Who is responsible for what
InkTrail is run by InkTrail (operated by [SENSITIVE]), in British Columbia, Canada. We have two roles:
- For studio accounts (the people who sign in to run a studio on InkTrail) and people who request access, we decide how that information is used and are accountable for it.
- For signers (a studio's clients who sign its forms), we are the studio's service provider. The studio decides what to collect and why, and is accountable for its clients' information. We handle it only to provide InkTrail to that studio, and follow the studio's reasonable instructions about it.
We do not sell personal information, and we do not use it for our own or anyone else's marketing.
What we collect, and why
Studio accounts:your email address, the studio's name and contact email, the people you invite (their email addresses and display names), and a password if you set one (stored only as a secure hash). Used to sign you in, run your studio's account, send you sign-in codes and notices about signings, and contact you about the beta. We also record that you accepted the beta terms: which version, when, and from which IP address.
If you request access: your email address and the message you send, used to reply and set up your account.
Signers, for the studio: your email address (confirmed with a one-time code), first and last name, home address, date of birth, phone number, your typed name and initials as your signature, your marketing choice (whether you agreed to hear from the studio), and the form you signed — its text or PDF. Used to show you the form, produce the signed document, and send a copy to you and to the studio. If you have signed with the same studio before, InkTrail fills in the details you gave that studio last time, for you to check; details are never carried from one studio to another.
Other people the studio sends a copy to: the email address of a guest artist or other recipient the studio names, used only to send them the signed copy.
One-time codes:the codes we email for signing in and for confirming a signer's email address. They expire within minutes.
Records of the signing: the time of each step, with the IP address and browser (its user agent) it came from, kept with the signed document as evidence of who signed what, and when.
Action log: a record of what the app did — for example that an email was sent or a step was retried — with ids and times, not names or form contents. Used to find and fix problems.
Error reports and hosting logs:error reports (Sentry) and our host's hosting logs (Vercel: IP address and the pages requested), kept for a short time to keep InkTrail working. We keep names, addresses, dates of birth and form answers out of them as far as we can.
Cookies: only to keep you signed in, keep a signing in progress, and remember your light or dark setting. There is no advertising, analytics or tracking.
Who at InkTrail can see it
The operator can see studio accounts and their records through an admin area, and uses it only to run InkTrail and to give support — for example, to resend an email that failed.
Health information
InkTrail is not yet designed for health information. If a studio's forms ask health questions, the studio is responsible for deciding that is appropriate; we protect all form content the same way.
Service providers, and the United States
We use these companies to run InkTrail. Each stores or processes information on our behalf:
- Vercel — hosting the app;
- Neon — the database;
- Amazon Web Services (S3) — storing signed documents;
- Resend — sending email (one-time codes, signed copies, notices);
- Sentry — error reports.
These providers are in the United States, and information may be stored or processed there. While it is, it is subject to US law and may be accessible to US courts, law enforcement and national security authorities.
How long we keep it
- Studio account information, and the signer information a studio collects, are kept while the studio's account is active, so the studio can rely on its signed records.
- Deletion is done by hand, within 30 days of a request, and confirmed by email. Backups, error reports and logs then expire on their own within about 30 days.
- Records of who accepted the beta terms are kept while the account exists, plus one year.
- When the beta ends, or a studio's account is closed, the studio has 30 days to export its records first (see the beta terms), unless the law requires us to keep something longer.
A signer's request to delete their information goes to the studio, and we act on the studio's instructions.
Security
Information is sent over encrypted connections (HTTPS). Signed documents are stored in private storage that is not publicly reachable, and the database and storage are encrypted at rest by our providers. Studio accounts sign in with a password or an emailed one-time code; each studio sees only its own records. InkTrail records each step of a signing in a log it cannot change, and keeps a SHA-256 fingerprint of each signed PDF so any later change can be detected.
No system is perfectly secure. If a breach affects signer information, we will tell the studio promptly so it can meet its own duties. If a breach puts a studio user's information at real risk of significant harm, we will tell them, and the authorities, as the law requires.
Access, correction and other requests
You can ask to see the personal information held about you, ask for it to be corrected, or withdraw a consent (which may mean the service can no longer be provided).
- Signers: please contact the studio first — it controls your information and decides how to answer. If you cannot reach the studio, contact us and we will pass your request on.
- Studio accounts and people who requested access: contact us directly.
We aim to answer within 30 days, as the law requires. If you are not satisfied with our answer, you can contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
Contact our Privacy Officer
Our Privacy Officer (the operator, [SENSITIVE]) is responsible for how InkTrail handles personal information. Write to [SENSITIVE] with any question, request or complaint.
Changes
We may update this policy as the beta changes. The date at the top says when it last changed; studio users are asked to agree again to a significant change when they next sign in.