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Privacy Policy
Last updated: 10/24/2026
1. Information We Collect
We collect information you provide directly to us when you create an account, such as your email address (for magic link authentication or Google SSO). We also collect the contracts and documents you upload to our platform for analysis. If you send a document to someone to sign, we collect the names and email addresses you enter for each signer, and any message they send you through the signing page.
2. How We Protect Your Data
Your data security is our top priority. All documents uploaded to Initialed AI are encrypted both in transit and at rest. We use industry-standard security measures to ensure your confidential contracts remain private.
3. How We Use Your Data
We use your account information, the documents you upload, and the reviews and drafts we generate to provide the Service to you. This includes:
- Providing, maintaining, and securing the Service, including producing the reviews, drafts, and answers you ask for.
- Troubleshooting technical issues and errors.
- Understanding feature usage through product telemetry.
- Improving the Service and developing new features using aggregated or de-identified usage and quality signals, such as error rates, processing times, and the ratings and feedback you give us, not the contents of your documents.
We never use your documents, their contents, or the reviews and drafts we generate to train AI or machine-learning models, whether ours or our AI providers'. Our AI providers process your content only to produce the result you asked for, and under their terms they do not use it to train AI models (see section 4).
We do not sell your personal data or the contents of your documents. Content you send us from Gmail or Google Docs through our add-on is used more narrowly, as described in section 8. If you use Initialed AI through a connected AI assistant such as ChatGPT, what we send back to the assistant is handled by its provider under its own terms, as described in section 7. Offers and affiliate links from our partners are described in section 10.
4. AI Processing and Providers
To generate a review, the contents of your document are sent to third-party AI providers (currently Google Gemini, and for the one signature check described below, TypeSafe AI through OpenRouter) that process it on our behalf. These providers handle your data under their own terms and data-processing agreements. We use Google's paid Gemini API, under whose terms Google does not use your prompts or its responses to improve its products. Google may still keep that data for a limited period, for example to detect and prevent abuse, and we do not control how long it does so. You should review the applicable provider's terms. We do not claim a zero-data-retention arrangement with our AI providers.
To check whether a contract you ask us to review has already been signed, we may also send the end of the document (about its last 10,000 characters, where signature blocks usually appear) and the name of the party you are reviewing for to Jev, a decision model from TypeSafe AI, Inc., through OpenRouter, Inc., which routes the request to it. We send them nothing else from your document or account, and use their answer only to detect signatures. TypeSafe's privacy policy says it does not train or fine-tune AI or machine-learning models on what is sent to its API, and OpenRouter's privacy policy says it does not use API inputs or outputs for model training. Each may keep request data for a period under its own terms. Content from our Google Workspace add-on is never sent to them (see section 8).
5. Retention and Deletion
We retain your documents and account data for as long as your account is active or as needed to provide the Service. You can delete individual documents, or your entire account, at any time; deletion removes them from our systems, though residual copies may persist for up to 30 days in encrypted backups before being overwritten. We may retain limited records for longer where required to comply with legal obligations, resolve disputes, or enforce our agreements.
When a document you sent for signature is signed by everyone, we keep the signed copy, with its audit report, alongside the document until you delete the document or your account. The people who signed can download it from their signing link. Our e-signature provider keeps its own copy and audit records under its terms (see section 6).
6. Third-Party Subprocessors
We use selected third-party services to help provide our platform. You can find a list of these services on our Subprocessors page.
Electronic signatures. When you send a quote or agreement to be signed, we share the document, and the name and email address of each person you ask to sign it, with SignWell, our e-signature provider. Signers review it on Initialed AI and sign on SignWell's signing page, where they agree to SignWell's Electronic Signature Disclosure before signing. SignWell records signing activity, such as each signer's IP address and the time they viewed and signed, to produce the audit report attached to the signed copy. We email each signer their link; a question a signer sends from the signing page is emailed to you with their address as the reply-to.
7. Connected AI Assistants (such as ChatGPT)
You can connect your Initialed AI account to an AI assistant, such as ChatGPT, and ask it to draft a contract for you. You authorize the connection on our sign-in and consent screen, which names the assistant and the site you will return to. The assistant then receives an access token that lets it act for you in Initialed AI: start drafts, send your answers to our questions, and read their progress and summaries.
- What we receive: the request you make, the details you choose to share (for example party names, dates, amounts, or where the agreement applies), your answers to our questions, which assistant connected, and any coarse locale or location hint the assistant sends. We do not receive your chat history, the assistant's memory, or other files in your conversation.
- What we send back: the draft's status, the questions we need answered, a short summary (its title, sections, and details still to fill in), and a link to the document in your Initialed AI account. The assistant's provider (for example OpenAI) processes what we send back under its own terms and privacy policy, and may use it to provide and improve its services.
- How we use and keep it: drafts created through an assistant are stored in your account and handled like any other document (see sections 3–5). We record which assistant a document came from so we can measure how the connection is used.
- Your controls: you can disconnect Initialed AI in the assistant's settings at any time, delete drafts or your account in the app, or email us to revoke an assistant's access.
- Do not share government identification numbers (such as Social Security numbers), payment card details, or health information through a connected assistant. We do not ask for them.
8. Google Workspace Add-on (Gmail and Google Docs)
Our add-on for Gmail and Google Docs lets you review a contract, or start a draft, without leaving Google Workspace. It only acts when you open it and choose an action, and it works through your Initialed AI account, which you link once on our Connect page.
- What it accesses: in Gmail, only the message you have open, and only the PDF or Word attachment you choose to review. In Google Docs, only the document you have open, after you grant access to that one file (Google's per-file "drive.file" permission), or the drafting request you type into the sidebar. We also receive your Google account's email address and ID so we can link it to your Initialed AI account. The add-on uses Google's narrow add-on permissions. It cannot read your inbox, your other messages, or your other files.
- How we use it: only to provide the review or draft you asked for and to show you the result. To do that, we store the attachment or document in your Initialed AI account and send its contents to our AI provider, Google Gemini, which processes it on our behalf to produce the review or draft (see section 4). It is never sent to the other AI providers named in section 4 (TypeSafe AI and OpenRouter). We do not use content from Google Workspace, or anything derived from it, to create, train, or improve AI or machine-learning models, or to improve our service in general.
- What we never do with it: we do not sell it, transfer it to advertising platforms, data brokers, or information resellers, or use it for advertising, including retargeting or personalized or interest-based advertising, or to determine creditworthiness or for lending. We share it only with the service providers that help us deliver the feature you asked for (see section 6), for security purposes such as investigating abuse, to comply with applicable law, or as part of a merger, acquisition, or sale of assets, and in that last case only with your explicit prior consent.
- Who can see it: our staff do not read content from your Gmail messages or Google Docs, unless you first give us your explicit agreement to view a specific document (for example, when you ask us for help with it), it is necessary for security purposes such as investigating a bug or abuse, it is necessary to comply with applicable law, or the data is aggregated and anonymized and used for internal operations.
- How long we keep it, and how to delete it: reviews and drafts started from the add-on are kept in your account like any other document, until you delete them or your account (see section 5). You can unlink your Google account at any time with the add-on's Disconnect button, which deletes the stored link, and you can remove the add-on or its access in your Google Account settings. Deleting a document, or your account, in the app removes the content we stored from it.
The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements. Initialed AI's use and transfer of information received from Google APIs is limited as described in this section.
9. Microsoft Office Add-in (Outlook and Word)
Our add-ins for Microsoft Outlook ("Initialed AI: Contract Review for Small Business") and Word ("Initialed AI: Contracts for Small Business") let you review a contract, or start a draft, without leaving Office. It runs in a side panel that you open, it only acts when you choose an action, and you sign in to your Initialed AI account inside it.
- What it accesses: in Outlook, the list of attachments on the email you have open, and the contents of the one PDF or Word attachment you choose to review. In Word, the contents of the document you have open, when you choose to review it, or the drafting request you type into the panel. It does not read your other emails, your mailbox, your contacts, or your other files, and it does not use Microsoft sign-in or Microsoft Graph.
- How we use it: exactly as we use a contract you upload on our website (sections 3 to 5): we store it in your Initialed AI account and send its contents to the AI providers in section 4 to produce the review or draft. We do not use it to train AI models, and we do not sell it or use it for advertising.
- How long we keep it, and how to delete it: reviews and drafts started from the add-in stay in your account until you delete them or your account (section 5). Signing out of the panel removes its session from that copy of Office, and you can remove the add-in from Office at any time.
10. Partner Offers and Affiliate Links
We may show you offers for, or links to, products and services from other companies, such as business-formation or legal services. Some of these are affiliate links: if you click one and buy something, the partner may pay us a commission. This does not add to the price you pay.
- How we choose an offer: we may pick which offer to show based on the page you are on or on the document you are reviewing or drafting: its type, its short summary, the parties, and which side you are on (for example, a freelance agreement you sign as an individual). That choice is made within Initialed AI, by the same AI provider that reviews your documents (see section 4); it does not read the full text again. We do not share your documents, their contents, your email address, or any other personal information with a partner to show you an offer.
- When you click: you leave Initialed AI for the partner's site. The partner and its affiliate network (for example, Impact) may record the click, and set their own cookies, under their own privacy policies. The link may carry a label telling the partner which part of our site it came from, such as the type of document page, but never your name, email address, or anything else that identifies you.
- Where we never show them: we do not use content from our Google Workspace add-on to choose or show offers (see section 8), and we do not include partner offers in what we send to a connected AI assistant (see section 7).
11. International Data Transfers
We operate in the United States, and our subprocessors may process your data in the United States and other countries. If you access the Service from the European Economic Area, the United Kingdom, or Switzerland, your personal data may be transferred outside your home country. Where such transfers occur, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum), or another lawful transfer mechanism, to protect your data.
12. Security and Breach Notification
We use industry-standard administrative, technical, and physical safeguards, including encryption in transit and at rest, to protect your data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of a data breach affecting your personal data, we will notify you and any relevant authority as required by, and within the timeframes set by, applicable law.
13. Children's Privacy
The Service is not directed to children, and we do not knowingly collect personal data from anyone under 18. If you believe a child has provided us personal data, contact us and we will delete it.
14. Cookies and Similar Technologies
We use strictly necessary cookies, plus analytics and marketing cookies, which are on by default. You can opt out of non-essential cookies via “Manage preferences” on the cookie banner, and change your choice anytime via “Cookie preferences” in the footer or on the Cookie & Privacy Preferences page. We honor Global Privacy Control (GPC) signals as an opt-out of non-essential cookies.
- Strictly necessary (always active, no consent needed): keeping you signed in and remembering your cookie choice.
- Analytics & session replay (on unless you opt out): understanding how the Service is used so we can improve it. This includes Google Analytics; we disable its advertising and cross-device features, and you can read how Google uses this data at policies.google.com/technologies/partner-sites.
- Marketing & targeting (on unless you opt out): we and our advertising partners may use these to measure and improve our marketing, promote our services, and show you relevant content and offers on our site and on third-party platforms. We may combine this with other information we hold about you for these purposes.
A current list of the specific providers we use is on our Subprocessors page.
15. Your Rights (EEA / UK — GDPR)
If you are in the European Economic Area or the United Kingdom, you have the right to access, correct, delete, or export your personal data; to restrict or object to processing; and to withdraw consent at any time (without affecting processing already carried out). Our legal bases are performance of our contract with you (to provide the Service) and our legitimate interests (to secure, measure, and improve the Service); you can object to analytics and marketing cookies at any time via “Cookie preferences.” You may also lodge a complaint with your local supervisory authority.
16. Your Rights (California — CCPA/CPRA)
If you are a California resident, you have the right to know what personal information we collect and how we use it, to request deletion or correction, and to opt out of the “sale” or “sharing” of personal information. We do not sell your personal information for money. Unless you opt out of marketing and targeting cookies, some information may be “shared” for cross-context behavioral advertising as defined under the CPRA; you can opt out at any time via “Cookie preferences,” and we honor Global Privacy Control signals. We will not discriminate against you for exercising these rights.
17. Exercising Your Rights
You can delete individual documents or your entire account directly in the app. For any other request under this section, email us at hello@initialed.ai and we will respond within the timeframe required by applicable law. We may need to verify your identity before acting on a request.
Questions about your privacy? Contact us at hello@initialed.ai.