1. Information We Collect

Information You Provide Directly

• Account Information: When you sign up or manage your business account, we collect your name, email address, business name, phone number, billing information, and login credentials.
• Waiver and Participant Data: Business users (you) create waiver templates and collect completed waivers from your customers/participants. This may include names, dates of birth, signatures, contact details, emergency contacts, medical information (if included in your template), photos, ID uploads, and other custom fields.

eWaiverPro collects and stores this data solely on behalf of, and at the direction of, our business users, in order to provide hosting, processing, and technical functionality of the Service. eWaiverPro does not directly access, view, or review the content of waivers or participant data except as strictly necessary to (a) provide technical support you request, (b) troubleshoot or maintain the Service, or (c) comply with a legal obligation.

• Communications: Emails, support requests, feedback, or marketing opt-ins.

Automatically Collected Information

• Usage and Device Data: IP address, browser type, device information, operating system, referring URLs, pages visited, and interaction data (via cookies, pixels, or analytics tools).
• Location Data: Approximate location derived from IP address (not precise GPS unless explicitly enabled, e.g., for kiosks).
• Log Data: Access times, error reports, and security events.

Third-Party Sources

We may receive data from integrations (e.g., Zapier, booking systems like Bookeo) or payment processors when you connect them.

We do not knowingly collect personal information from children under 18 for our core Service. Business users are responsible for ensuring their waivers comply with applicable age/consent laws (e.g., parental consent for minors).

2. How We Use Your Information

We use the collected information for the following purposes:

• Providing and Improving the Service: Process and store waivers, enable QR code/kiosk signing, generate PDFs, provide lifetime access to records, and support features like integrations and marketing automation.
• Account Management and Billing: Authenticate users, process payments, send invoices, and handle subscriptions/overages.
• Customer Support and Communications: Respond to inquiries, send service updates, and (with consent) marketing emails or SMS.
• Analytics and Product Enhancement: Analytics and product improvement are based on platform usage and device data (e.g., feature usage, page views, error logs, performance metrics). Where we use aggregated, anonymized data derived from waiver or participant content for this purpose, such data is stripped of identifying details and used solely in aggregate form; it is never used to identify, profile, or contact any individual participant.
• Security and Compliance: Prevent fraud, enforce terms, protect against misuse, and comply with legal obligations (e.g., subpoenas or audits).
• Marketing: With your consent or where permitted by law, promote our services (you can opt out anytime).

We process personal data primarily to fulfill contracts with business users and for legitimate business interests (e.g., service improvement and security), unless overridden by your rights.

3. Sharing and Disclosure of Information

We do not sell personal information.

We may share data in these limited cases:

• With Your Business Participants/Customers: Completed waivers are owned and controlled by you (the business account holder). You determine what data is collected and how it is used/shared beyond our platform.
• Service Providers: Trusted third parties (e.g., cloud hosting, payment processors, analytics providers, email/SMS services) who process data on our behalf under strict confidentiality agreements. Data is hosted in the United States. With respect to waiver and participant data specifically, eWaiverPro and its service providers act solely as data processors on behalf of the business user for this data, and do not access or use it for their own independent purposes beyond providing and maintaining the Service.
• Integrations: When you enable third-party connections (e.g., Google Drive, Zapier), data may flow to those services per your settings.
• Legal Requirements: To comply with laws, court orders, government requests, or to protect rights, safety, or property.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may transfer with appropriate protections.
• Aggregated/Anonymized Data: Non-identifiable, aggregated data (which may be derived in part from waiver or participant content, stripped of identifying details) may be shared publicly or with partners for industry insights. This aggregated data can never be used to re-identify individual participants.

4. Data Security

We implement reasonable administrative, technical, and physical safeguards, including encryption in transit and at rest, access controls, secure storage, and regular security reviews. Features like optional multi-factor authentication (MFA) are available.

However, no system is 100% secure. You are responsible for maintaining strong account credentials and reviewing your waiver templates for sensitive data. We are not liable for breaches caused by your actions or third-party integrations.

5. Data Retention

eWaiverPro retains your account data, waiver forms, and customer-signed documents for as long as your account remains active, or as necessary to provide the Services, comply with legal obligations, resolve disputes, or enforce our agreements.

Business Account Data & Waiver Records

Retained while your account is active. Upon cancellation or termination of your account, you have thirty (30) days to download or export your completed waivers and customer data. After this 30-day period, we will delete or anonymize your account data and customer waivers, except where retention is required or permitted by law (for example, for billing records, fraud prevention, legal compliance, or ongoing litigation). Backup copies of data may be retained for a limited additional period solely for recovery and security purposes before permanent deletion. Aggregated, anonymized data that does not identify you or your customers may be retained indefinitely for analytics and service improvement purposes.

Marketing Data

Retained until you opt out (or until your account is deleted, whichever occurs first). You control deletion of individual waiver records while your subscription is active. Our full data handling practices, including storage locations and security measures, are detailed in this Privacy Policy. For the complete Data Retention Policy, please also refer to our Terms and Conditions.

By using the Services, you consent to the collection, processing, and retention of data as described in these Terms and our Privacy Policy.

6. Your Rights and Choices

Depending on your location (e.g., GDPR for EU/UK residents, CCPA/CPRA for California), you may have rights to:

• Access, correct, or delete your personal data.
• Object to or restrict certain processing.
• Data portability.
• Opt out of sales (we do not sell data) or targeted advertising.

To exercise rights, contact us at the details below. We respond within 30 days (or as required by law). Business users control participant data requests—direct those to the relevant business.

You can also:

• Update account settings.
• Opt out of marketing emails/SMS via unsubscribe links.
• Manage cookies through browser settings.

7. Cookies and Tracking

We use essential cookies for functionality, analytics (e.g., Google Analytics), and performance. You can manage preferences via our cookie banner (if implemented) or browser settings. We do not use tracking for cross-site advertising without consent.

8. International Data Transfers

Our servers are in the United States. When transferring data internationally, we use appropriate safeguards (e.g., standard contractual clauses) to ensure adequate protection.

9. Changes to This Privacy Policy

We may update this policy periodically. We will notify you of material changes via email, website notice, or in-app alert. Continued use after changes constitutes acceptance. Check the effective date at the top.

10. Contact Us

If you have questions regarding our privacy policy, please click here to contact us.