How AgreeVia handles your data

AgreeVia is a service for preparing, signing and keeping business documents, including contracts, invoices and quotes. It is operated by AgreeVia Solutions Ltd, registered in Scotland (company number SC898504, registered office 53 High Street, Bonnyrigg, Midlothian, EH19 2DB, Scotland) and registered with the Information Commissioner's Office (registration ZC220362).

In this notice, "we" and "AgreeVia" mean AgreeVia Solutions Ltd. "You" means anyone whose personal data we hold — account holders, people invited to sign a document, and visitors to this website.

You can reach us about anything in this notice at [email protected].

This distinction decides who you go to with a request, so it's worth reading. It's also why deletion works differently for different kinds of data — see §10.

We are the controller of your account data — your account details, subscription, support messages, how you use the app — and of the audit and integrity records the service generates, such as the document event log described in §11. The same applies to the safety records described in §3 (blocks and reports) and to the notification and device data we use to run the app. We decide why and how that data is used, and this notice covers it in full.

We are a processor for the contents of documents you create, upload, or send for signature, and for the personal data of people you invite to sign them. That includes contracts made from our templates, invoices and quotes, and the details of your clients that you put into them. You decide what goes in those documents and who sees them. Deletion works differently here than in most apps: documents cannot be deleted from within AgreeVia at all. If a document has not been signed and you want it erased, email [email protected] and we will do it. Once it has been signed, the record is fixed — §9 and §10 explain for how long, and why. We only act on your instructions, and our Terms of Service and Data Processing Addendum set out those obligations.

We do not ask for special category data — health, biometrics, political or religious views, for example. Some details you type into a document can still reveal it, such as the name of a religious ceremony or a request for an all-female team. Only include what the agreement needs, and make sure your own lawful basis covers it.

Where we rely on legitimate interests, we've weighed those interests against your rights and concluded they don't override them. Ask us and we'll share that assessment.

AgreeVia can draft a contract from a brief you write. To do this, we send your brief to Anthropic PBC, which operates the Claude API.

• Text is sent only when you actively use the AI drafting feature. Documents sitting in your account are not sent anywhere.
• Contract templates, invoices and quotes don't use AI, and nothing you type into them is sent to an AI provider.
• Anthropic does not use business API content to train its models.
• We don't use the output to make any decision about you that has a legal or similarly significant effect. AI output is a draft — a person always reviews and decides.
• AI output can be wrong or incomplete. It isn't legal advice, and it doesn't replace having a solicitor read something that matters.

If you'd rather no content left our systems for this purpose, don't use the AI features. Everything else in AgreeVia works without them.

You don't need an AgreeVia account to sign a document someone sends you. When you open a signing link, we collect:

• the name and email address the sender gave us for you;
• the signature you apply and the name you sign under;
• your IP address, device and browser type, and timestamps for opening, viewing, signing or declining.

If you were sent an invoice or a quote, confirming the invoice or accepting the quote works the same way as signing. If you tap "I've paid" on an invoice, we record when you did and any note you add, and show both to the person who sent it.

We collect this because a signature without a record of who applied it, from where and when, is difficult to rely on later. The IP address and device details recorded when you sign appear in the document's evidence package, which every party to the document can download. The sender decides who else can see the document, and can cancel your invitation before you sign. Neither the sender nor we can delete a document once it has been signed: it is kept for 7 years after it was completed so that it stays verifiable for everyone who relied on it. §9 sets out the full schedule, and §12 explains what you can ask us for.

We don't sell personal data and we don't share it for advertising. We use the following providers, each under a written contract that limits them to our instructions:

We may also disclose data where the law requires it, to establish or defend legal claims, or to a buyer if the business is sold — in which case we'll tell you first.

We keep a current list of providers on this page. Our Data Processing Addendum applies automatically to every customer, and we give notice before adding a new sub-processor.

Some of the providers above are based outside the UK: Anthropic, RevenueCat, Resend and Google (Firebase and Fonts) are in the United States, and Apple, Google, Stripe, Cloudflare and jsDelivr also run infrastructure in other countries. Zoho's EU (Netherlands) data centre is inside the EEA, not the UK, so it's also a transfer, just to a region UK adequacy regulations already cover rather than one needing Standard Contractual Clauses. Where personal data is transferred out, we rely on UK adequacy regulations where they apply, including the UK Extension to the EU–US Data Privacy Framework for US providers certified under it. Otherwise we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, together with a transfer risk assessment.

Ask us at [email protected] and we'll tell you which safeguard applies to a particular transfer.

You can delete your account from within the app. This section says plainly what that does — the in-app deletion screen carries the same summary, not a softer version of it. For step-by-step instructions, including what to do if you no longer have the app installed, see our Delete your account page.

Deleted

• Your login credentials.
• Your profile — name, email, phone number, bio and photo.
• Draft and unsent documents that only involve you, including invoices and quotes nobody has confirmed or accepted.
• Your business branding settings and logo.
• Your contacts, your blocks, and any reports you made.
• Your push tokens, notification settings, notification history and chat read status.
• Your personal chat with yourself.
• The personal identifiers on your subscription record.
• Usage and diagnostic data, once it's past the retention window in §9.

Retained, and why

• Completed documents and their audit trail — the hash-chained event log described in §11 — kept for 7 years after completion (see §9) so a document can still be established, exercised or defended as evidence if it's challenged.
• The record that you accepted our terms and this notice at the time a document you were party to was completed — see §3 — kept for the same reason.
• Messages in a chat that contains a completed document, as part of that document's evidence — see §9.
• Reports other people made about you, including your name as it was at the time, for 2 years from when each was made, so we can deal with anything that follows from them — see §9.

What happens to documents you created but nobody signed They are deleted outright, along with their event history, provided nobody else is a subject of them.

What happens to your name on documents that were signed We remove you from the ownership record — the document stays, but it is no longer linked to your account. Your name as it appears inside the document, and in its audit trail, remains, because that is what the other parties signed.

Asking us to erase something without closing your account Email [email protected]. If nobody has signed the document, we will delete it and its event history and confirm when it's done, normally well within one month. If it has been signed, we will explain why we cannot and what we can offer instead.

Retained items above are purged in full once they reach the retention period set out in §9. Everything else on this list is deleted within 30 days of your request.

• Everything is encrypted in transit with TLS, and at rest on our providers' infrastructure.
• Access to your data is enforced at the database level, so one account cannot read another's records.
• Other users see your name and photo when you interact with them. Your phone number and bio are shown only to people who have added you as a contact and whom you've added back, people you've sent a message to or whose chat you've accepted, and members of groups you share. Blocking someone hides your profile from them, and theirs from you.
• An invoice, including any bank details on it, is visible only to you and the people you send it to.
• Every document event is written to an append-only log and chained with a SHA-256 hash, so any alteration to the history is detectable.
• Signing links are single-purpose, time-limited, and revocable.
• Staff access to production data is limited to what's needed to run the service.

If a breach happens that's likely to risk your rights, we'll report it to the ICO within 72 hours and tell you without undue delay where the risk is high.

Under UK data protection law you can ask us to:

• Give you a copy of the personal data we hold about you.
• Correct anything inaccurate or incomplete.
• Delete your data, where we have no overriding reason to keep it.
• Restrict how we use it while a dispute is resolved.
• Port it to another service in a machine-readable format.
• Object to processing based on legitimate interests, including any direct marketing.
• Withdraw consent where consent was the basis, without affecting what came before.

Email [email protected]. We'll respond within one month, and it's free, to the extent of a reasonable and proportionate search of our records. If your request concerns a document sent to you by an AgreeVia customer, we'll pass it to them, and tell you we've done so. They decide what happens to a document nobody has signed, and can ask us to erase it. Once it's signed the retention period in §9 applies and neither of us can shorten it — we'll tell you that directly rather than leave you chasing them for something they cannot deliver.

Closing your account is described in §10: we delete what we can, but some completed records and their audit trail are kept for the period set out in §9 where the law requires it, and can't be selectively erased.

AgreeVia doesn't currently use cookies — not in the mobile app, not in the web app at app.agreevia.co.uk, not on this website, and not on the signing pages. We don't run advertising, marketing analytics, or cross-site tracking of any kind.

The app and the web app store a few things on your device so they work properly, such as keeping you signed in (in the web app, in your browser's storage) and remembering your settings. The mobile app also sends the app performance measurements described in §3 to Google Firebase. These measurements are used only to find and fix slow or broken parts of the app, never to profile you or show you advertising. You can turn them off at any time in the app: Profile → Privacy & safety → Share app performance data.

If that changes, we'll update this section first. Anything beyond what's strictly necessary to run the service would need your consent under PECR, and we'd ask for it rather than assume it.

AgreeVia is a business tool and isn't intended for anyone under 18. We don't knowingly collect data from children. If you believe a child has given us personal data, tell us and we'll delete it.

We version this notice rather than quietly editing it. The version number and effective date are at the top of the page. Where a change materially affects how we use your data, we'll email you or show a notice in the app before it takes effect, and we'll record which version you accepted.

Earlier versions are available on request.

If you're unhappy with how we've handled your personal data, tell us first — most things are quicker to fix directly. Email [email protected] with "Complaint" in the subject line, or use our contact form. We'll acknowledge your complaint within 30 days, investigate it without undue delay, keep you updated on progress, and tell you the outcome.

Under the Data (Use and Access) Act 2025, you also have the right to complain to the Information Commissioner's Office directly — you don't have to come to us first if you'd rather not, though we'd welcome the chance to put things right. If we decline to act on a request, we'll tell you why and remind you of these complaint rights at the same time.