Privacy policy
Summary
We collect what we need to build, install and manage email signatures, and nothing more. We do not sell personal data. Your email messages never pass through Sendoff.
This policy is written to meet the transparency requirements of the EU and UK GDPR, the California Consumer Privacy Act, Saudi Arabia’s Personal Data Protection Law and the UAE Personal Data Protection Law.
Who is responsible
The controller of the personal data described in this policy is EL HOCEIN EL IDRISSI, the operator of Sendoff, except where we act for a workspace as explained under “Workspaces and your employer”.
Privacy questions and requests: support@usesendoff.com.
Registered address: Morocco.
What we collect
Account data: name, email address, password (stored hashed), language and workspace membership.
Signature data: the details you or your admin put in a signature, such as job title, phone numbers, photo, social links and disclaimers.
Billing data: plan, seat count and invoices. Card details are collected and held by Paddle, not by us.
Usage and technical data: pages visited in the app, errors, and the IP address and browser details in our server logs, used to keep the Service secure.
Leads: if you give us your email in a free tool or the enterprise form, we store it with the tool you used and anything you wrote.
Email recipients, tracked links and images
When someone opens an email with a Sendoff signature, their email program loads the signature images from our servers. Like any web request, this sends their IP address and browser details, which we use only to deliver the image.
If a workspace uses click and impression analytics (a paid feature), tracked links pass through our servers before redirecting. For each click we store a hashed IP address, browser user agent, country and referring site. Impression images are counted per signature per day, without storing who loaded them. No cookies are placed on recipients’ devices.
The workspace decides whether to use these features and is the controller of this data. Where local law requires recipients’ consent for email tracking, the workspace is responsible for obtaining it; email support@usesendoff.com and we will switch tracking off for your workspace.
Directory data from Google and Microsoft
When a workspace admin connects Google Workspace or Microsoft 365, we read directory profiles for that organisation: name, email address and aliases, job title, department, phone numbers, manager, photo and account status. We use this data only to build, install and update email signatures for that organisation and to show its admins who is set up.
For Google Workspace, the admin authorises our service account to read the user directory (read-only) and to read and update Gmail signature settings. We do not request access to email messages, contacts, calendars or files, and we never read, store or route email content.
Sendoff’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the signature features the admin can see. We do not sell it, use it for advertising, transfer it to data brokers or use it to decide creditworthiness. We do not use it to develop, train or improve generalised AI or machine-learning models. Our staff do not read it unless the admin asks us to for support, or it is needed for security or to comply with the law.
For Microsoft 365, an admin grants consent in Microsoft Entra ID for our app to read user profiles through Microsoft Graph, and our Outlook add-in delivers signatures when people write email. We apply the same limits to Microsoft data.
Directory data is stored in our database, protected as described under Security, and refreshed on each sync. When the admin disconnects the integration, synced directory records are deleted within 30 days. Admins can also revoke our access at any time in the Google Admin console or the Microsoft Entra admin center.
Sendoff for Gmail extension and Outlook add-in
The Sendoff for Gmail Chrome extension stores, in your browser’s local extension storage (chrome.storage.local), the signature install tokens you paste in, the server address and a cached copy of your signature HTML. It contacts only the Sendoff server, sending the token to download your current signature.
The extension reads the Gmail compose box only to find where to insert your signature. It never reads, stores or transmits the content of your emails, and it collects no browsing history.
The Outlook add-in sends the sender’s email address and your workspace’s add-in token to the Sendoff server to fetch the right signature, then inserts it through Outlook’s signature feature. It does not read or transmit email content and contacts no other server.
Signatures inserted by either tool may contain the tracked links and impression images described above, if your workspace uses those features. Removing the extension or add-in deletes its local data.
Why we use it (legal bases)
To provide the Service you asked for, including sign-in, signatures, deployment and billing (contract).
To keep the Service secure, prevent abuse, fix problems and understand feature use in aggregate (our legitimate interests in running a reliable service; you can object at any time).
To keep invoices and tax records (legal obligation).
To send service emails such as receipts, trial reminders and deployment failures (contract), and optional tips only if you opted in (consent, which you can withdraw at any time).
You need to give us account details to create an account; without them we cannot provide the Service. We do not make decisions about you based solely on automated processing, including profiling.
Workspaces and your employer
Where we process directory data, staff signature data or recipient analytics for a workspace, the organisation is the controller and we act as its processor, following its instructions. Business customers can request our Data Processing Addendum, including the EU Standard Contractual Clauses and the UK Addendum, at support@usesendoff.com.
Who receives it (sub-processors)
We share personal data only with providers that help us run the Service. Each is bound by contract to protect it and use it only to provide their service to us:
Paddle.com: payments, invoicing, tax and refunds. As Merchant of Record, Paddle is also an independent controller of payment data under its own privacy notice.
Server hosting and database: Hetzner (United States).
Cloudflare: content delivery, security and storage of signature images.
Resend: delivery of service emails such as sign-in links, receipts and alerts.
Google and Microsoft: only when a workspace connects Google Workspace or Microsoft 365, to read its directory and install signatures.
We may also disclose data to professional advisers, to a buyer if the business is sold (under the same protections), or to authorities when the law requires it. We do not sell personal data or share it for advertising.
International transfers
We and our providers may process personal data outside your country, including in the United States and the European Union. When data from the EEA, UK or Switzerland goes to a country without an adequacy decision, we rely on the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or the EU-US Data Privacy Framework where the provider is certified. Transfers of data from Saudi Arabia or the UAE follow the safeguards those laws require. You can ask for a copy of the relevant safeguards at support@usesendoff.com.
How long we keep it
Account and signature data: while your account is active. Directory data: until the integration is disconnected, then deleted within 30 days. Click and impression records: up to 24 months, then aggregated. Server logs: only as long as needed for security and troubleshooting. Leads: until you ask us to delete them or 24 months after your last interaction. Invoices: as long as tax law requires.
Deletion and your rights
You can delete your account from your settings. We then delete your account, signatures, uploads and workspace data within 30 days, except invoices we must keep by law. Backups roll over within a further 30 days.
Depending on where you live, you can ask to access your data and receive a copy, correct it, delete it, receive it in a portable format, restrict or object to its processing, and withdraw consent at any time without affecting earlier processing. Email support@usesendoff.com to make a request. We reply within one month, or sooner if your law requires, and may need to confirm your identity first.
If your signature is managed by your employer, contact your workspace admin first; we will help them respond.
You may complain to your data protection authority: the supervisory authority in your EU country, the Information Commissioner’s Office in the UK, the Saudi Data & AI Authority (SDAIA) in Saudi Arabia, or the UAE Data Office. We would appreciate the chance to resolve your concern first.
California residents
Where the California Consumer Privacy Act applies, you have the right to know what personal information we collect, use and disclose; to delete and correct it; to opt out of its sale or sharing; to limit the use of sensitive personal information; and not to be treated differently for using these rights.
In the last 12 months we collected the categories listed in “What we collect”: identifiers, commercial information, internet activity and professional information, for the purposes in this policy. We do not sell personal information or share it for cross-context behavioural advertising, and we do not use sensitive personal information beyond what is needed to provide the Service. We treat Global Privacy Control signals as a request to opt out. You or an authorised agent can make a request at support@usesendoff.com.
Saudi Arabia and the UAE
If you are in Saudi Arabia, the Personal Data Protection Law gives you the right to be informed about how your data is processed, to access and obtain a copy of it, to have it corrected, and to have it destroyed when it is no longer needed. If you are in the UAE, the Personal Data Protection Law gives you similar rights, including to restrict or stop processing and to have your data moved to another provider. Where we rely on your consent, you can withdraw it at any time. We collect only the data needed for the purposes in this policy and keep it only for the periods above.
Security
Data is encrypted in transit. Passwords are hashed and integration credentials are encrypted at rest. Access to production systems is limited to people who need it. If a breach affects your personal data, we will notify you and the relevant authorities as the law requires.
Children
The Service is not directed at children under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, email support@usesendoff.com and we will delete it.
Changes
We will post updates here with a new date and notify account holders of material changes by email. Before using Google or Microsoft data in a new way, we will update this policy and ask for consent.