Privacy Policy

Depending on how SendNow is used, we may act as either a data controller or a data processor/service provider.

2.1 SendNow as Data Controller

SendNow generally acts as a controller for personal information relating directly to our own relationship with you, including:

• Account-registration information
• Subscription information
• Billing records
• Customer-support communications
• Security information
• Service-administration information
• Our own website and account usage information

In these situations, SendNow determines why and how the applicable personal information is processed.

2.2 SendNow as Data Processor

When a SendNow customer uploads documents, creates a Microsite, configures viewer access, requests viewer email addresses, restricts access to selected viewers, or tracks document engagement, the customer generally determines why viewer and recipient information is collected.

In these situations, the SendNow customer may act as the controller of the applicable personal information, and SendNow processes that information on the customer's behalf to provide the Service.

If you are a viewer or recipient of content shared through SendNow, questions about why your information is being collected may also need to be directed to the organization or individual who shared the document with you.

We collect different categories of information depending on how you interact with SendNow.

3.1 Account Information

When you create or maintain a SendNow account, we may collect:

• Name
• Email address
• Account identifier
• Login and authentication information
• Account preferences
• Subscription plan
• Account status
• Company or organization information that you choose to provide

3.2 Payment and Billing Information

If you purchase a paid SendNow subscription, payment processing is handled by our payment provider, currently Dodo Payments. We may receive information relating to the transaction, such as:

• Subscription purchased
• Amount paid
• Currency
• Transaction status
• Billing interval
• Renewal status
• Payment reference
• Limited billing information

SendNow does not store complete payment-card numbers on its own servers where those details are handled directly by the payment processor.

3.3 Customer Content

SendNow stores files and other content that customers upload to the Service. This may include:

• Documents
• PDFs
• Presentations
• Images
• Files
• Microsite content
• Folder structures
• File names
• Document metadata

Customer Content remains owned by the customer or applicable rights holder. SendNow processes Customer Content only as reasonably necessary to provide, secure, maintain, troubleshoot, and operate the Service and as otherwise described in our Terms of Service.

3.4 Viewer and Recipient Information

When someone accesses a SendNow document, link, or Microsite, we may process information such as:

• Email address, where requested or required
• Verification status
• OTP authentication status
• IP address
• Approximate geographic location derived from an IP address
• Browser type
• Browser version
• Device type
• Operating system
• Date and time of access
• Referring information where available
• Document or Microsite accessed

The exact information collected depends on the settings selected by the SendNow customer sharing the content.

3.5 Document Engagement Analytics

SendNow may collect engagement information so that the customer sharing content can understand how recipients interact with it. This may include:

• Document opens
• Pages or slides viewed
• Time spent
• Completion information
• First visit
• Return visits
• Number of visits
• Link interactions
• Download activity where applicable
• Microsite activity
• Other engagement events provided through SendNow

Analytics may not always be completely accurate because browsers, privacy tools, network conditions, device settings, blocking technologies, and other technical factors can affect event collection.

3.6 Security and Technical Information

We may automatically process technical information needed to operate and secure the Service, including:

• IP addresses
• Authentication events
• Login attempts
• Device information
• Browser information
• Error information
• Security events
• Session information
• Application logs
• Performance information

We use this information for security, fraud prevention, troubleshooting, service reliability, and administration.

3.7 Support Communications

If you contact us, we may retain information contained in your communication, including:

• Your name
• Email address
• Message contents
• Screenshots
• Attachments
• Technical information you provide
• Support history

This information is used to investigate and respond to your request.

We may process personal information to:

• Create and administer SendNow accounts
• Provide the Service
• Store and deliver Customer Content
• Create secure sharing links
• Operate Microsites
• Authenticate viewers
• Provide OTP verification
• Enforce viewer-access restrictions
• Provide document and viewer analytics
• Process subscriptions and payments
• Manage renewals and cancellations
• Provide customer support
• Communicate about accounts and subscriptions
• Send security notifications
• Send important product or service notices
• Detect fraud and abuse
• Protect SendNow users and infrastructure
• Investigate security incidents
• Prevent prohibited uses of the Service
• Troubleshoot errors
• Maintain and improve Service reliability
• Comply with applicable legal obligations
• Establish, exercise, or defend legal claims
• Enforce our Terms of Service

We may also use aggregated or de-identified information that no longer reasonably identifies an individual for service analytics, reliability, research, and product improvement.

• We do not use the contents of Customer documents to train general-purpose artificial-intelligence or machine-learning models.
• We do not sell Customer documents.
• We do not use the contents of Customer documents for third-party advertising.

SendNow may technically process Customer Content when necessary to:

• Store it
• Render it
• Convert or display it
• Deliver it to authorized viewers
• Secure the Service
• Diagnose technical problems
• Respond to customer-support requests where access is necessary and authorized
• Comply with valid legal obligations

Access to Customer Content should be limited to what is reasonably necessary for those purposes.

Where the GDPR, UK GDPR, or similar laws apply, we rely on one or more appropriate legal bases depending on the processing activity.

6.1 Performance of a Contract

We process information where necessary to provide SendNow and perform our contractual obligations. Examples include creating your account, providing document-sharing functionality, providing Microsites, managing subscriptions, and providing requested support.

6.2 Legitimate Interests

Where appropriate, we may process information for legitimate business interests, including:

• Protecting account security
• Preventing abuse and fraud
• Maintaining Service reliability
• Troubleshooting technical issues
• Improving our Service
• Protecting SendNow's legal rights

Where we rely on legitimate interests, we consider the interests and rights of affected individuals.

6.3 Consent

Where consent is required, we may request your consent before processing information. You may withdraw consent where applicable. Withdrawal does not affect processing that occurred lawfully before consent was withdrawn.

6.4 Legal Obligations

We may process information when necessary to comply with applicable laws, respond to legally valid requests, meet tax or accounting requirements, and fulfill regulatory obligations.

Viewer analytics are a core part of SendNow.

A person or organization sharing a document through SendNow may choose to collect information about recipients and their interactions with shared content. The SendNow customer may receive information such as:

• Viewer identity where known
• Viewer email address
• Document viewed
• Pages viewed
• Time spent
• Return visits
• Download information
• Link interactions
• Approximate location
• Device or browser information

SendNow provides this information to the applicable customer who shared the content. The customer is responsible for ensuring that its use of SendNow analytics complies with applicable privacy, employment, marketing, communications, and data-protection requirements.

If you are viewing content shared by another SendNow customer, that customer may have its own privacy policy explaining how it uses your information.

SendNow uses cookies and similar technologies where necessary to operate, secure, and improve the Service. These may include:

If our cookie or analytics practices materially change, this Privacy Policy or an applicable cookie notice will be updated accordingly.

We do not sell personal information.

We may disclose personal information in the following circumstances:

9.1 With SendNow Customers

If you view a document or Microsite shared by a SendNow customer, applicable viewer and engagement information may be provided to that customer. This is part of the SendNow Service.

9.2 Service Providers and Subprocessors

We use third-party providers to operate SendNow. These providers may process personal information only where reasonably necessary to provide their services to us. Our providers may include, depending on the services currently in use:

• Vercel — application hosting and infrastructure
• Cloudflare — network, storage, delivery, security, or related infrastructure
• Dodo Payments — payment processing
• Resend — transactional email delivery

We may add, replace, or remove service providers as our infrastructure evolves. Where required, appropriate contractual and data-protection safeguards are used with processors and subprocessors.

9.3 Legal Requirements

We may disclose information where we reasonably believe disclosure is required to:

• Comply with applicable law
• Respond to valid court orders
• Respond to valid governmental or regulatory requests
• Enforce our Terms of Service
• Investigate fraud or security incidents
• Protect the rights, safety, or property of SendNow, our customers, viewers, or others

We will evaluate legal requests and disclose only information reasonably required where permitted by law.

9.4 Business Transactions

If SendNow is involved in a merger, acquisition, financing, reorganization, sale of assets, or sale/transfer of the SendNow business, personal information may be transferred as part of that transaction. Any successor receiving personal information will be subject to applicable privacy and data-protection obligations.

• SendNow does not sell personal information for monetary consideration.
• SendNow does not sell Customer documents.
• SendNow does not sell viewer analytics.
• SendNow does not provide Customer documents to advertisers.

Where applicable privacy laws define “sale” or “sharing” more broadly than an ordinary monetary sale, we will process applicable opt-out rights as required by law.

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the Service, complying with legal obligations, resolving disputes, maintaining security, and enforcing agreements. Different categories of information may have different retention periods.

11.1 Customer Content

Customer Content is generally retained while the applicable account and content remain active.

11.2 Free Trial Content

Where SendNow provides a 24-hour free trial, Customer Content associated with an unpaid trial account is subject to the deletion rules described in our Terms of Service. If an eligible paid subscription is not activated, documents, files, Microsites, analytics, configurations, and other applicable content may be permanently deleted 24 hours after the free trial expires. Once permanently deleted, this content cannot be recovered.

11.3 Customer-Initiated File Deletion

When a customer permanently deletes a file, document, folder, Microsite, or other supported content, the deletion is intended to be permanent. Once permanent deletion is completed:

• The content cannot be restored.
• There is no undo option.
• SendNow does not maintain a customer-recovery archive.
• SendNow does not maintain backup copies for the purpose of restoring that deleted content.

11.4 Account Closure

When an account is closed, Customer Content and account-related information may be permanently deleted according to our account-deletion procedures. Certain limited records may be retained where reasonably necessary or legally required, including:

• Transaction records
• Billing records
• Fraud-prevention information
• Security records
• Legal correspondence
• Records necessary to establish, exercise, or defend legal claims

Retention of these limited records does not mean SendNow retains deleted Customer documents for recovery.

Unless SendNow expressly provides a migration or transfer feature, Customer Content cannot be transferred from one SendNow account to another. This may include:

• Documents
• Files
• Microsites
• Analytics
• Viewer history
• Folder structures
• Configurations

Once Customer Content has been permanently deleted, it cannot be moved, restored, or transferred to another account. Customers are responsible for maintaining independent copies of important documents.

We use administrative, technical, and organizational safeguards designed to protect personal information. Depending on the applicable system and Service functionality, safeguards may include:

• Encryption of data in transit
• Encryption of stored Customer Content
• Access controls
• Authentication controls
• Infrastructure-security protections
• Security monitoring
• Restricted administrative access
• Secure cloud infrastructure
• Abuse and fraud detection

Where currently implemented, SendNow uses encryption mechanisms including strong encryption for data in transit and stored Customer Content. However, no internet transmission, cloud platform, database, or electronic-storage system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

Customers are also responsible for protecting their SendNow credentials and appropriately configuring document-security settings.

SendNow and its service providers may process personal information in countries different from the country in which the individual is located. These countries may have data-protection laws different from those in your jurisdiction.

Where personal information protected by European or other applicable data-protection laws is transferred internationally, we use legally recognized transfer mechanisms where required. These may include:

• Adequacy decisions
• Standard Contractual Clauses
• Contractual protections with service providers
• Other legally recognized transfer safeguards

The transfer mechanism applicable to a particular processing activity may depend on the service provider and countries involved. You may contact contact@sendnow.live for additional information about applicable international-transfer safeguards.

Where the GDPR or UK GDPR applies to the processing of your personal information, you may have rights including:

• Access: You may request confirmation of whether we process your personal data and request access to applicable information.
• Rectification: You may request correction of inaccurate or incomplete personal information.
• Erasure: You may request deletion of personal information in circumstances where applicable law provides that right.
• Restriction: You may request restriction of certain processing activities.
• Data Portability: Where applicable, you may request certain personal information in a structured, commonly used, machine-readable format.
• Objection: You may object to certain processing based on legitimate interests.
• Withdrawal of Consent: Where processing is based on consent, you may withdraw that consent. Withdrawal does not affect the lawfulness of processing performed before withdrawal.
• Complaint: You may have the right to lodge a complaint with the data-protection supervisory authority responsible for your location.

To exercise applicable rights, contact: contact@sendnow.live

We may need to verify your identity before completing a request. We will respond within the time period required by applicable law. Some rights are subject to legal exceptions and may not apply in every circumstance.

If applicable California privacy law applies to SendNow's processing of your personal information, you may have rights including the right to:

• Know the categories of personal information collected
• Know the sources of that information
• Know the purposes for collection or use
• Know categories of third parties to whom information is disclosed
• Request access to certain personal information
• Request correction of inaccurate information
• Request deletion, subject to applicable exceptions
• Obtain information about applicable disclosures
• Opt out of sale or sharing where legally applicable
• Limit certain uses of sensitive personal information where legally applicable
• Exercise privacy rights without unlawful discrimination

SendNow does not sell personal information for monetary consideration.

To submit an applicable privacy request, contact: contact@sendnow.live

We may verify the identity and authority of the individual submitting the request before processing it. Where legally permitted, an authorized agent may submit a request on behalf of a consumer. Nothing in this section provides rights beyond those required by applicable law.

Individuals in other jurisdictions may have additional privacy rights under applicable local laws. Where an applicable privacy or data-protection law provides rights that cannot legally be waived, SendNow will process valid requests in accordance with those requirements.

Contact contact@sendnow.live to submit a privacy request.

If SendNow processes your personal information solely on behalf of one of our customers, that customer may be responsible for responding to your privacy-rights request. In such cases, we may:

• Direct you to the applicable SendNow customer.
• Inform the customer of the request.
• Assist the customer in responding where appropriate and required.

SendNow will not independently alter customer-controlled data where doing so would conflict with our obligations to the applicable customer, except where legally required.

SendNow is not intended for individuals under 18 years of age. We do not knowingly permit children under 18 to create SendNow accounts.

If we become aware that personal information belonging to a child has been collected in circumstances where it should not have been collected, we may take reasonable steps to delete that information.

If you believe a child has provided personal information to SendNow, contact: contact@sendnow.live

SendNow documents or Microsites may contain links to websites or services operated by third parties. SendNow does not control the privacy practices of independent third-party websites or services.

If you follow an external link, the applicable third party's privacy policy will govern its collection and use of your information.

We may retain and process limited information where reasonably necessary to:

• Detect fraud
• Investigate abuse
• Protect accounts
• Prevent malicious activity
• Investigate security incidents
• Enforce our Terms
• Respond to legal claims
• Maintain evidence relating to payment disputes

This information may be retained for longer than ordinary Service data where reasonably necessary for those purposes or required by law.

We may update this Privacy Policy from time to time to reflect changes to SendNow, new functionality, changes to our service providers, changes to our processing practices, legal or regulatory developments, or security/operational changes.

When we make material changes, we may provide notice through:

• Email
• SendNow dashboard
• In-app notification
• Website notice

The Last Updated date at the top of this Privacy Policy indicates when it was most recently revised. We encourage users to periodically review this Privacy Policy.

This Privacy Policy should be read together with the SendNow Terms of Service. The Terms of Service govern use of SendNow, while this Privacy Policy explains how personal information is collected, processed, retained, disclosed, and protected.

For privacy questions, requests, concerns, or complaints, contact: