+31853033676 info@validsign.eu

ValidSign Privacy Statement

Scope and Consent

ValidSign attaches great importance to protecting your privacy. This Privacy Statement (“Privacy Statement”) describes ValidSign’s practices regarding the collection, use, disclosure, retention, and protection of your data in your use of the ValidSign e-signature service. This applies to the my.validsign.nl, xbrl.validsign.nl and to any related application, service or tool (collectively the “Service”) no matter how you use or use it, including via mobile devices. By using our Service and/or registering an account with us, you accept the terms of this Privacy Statement and agree to our collection, use, disclosure, retention and protection of your information as described in this Privacy Statement.


ValidSign may update this Privacy Statement from time to time. We will notify you of any changes by posting the updated Privacy Statement on the Site. You are advised to read this Privacy Statement periodically for any changes.


Collection of Personal Data

To take advantage of the Service, ValidSign may ask you if you (and your devices, including mobile devices) can provide us with certain personally identifiable information (“Personal Information”) that can be used to:

  • Contact or identify you;
  • Register an account with us;
  • Provide information on a web form;
  • Update or add information to your account;
  • Complete a ValidTransaction in which you are a party;
  • To correspond with you regarding the Service.

Personal information may include, but are not limited to, your name, title, company name, email address and phone number. We strive to limit our requests for personal information to information that we believe is minimally necessary to achieve our stated collection purposes and, where applicable, we take reasonable steps to ensure that data is reliable for its intended use, correct, complete and up-to-date.

If you use or subscribe to a European authority, ValidSign will collect, use, and process your personal information without your consent based on validsign’s legitimate interest or the contracts between you and ValidSign:

Contracts: We may process personal data to the extent that processing is necessary for the conclusion and execution of ValidSign’s obligations under a contract with you, as well as for billing or reporting purposes.

Legitimate interests: we may process personal data if we have a real and legitimate reason (including commercial benefit), unless it is offset by damage to the rights and interests of the individual.

ValidSign strives to treat your information in a way that is in accordance with local privacy laws that apply to you and in the jurisdictions where ValidSign operates.

Collection of other Information

We also collect other technical information (“Technical Information”) sent by your browser when you visit our Site and use our Service. This may contain information such as:

  • Your computer’s Internet Protocol Address (“IP”;
  • Browser type and version;
  • Device information;
  • Log information;
  • Location information;
  • The time and date of your visit;
  • The pages you visit on our Site;
  • The time spent on web pages and other similar metrics.

Cookies are files with a small amount of data, including possibly an anonymous unique identification. Cookies are sent to your browser from a website and stored on your computer’s hard drive. Our Service uses “cookies” to collect information. You can order your browser to reject all cookies or to indicate when a cookie is sent. However, if you don’t accept cookies, you may not be able to use some parts of the Service.

Note that the privacy preference of “Do not Track” (which users can set up in their browsers to prevent tracking their use of a website) is not supported on the Site or service.

Access and correction of Personal Data

If you want access to your personal information collected and retained by ValidSign, you can log into your Site Account and change, delete, or correct such information in your account profile, unless we need to retain that information for legitimate business or legal purposes. ValidSign acts as a data processor for the benefit of its Clients (data controllers) during the delivery of the Service. If you have a request for access, correction, restriction of use or deletion of your personal information collected by the sender and provided through the e-Sign Transaction process or otherwise held by the sender, you must submit such a request directly to the sender (our Client).

Use and Retention of Personal Data

ValidSign uses the personal data and technical information collected through the service primarily for the following purposes:

  • To create a contract and to fulfil our obligations arising from contracts between you/your company and ValidSign;
  • In order to enable the completion and electronic signature of documents submitted for that purpose;
  • Provide proof of the Valid Transaction;
  • To send you notifications about documents that need your signature, or about Valid Transactions that are complete;
  • To send you notifications about the availability or scheduled maintenance of the Service;
  • To send you notifications about service improvements, new or upcoming features or promotions;
  • To contact you in response to forms such as “Contact”;
  • For purposes of aggregation and business information, including for ValidSign to develop new features or functionality that will benefit service service users, while maintaining the confidentiality of the Personal Data.

With the exception of information you personally provide to Shippers through the ValidTransaction, ValidSign will not sell, rent, share or otherwise disclose to third parties without your consent, except if disclosure is required by law, if this information is already publicly available, or in the event of a reorganization of companies including, but not limited, mergers, acquisitions and sales of all or virtually all of our assets.


ValidSign allows you to exercise an opt-out choice if you don’t want to receive emails from us or updates on service improvements, new or upcoming features or promotions. The opt-out choice can be exercised after receiving an email from ValidSign or by sending an email to support@validsign.eu with the subject line: “Opt-out”. We’ll process your opt-out as soon as possible, but please note that in some circumstances you may still receive a few messages until the opt-out request is processed.

Information provided to third parties

This privacy statement only covers the use and disclosure of personal information that ValidSign collects from you. If you share your information with others, such as a sender participating in ValidTransactions, or if you are referred to a third-party website, their privacy statements and practices apply. If you visit other sites, we also recommend that you read the privacy statement of such sites, as ValidSign has no control over or responsibility for the content, privacy statements or practices of third-party sites or services. Personal data provided to Shippers through the Service while participating in e-Sign Transactions will be collected, used, disclosed, preserved and protected in accordance with each Sender’s respective privacy statement/privacy policy. ValidSign accepts no responsibility for the use, security, confidentiality and integrity of the information provided to the shippers or third parties, including loss, abuse and unauthorized access, disclosure, modification and destruction.


The security of your personal data is important to us. ValidSign applies appropriate administrative, technical and physical security measures to protect it from loss, abuse, unauthorized access, disclosure, modification or destruction. Safeguards include the use of encryption for data that is at rest and on the go and the application of strict system protection and processes. Access to personal information is strictly limited to our employees who need access in the context of their assigned tasks. The system is the goal of continuous monitoring of new vulnerabilities or possible malicious attacks, and the security and related processes are regularly tested and reviewed. However, we cannot guarantee that your personal information is completely secure from hackers and other security risks. If you have any security questions on this site, you can send an email to support@validsign.eu.

Storage, Transfer and Disclosure of personal data

In its role as data manager, ValidSign can store and process your personal information to maintain the contractual relationship and execute its contractual obligations (such as name, email, phone number, IP address, function and other related business information of you and your representatives) (e.g. employees, users, business partners, and agents)) in a country where ValidSign and its subsidiaries are active. ValidSign hosts the Site or application on its servers in various locations in the Netherlands.

Personal information can be transferred, processed, and stored in service provider facilities enabled by ValidSign, to the extent necessary for the delivery of validsign services. A data receiver who qualifies as a subprocessor of the personal data will have to process the personal data in accordance with ValidSign’s instructions and applicable data privacy laws.

ValidSign will not keep your personal information collected and owned by ValidSign for longer than is necessary to achieve the purposes for which it is collected or as required by applicable laws and regulations. Provided and insofar as it does not violate any legal or contractual requirements, ValidSign will delete or restrict the use of your personal information as soon as the sender (data manager) informs ValidSign that the sender does not want ValidSign to process its personal information. Longer. Contact the correct request via privacy@validsign.eu. Upon termination of the service contract with the sender, ValidSign shall remove the customer’s personal information in accordance with the contractual obligation or in accordance with validsign’s internal data deletion procedures, which are no later than 60 days.

ValidSign Add-on for Google Docs use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Complaint to a Data Protection Supervisory Authority

If you have any questions regarding the processing of your personal information, please contact us by sending an email to privacy@validsign.eu.

If you are a person with a residence permit in the EU and you do not agree with how ValidSign processes your personal information, you can file your complaint with your competent European Data Protection Authority.


This website is not intended for children under the age of 16. ValidSign does not target services for children under the age of 16 and also deliberately does not collect personal information from children under the age of 16.

In this Privacy Statement:

  • “ValidSign”, “we”, “our” and “us” refer to ValidSign.
  • “You” and “your” refer to the users of the Service.
  • “E-Sign Transaction” means the electronic processing of one or more documents through the Service, where such a document can be viewed, signed, sent or received.
  • “Sender” means every ValidSign customer who uses the Service to initiate Valid Transactions.

Contact Us

If you have any questions or complaints about this privacy statement, please contact us at 085-3033676, via e-mail on privacy@validsign.eu or by post on ValidSign, Zutphenseweg 42, 7211 ED Eefde.