providers outside the EU/EEA, it only occurs where there is a valid transfer basis (e.g., EU Standard Contractual Clauses), and where the provider can offer an adequate level of protection.

Where Your Information Comes From

We primarily collect information directly from you when you visit our site, create an account, or contact us. We may also receive information from the organization you are affiliated with, or from public sources in connection with updating business data.

Security and Storage Period

We have implemented technical and organizational security measures, including encryption, access control, 2-factor login, ongoing backups, and detailed logging. We store your information as long as necessary for the purposes for which it was collected, or as long as the law requires. Information is deleted or anonymized when the purpose is no longer present.

Apps and integrations

This privacy policy applies to NextSign as a service – including our web platform and our apps and integrations for Microsoft 365: NextSign Integration for word, NextSign Outlook Integration and NextSign Sharepoint Integration. When you use these integrations, we process the personal data you enter or give us access to – for example the document you send for signing, the recipients' name, email and phone number, and the NextSign account you sign in with – for the purpose of creating and sending documents for electronic signing. The data is processed in accordance with the same purposes, legal bases and security measures described in the rest of this policy. The integrations only access your document when you actively send it through NextSign, and we do not use your content for any other purpose.

YouTube

We use YouTube API Services to publish our own guide videos on NextSign's YouTube channel. We only use the API to upload and manage our own videos. We do not access, collect, store or share information about YouTube users, or about you, through YouTube API Services.

Videos on our own websites are played from our own servers in the EU and send no information to YouTube. Some older posts embed videos from YouTube. These only load after you have consented to functional cookies, and YouTube's terms and Google's privacy policy then apply.

When you watch our videos on YouTube, the YouTube Terms of Service and the Google Privacy Policy apply.

If you have given an app access to your Google Account, you can revoke that access at any time on the third-party connections page in your Google Account. You can also contact us at support@nextsign.dk if you would like information we hold about you deleted.

Your Rights

• Right to access information we process about you.
• Right to rectification of inaccurate information.
• Right to erasure of information in special cases.
• Right to restriction of processing.
• Right to object to processing based on our legitimate interests.
• Right to data portability.
• Right to withdraw consent if processing is based on consent.
• Right to complain to the Data Protection Authority.

The Data Protection Authority

Address: Carl Jacobsens Vej 35, 2500 Valby

Phone: 33 19 32 00

Email: dt@datatilsynet.dk

Changes to the Privacy Policy

We may continuously update this privacy policy, e.g., if changes occur in legislation or in our services. The latest version is always available at www.nextsign.dk.