Effective October 20, 2026. Version 1.6
Privacy Policy
The Maple eSign Privacy Policy.
Contents
- 01Who this policy covers
- 02Information we handle
- 03Why we use information and how consent works
- 04Who receives information
- 05Service providers and processing locations
- 06Cookies, browser storage, and analytics
- 07Retention, closure, and deletion
- 08Safeguards
- 09Your rights and complaints
- 10Children and capacity
- 11Changes and contact
01Who this policy covers
This policy is version 1.6 and takes effect at 00:00 Pacific time on October 20, 2026. It replaces version 1.5 of October 19, 2026, which stays available at mapleesign.ca/privacy/1.5. The only change is that it names PostHog, which counts how the public website and the Maple console are used for people who accept it, and describes the consent banner and how to change your choice.
Maple eSign is operated by Scrawlr Development Inc., located at 1820-999 W Hastings St, Vancouver, BC, V6C 2W2, Canada ("Maple", "we", "us", or "our"). This policy explains how we handle personal information when you visit mapleesign.ca, use a Maple account or integration, receive a signing invitation, complete a document, or contact us.
The person in charge of the protection of personal information is our Privacy Officer, who can be reached at contact@mapleesign.ca or at the address above.
For account administration, website operation, security, and our own support activities, Maple determines the purposes for handling personal information. When an organization uses Maple to send and manage agreements, that organization generally determines the document's purpose, recipients, and required information, and Maple processes that information on its behalf. Legal responsibilities depend on the activity and applicable law.
If you receive an agreement, the sender's privacy practices also apply. Ask the sender about its document requirements, use of your information, and retained copies. You may contact Maple about our own handling of your information or for help directing a request.
02Information we handle
The information involved depends on your role and the features used.
| Information | Examples and source | Purpose |
|---|---|---|
| Account and organization details | Name, email address, team membership, permissions, and account identifiers provided by you or an administrator | Establish access, administer the account, and communicate about the Service |
| Recipient and routing details | Names, email addresses, roles, signing order, and telephone numbers supplied by the sender or recipient | Deliver invitations, route agreements, and send reminders; telephone numbers are kept as contact details the sender records |
| Document and signing content | Uploaded PDFs, templates, completed fields, signatures, initials, dates, and attachments supplied by senders and recipients | Display and complete the agreement, generate final records, and make them available to authorized participants; and, only if a signer chooses, list the signed agreement in their Maple account for later download, and remember their signature, initials, and stamp to offer in their next agreements while they are signed in to that account, until they remove them |
| Workflow and evidence records | Document identifiers, event timestamps, consent records, verification outcomes, completion or decline status, document hashes, and audit events | Track progress, record signing actions, detect tampering, and support disputes or investigations |
| Network and device information | IP address, browser and device information, request and error logs, and session information generated during access | Authenticate access, protect the Service, investigate errors, and operate the website and application |
| Integration information | API requests, integration identifiers, webhook destinations, delivery status, and authorized payloads; what members ask the assistant and its answers; and a record of each action the assistant or a connected AI app takes | Operate connections configured by account holders, answer members' questions through the assistant, and investigate delivery failures |
| Support communications | Contact details, messages, timestamps, and redacted troubleshooting information you provide | Respond to questions, resolve problems, and maintain support records |
Documents and attachments can contain sensitive personal information. The sender chooses what it requests. Only provide information necessary for the agreement. Do not send signing links, passwords, one-time codes, identity documents, signature images, or complete agreements in an ordinary support message. The public marketing website does not collect signing documents through its informational pages. Its technical traffic is separate from information submitted inside the signing application.
03Why we use information and how consent works
We use personal information for the purposes described above, to comply with legal obligations, and to investigate misuse or protect the rights and security of users and the Service. We limit collection and use to what is appropriate for those purposes.
Where consent is required, we seek consent appropriate to the information and its sensitivity. The sender is responsible for the notices and permissions needed to supply recipient information and request signatures. Signing consent is recorded in the signing process. Accepting terms or visiting a website does not by itself authorize every possible use of personal information.
You may decline to provide optional information or contact us to withdraw consent, subject to legal or contractual restrictions. If you withhold information required to authenticate access, deliver an invitation, or complete a document, that feature may not work. Withdrawing consent does not automatically invalidate a completed agreement or erase records that must lawfully be retained.
Any optional promotional communications must have the permissions required by applicable law and an unsubscribe method. Operational invitations, verification messages, and service notices are distinct from marketing. Contact the sender if you no longer wish to participate in a particular signing workflow.
04Who receives information
We disclose information only for the purposes described in this policy, with appropriate consent or another lawful basis:
- 1.Senders, authorized organization administrators, signers, approvers, and copied recipients receive information appropriate to their role and the configured workflow. A completed agreement or certificate may contain personal information visible to other authorized participants. Ask the sender who will receive it before signing.
- 2.Service providers process information needed for hosting, storage, security, communications, support, and other service functions. Providers acting on our behalf must be subject to appropriate confidentiality, security, and purpose restrictions.
- 3.Integrations selected by an organization receive the information that organization authorizes, including configured webhook events and retrieved documents. The organization is responsible for its downstream use and connected services. If an organization connects its own AI model provider to the assistant in the Maple console, that provider receives what members ask the assistant and the agreement details the assistant looks up to answer them, such as titles, the names, email addresses and status of recipients, comments, and audit events, but not the documents themselves. A member may also connect an AI app to work in Maple as them; it receives the same kind of details for the workspace the member chooses, and can prepare drafts if the member allows it, but never send them.
- 4.Authorities or other recipients may receive information where disclosure is required or permitted by law, including a valid legal process or a necessary response to fraud or a security threat.
- 5.Information may be involved in a proposed or completed business transfer where permitted by law, with safeguards limiting its use and any required notice or consent.
We do not sell, rent, or trade personal information. We do not share personal information with advertising networks, and we do not use document content, signatures, or workflow evidence to train artificial intelligence models.
05Service providers and processing locations
Core production resources are configured in a Canadian Google Cloud region. This describes the core deployment location. It is not a guarantee that every processing activity, communication, support interaction, backup, or provider operates exclusively in Canada.
| Provider or function | Known position and required detail |
|---|---|
| Google Cloud | Core application, database, and document storage run in the Google Cloud Montreal region (northamerica-northeast1), on Cloud Run, Cloud SQL, and Cloud Storage, under the Google Cloud account held by Scrawlr Development Inc. Database backups are stored in the same Google Cloud Montreal region (northamerica-northeast1). |
| Cloudflare | Cloudflare provides DNS for mapleesign.ca and hosts the public marketing site, so it handles the network information needed to deliver those pages, including IP address and request details. The public website uses Cloudflare Web Analytics to count visits. It sets no cookies and stores nothing in your browser. For each page view, Cloudflare records the page address without its query string, the referring page, and your country, browser and device type, and it says it does not fingerprint visitors by IP address or browser details. The signing application uses no analytics, and the console uses only PostHog, as described below. |
| PostHog | PostHog, provided by PostHog, Inc., counts how the public website and the Maple console are used, from servers in the European Union, and only for people who accept it in the banner shown on each. Before you accept, nothing is loaded or sent. Once you accept, PostHog receives the address of each page without its query string, the referring page, clicks on links and buttons with their text and attributes masked, and your browser, device type and approximate location derived from your IP address. It does not receive what you type into any field, and it does not record your session unless this policy says otherwise. The signing application uses no analytics. You can change your choice at any time from the website footer or under Account in the Maple console. |
| Mailgun | Mailgun, provided by Mailgun Technologies, Inc., delivers Maple's email from servers in the United States. Whom Maple emails depends on the invitation email setting, which the Maple console shows as on, limited, or off. When it is on, Maple emails everyone taking part, whatever their email domain: any address entered by the sender or by a recipient (for example when delegating), or by a person completing a self-serve form, including people outside the sending organization, and people invited to join a team. When it is limited, Maple emails a person only when their address is on an email domain that the sending organization has confirmed as its own and that Maple has recorded for it. Anyone else, such as a signer outside that organization, is not emailed: the sender gives them their link, and Maple does not send their name or email address to Mailgun. When it is off, Maple sends no email, and the sender gives everyone their link. The emails Maple sends are signing invitations and reminders, completion notices with a link to the completed document, that link sent again on request, decline notices sent to the other parties on a document, a notice to everyone still due to sign or approve when a document is voided, and team invitations. Maple also emails the person who sent an agreement (for one sent through the API, the person who created the API key) about its progress: when a recipient views it, signs or approves it, or declines it or asks for changes, when it is completed, and when an invitation cannot be delivered; and, only if that person turns them on, when it is about to expire, when someone else voids it, when it is reassigned, and when someone comments on it. That person can turn each of these notices on or off in the Maple console. When someone files a support request in the Maple console, Maple emails it to Maple's own support address. Maple sends no other email today, including no password reset, address verification, or sign-in notice; any other kind will be named here before it is sent. An email about an agreement comes from Maple's address under the sender name the organization has set for its brand or, when it has none, the name of the person who sent the agreement followed by "via Maple eSign", and a reply to it goes to that person. Where the sending organization has verified its email domain with Maple, the person sending may instead have invitations and reminders come from their own address at that domain. Depending on the email, Mailgun receives: the names and email addresses of the recipient and of the person who sent it; the document title as the sender wrote it; the signing, download, or invitation link and when it expires; any header or footer text the organization adds; in a team invitation, the organization and workspace names and the role offered; in a decline notice, the name of the person who declined and the reason they gave, except that when invitation email is limited, a person outside the organization who declines is not named and their reason is not included; in a void notice, the name of the person who voided the document, or of the workspace when an integration voided it without a reason, and any reason given; in a notice to the person who sent an agreement, the name of each document in it, the name of the person the notice is about, and, depending on the notice, how many signers have finished, the reason given for a decline or a void, the address an invitation could not reach, the names of the people a turn moved between and of whoever moved it, and the new person's email address, when the agreement's link stops working, or the text of a comment, except that when invitation email is limited, the names, reasons, and comments of people outside the organization are left out; and, in a support request, its reference, topic, and subject, the name, email address, and account identifier of the person who filed it, their organization and workspace, their language, and what they wrote. Documents are not attached. Mailgun keeps the delivery history of each message for 5 days, and keeps a list of addresses that bounced or whose owners reported a message as spam, so that it does not email them again. Mailgun tells Maple when a message could not be delivered or was reported as spam; Maple records this with the invitation and tells the person who sent the agreement when an invitation could not be delivered. Maple does not use Mailgun's open or link tracking. |
| SMS delivery | No SMS provider is configured today, so Maple sends no text messages, including verification codes. Any SMS provider will be named here before it is enabled. |
| Other providers | Google sign-in is available as an optional way to sign in, matched to an existing account by verified email address. Apart from Cloudflare Web Analytics and PostHog, no other analytics provider, and no other authentication, advertising, monitoring, support, or backup provider, is configured today, and backups are held within Google Cloud. Any additional provider will be named here before it is used. |
Where information is processed outside your province or Canada, it may be subject to the laws and lawful access powers of that location. We remain responsible for information transferred to providers acting on our behalf and use appropriate contractual and other safeguards. We provide additional notices or obtain consent where required by applicable law.
06Cookies, browser storage, and analytics
The website stores a theme preference and your language choice in your browser. The signing application keeps you signed in with a cookie, stalwart_session, which lasts seven days and is marked HttpOnly, Secure, and SameSite=Lax. The signing application also keeps what you type into the fields of a document in your browser, except a signature, initials, or social insurance number, so that a dropped connection does not lose it; it is removed when Maple accepts your signature or decline, and otherwise stays in that browser until you clear its site data. The Maple console also keeps your display preferences in your browser and sets a cookie that remembers whether its side menu is open, and signing in uses short-lived cookies. We set no advertising, analytics, or cross-site tracking cookies.
You can manage cookies and stored website data through your browser. Blocking required storage may affect sign-in or signing. If you accept analytics in the banner on the website or the Maple console, PostHog keeps an identifier for your browser in its local storage, and Maple keeps your choice there too; declining or changing your choice removes PostHog's stored identifier. Analytics is optional, nothing runs before you accept, and you can change your choice at any time from the website footer or under Account in the Maple console.
07Retention, closure, and deletion
We retain personal information only as long as reasonably necessary for its identified purposes, legal obligations, and legitimate dispute or security needs. Retention must take account of the sender's instructions and agreement, subject to applicable law. Audit integrity alone is not a blanket reason to retain all personal information indefinitely.
Account and organization details, drafts, attachments, completed documents, seals, audit records, support records, and security logs are retained while the account is open and for as long as the account holder keeps them. Completing or closing a workflow does not delete the completed document, its seal, or its audit record; those are deleted with the account when deletion is requested. When you ask us to delete an account or its information, a thirty day grace period runs from the request, during which you can cancel it. After that period the information is permanently deleted from our primary systems. Backups are kept on a rolling seven day cycle, so copies remaining in encrypted backups age out within seven days of the primary deletion. Network and security logs are kept only as long as needed to operate and protect the Service, and records under a legal hold are kept until the hold ends.
The assistant in the Maple console and AI apps a member connects are an exception today. Their conversations, the actions they prepare, and the record of each action they take are kept with no set time limit. Deleting a conversation removes its messages but keeps the rest of these records, and the record of actions cannot be removed, including when an account is deleted.
There is currently no self-service deletion or account-closure feature. Requests must be directed to contact@mapleesign.ca. Account closure does not automatically delete completed agreements, records subject to a legal hold, or copies already held by other participants.
Where deletion is required and permitted, information will be deleted or irreversibly anonymized after a request to contact@mapleesign.ca and a thirty day grace period, by permanent deletion from our primary systems, with any copies remaining in encrypted backups ageing out within the following seven days. If a legal obligation or justified hold prevents deletion, we will explain the applicable restriction where permitted and limit further use to the retained purpose.
08Safeguards
We use technical and organizational measures appropriate to the sensitivity of the information. Published product controls include encrypted browser and API traffic, team-scoped access, and tamper-evident signing records. Authorized access must be limited to the people and providers who need it for their duties.
No system guarantees complete security. Signing evidence and document hashes do not replace access controls or establish that a document is legally enforceable. If a security incident affects personal information, we will assess it and notify affected individuals, organizations, and regulators where required by applicable law.
09Your rights and complaints
Depending on applicable law, you may request access to your personal information, correction of inaccuracies, information about its use or disclosure, withdrawal of consent, or deletion where available. Additional rights may apply in your jurisdiction. These rights are subject to legal exceptions and do not necessarily require alteration of a historical signed agreement. Corrections may need to preserve the original record and document the correction separately.
Contact us at contact@mapleesign.ca with a description of your request and enough information to locate the relevant account or workflow. Do not include a complete document or active signing link. We may request proportionate identity verification through a secure method. We will respond within applicable legal time limits and explain any permitted extension, refusal, or applicable fee.
For information managed on a sender's behalf, we may coordinate with or direct you to that organization, while addressing our own legal responsibilities. You may raise a complaint with our privacy contact or the relevant privacy regulator, including the Office of the Privacy Commissioner of Canada (www.priv.gc.ca/en/report-a-concern/) where it has jurisdiction. If you live in Quebec, you may also raise a complaint with the Commission d'accès à l'information du Québec (www.cai.gouv.qc.ca).
10Children and capacity
Maple account registration is intended for adults with legal capacity to use the Service. A sender must establish the appropriate authority and permissions before involving a minor's information or requesting action by a guardian. Contact us at contact@mapleesign.ca if you believe information about a child has been provided without the required authority or consent.
11Changes and contact
We will publish revisions with an updated effective date and version. For material changes, we will provide notice through an appropriate channel and obtain fresh consent where required before using previously collected information for a new purpose.
This policy is available in English and French, and the French version is provided to you before you are asked to accept it. If the two versions differ, the English version prevails, and by accepting this policy you choose the English version.
Privacy contact: Scrawlr Development Inc., 1820-999 W Hastings St, Vancouver, BC, V6C 2W2, Canada, contact@mapleesign.ca.