Privacy Policy | OnadaDocs

This Privacy Policy ("Policy") describes how Onada Innovative LLC ("we," "us," or "our") collects, uses, stores, shares, and protects information in connection with OnadaDocs ("the Platform," "the Service"). By accessing or using OnadaDocs, you acknowledge that you have read and agree to the practices described in this Policy.

OnadaDocs is a document creation and management platform that allows users to build, brand, sign, and share professional documents using AI-powered tools, custom letterheads, e-signatures, and reusable templates.

1. Information We Collect

We collect information in the following ways:

1.1 Information You Provide Directly

Account registration details: full name, email address, password
Profile and organization information: company name, job title, department
Brand Kit assets: company logos, letterhead files, and brand colors you upload to the Platform
Documents, templates, and content you create, upload, or store on OnadaDocs
E-signature data: signatures you apply or request through the Smart Signing feature
Billing information: payment details submitted during subscription checkout (processed entirely by Stripe — we do not store raw card data)
Communications you send to us, including support requests and product feedback

1.2 Information Collected Automatically

Log and device data: IP address, browser type and version, device identifiers, operating system
Usage data: pages visited, features used, document creation activity, timestamps, and session duration
Cookies and similar tracking technologies (see Section 7 for details)
Audit trail data generated by the Smart Signing feature, including signer identity, timestamp, and IP address

1.3 Information from Third Parties

Payment and transaction data from Stripe, our payment processing partner
Authentication data if you choose to sign in using a supported third-party identity provider (e.g., Google OAuth)
Integration data when you connect OnadaDocs to external tools or services

2. How We Use Your Information

We use the information we collect for the following purposes:

To create and maintain your OnadaDocs account and deliver the core features of the Platform, including the AI Document Builder, Rich Text Editor, Template Library, custom letterhead application, and Smart Signing
To process subscription payments and manage your billing relationship via Stripe
To generate, store, and retrieve documents and templates on your behalf
To apply your Brand Kit assets consistently across documents you create
To facilitate document sharing, collaboration, team management, and department-level access control
To maintain audit trails for e-signature requests as required by applicable law
To send transactional communications, including account confirmations, subscription receipts, and security alerts
To send product updates and service-related communications (you may opt out of marketing messages at any time)
To monitor, analyse, and improve Platform performance and user experience
To detect, investigate, and prevent fraudulent, abusive, or unauthorised use of the Platform
To enforce these Terms of Service and other policies
To comply with applicable legal obligations and respond to lawful requests from government or regulatory authorities

3. Legal Basis for Processing

We process your personal data under one or more of the following legal bases:

Contractual necessity: processing required to perform our agreement with you and deliver the Service
Legitimate interests: to improve OnadaDocs, ensure platform security, prevent fraud, and communicate service updates
Legal obligation: to comply with applicable United States federal and Maryland state law
Consent: where you have provided explicit consent, such as opting in to marketing communications. You may withdraw consent at any time without affecting the lawfulness of prior processing

4. How We Share Your Information

We do not sell your personal data. We may share your information only in the following circumstances:

4.1 Service Providers

We engage trusted third-party vendors to operate and support the Platform. These include cloud infrastructure providers for data hosting and storage, Stripe for payment processing, email delivery services, and analytics providers. All such vendors are contractually required to process data only as directed by us and in accordance with applicable law.

4.2 Stripe — Payment Processor

All subscription payments are handled by Stripe, Inc. When you enter payment information on OnadaDocs, that data is transmitted directly to Stripe and governed by Stripe's Privacy Policy and Terms of Service. Onada Innovative LLC does not store, process, or have access to raw payment card data. We receive only tokenized payment references and transaction status information from Stripe.

4.3 Your Organization

If you use OnadaDocs under a team or enterprise account, your account administrator may have visibility into your usage activity, documents you create, and team collaboration actions, subject to the permissions configured for your account.

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets involving Onada Innovative LLC, your information may be transferred as part of that transaction. We will provide notice before your data becomes subject to a materially different privacy policy.

4.5 Legal Requirements and Protection

We may disclose your information where required by law, court order, or valid governmental request; where necessary to protect the rights, property, or safety of Onada Innovative LLC, our users, or others; or to enforce our legal rights and agreements.

5. Data Retention

We retain your personal data for as long as your account is active, as needed to provide the Service, and as required by applicable law. Specifically:

Account data is retained for the duration of your account and for a period of 30 days following account deletion, after which it is permanently deleted or anonymized
Documents and templates you have created are deleted upon account closure, subject to any outstanding sharing relationships
Audit trail data for e-signatures may be retained for a longer period as required by applicable electronic signature laws
Financial transaction records are retained as required by applicable tax and accounting regulations

Where you have shared documents with other users, copies of those documents may remain in those users' accounts after your account is closed. You should revoke access to shared documents before closing your account if you wish to prevent continued access.

6. Data Security

We implement industry-standard technical and organizational security measures to protect your data against unauthorized access, disclosure, alteration, loss, or destruction. Our measures include:

Encryption of all data in transit using TLS/HTTPS
Encryption of sensitive data at rest
Role-based access controls and least-privilege principles governing internal access to user data
Secure credential handling, including hashed password storage
Audit logging of access to document data
Ongoing monitoring and vulnerability management practices

While we apply rigorous safeguards, no system is completely immune to security risks. In the event of a data breach that affects your personal information, we will notify you in accordance with applicable law. We encourage you to use a strong, unique password and to contact us at support@onadadocs.com immediately if you suspect unauthorized access to your account.

7. Cookies and Tracking Technologies

OnadaDocs uses cookies and similar technologies to operate the Platform and improve your experience. We use:

Essential cookies: required for authentication, session management, and core Platform functionality — these cannot be disabled
Functional cookies: used to remember your preferences, settings, and interface choices
Analytics cookies: used to understand how users interact with the Platform so we can improve features and performance

You may control non-essential cookies through your browser settings. Please note that disabling certain cookies may affect Platform functionality. We do not use cookies to serve third-party advertising.

8. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

Right of access: to request a copy of the personal data we hold about you
Right to rectification: to request correction of inaccurate or incomplete information
Right to deletion: to request erasure of your personal data, subject to legal retention requirements
Right to data portability: to receive your data in a structured, machine-readable format
Right to restriction of processing: to request that we limit how we use your data in certain circumstances
Right to object: to object to processing based on our legitimate interests
Right to withdraw consent: to withdraw any consent you have given at any time, without affecting the lawfulness of prior processing

To exercise any of these rights, please submit a written request to support@onadadocs.com. We will acknowledge your request within 5 business days and respond within 30 days. We may require verification of your identity before processing your request.

9. Children's Privacy

OnadaDocs is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from minors. If we learn that we have inadvertently collected data from a child under 18 without parental consent, we will delete that data promptly. If you believe we may have collected data from a minor, please contact us at support@onadadocs.com.

10. Third-Party Links and Integrations

The Platform may contain links to or integrations with third-party websites and services. This Policy does not cover the privacy practices of those third parties. We encourage you to review the privacy policies of any external services you connect to OnadaDocs. Onada Innovative LLC is not responsible for the privacy practices or content of third-party services.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Platform, or applicable law. When we make material changes, we will notify you by posting the updated Policy on the Platform and updating the "Last Updated" date above. For significant changes, we may also notify you by email. Your continued use of OnadaDocs after the effective date of an updated Policy constitutes your acceptance of the changes.

12. Governing Law

This Privacy Policy is governed by the laws of the State of Maryland and the federal laws of the United States of America. Any disputes arising under this Policy shall be subject to the jurisdiction of the courts of the State of Maryland.

13. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us:

Company: Onada Innovative LLC
Email: support@onadadocs.com
Website: https://www.onadadocs.com
State of Incorporation: Maryland, United States of America

This document is an official legal disclosure for OnadaDocs, prepared by Onada Innovative LLC.