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Privacy Policy

Last updated: 6 October 2026

This Privacy Policy explains how VeriEasy, operated by Max Impact Services Limited, a company registered in England and Wales under company number 09707999 ("we", "us"), collects, uses, and protects personal data when you use verieasy.co.uk and app.verieasy.co.uk (the "Service"). We act as data controller for the account and usage data described in section 1, and as data processor for the content of documents our Account Holders choose to store and share, acting on their instructions.

1. Information we collect

  • Account information: name, email address, a securely hashed password, and organisation details, when you register.
  • Document content: the files, titles, tags, folders, security classifications, and version/change-note history that Account Holders upload or create.
  • Sharing and recipient information: when an Account Holder shares a document, we store the name and email address of each Recipient they add, and the share settings (such as whether reading, signing, or both are required, and any due date).
  • Audit and evidence data: to provide the auditability the Service is built around, we record each view, read confirmation, and signature event against a document, including the name typed by the person acting, the time, the IP address, and basic browser (user-agent) information. This evidence is retained as part of the document's audit trail.
  • Billing information: if you choose a paid plan, payment is handled by our payment processor (Stripe); we store the resulting subscription status but not your full card details, which Stripe handles directly.
  • Technical data: your signed-in session is kept in your browser's local storage so you stay logged in; we do not use advertising or analytics cookies or trackers on the Service.

2. How we use this information

  • To provide the Service: create and manage your account, store and version your documents, and deliver documents to the Recipients you choose.
  • To produce the audit trail the Service is designed to provide, including proof of sending, viewing, reading, and signing.
  • To send transactional email, such as share notifications, invitations, and account or billing notices.
  • To maintain the security and integrity of the Service, including detecting misuse of the kind described in our Terms & Conditions.
  • To comply with our legal obligations, and to establish, exercise, or defend legal claims.

3. Our legal bases for processing (UK/EU GDPR)

  • Contract: processing your account and document data to provide the Service you've signed up for.
  • Legitimate interests: maintaining the audit trail and security logs that make the Service's core purpose (proof of reading and signing) possible, and keeping the Service secure.
  • Legal obligation: where we must retain or disclose information to comply with the law.

4. Recipients who are not Account Holders

If someone shares a document with you and you are not a VeriEasy account holder, we process the name and email address the sender provided for you, and we record your activity (viewing, reading, signing) against that document for the reasons set out above. We act as the sender's organisation's data processor for this activity; if you have questions about why you received a document, please contact the person or organisation who shared it with you in the first instance.

5. Sharing your information

We share personal data only with:

  • The Recipients an Account Holder chooses to share a document with (the document itself and the evidence of that Recipient's own activity).
  • Service providers who process data on our behalf to run the Service — for example, our cloud hosting provider (Amazon Web Services, for storage and compute), our email provider (for transactional email), and our payment processor (Stripe, for billing). Each is bound by appropriate data-processing terms.
  • Law enforcement or regulators, where required by law, or to protect the rights, property, or safety of VeriEasy, our users, or others — including in connection with the acceptable-use enforcement described in our Terms & Conditions.

We do not sell personal data, and we do not use it for third-party advertising.

6. International transfers

Our infrastructure runs on Amazon Web Services. Where personal data is processed outside the UK or European Economic Area, we rely on an appropriate transfer mechanism, such as the UK International Data Transfer Addendum or the EU Standard Contractual Clauses, as required.

7. Data retention

We retain account and document data for as long as the account is active. Audit and evidence data (records of sending, viewing, reading, and signing) is retained for as long as the associated document exists, because it may be relied on as proof of what happened — deleting it prematurely would defeat the purpose Recipients and Account Holders rely on the Service for. If an account is closed, we retain data only as long as reasonably necessary to meet legal, accounting, or dispute-resolution requirements, after which it is deleted or anonymised.

8. Your rights

Subject to applicable law, you have the right to request access to, correction of, deletion of, or a copy of your personal data, and to object to or restrict certain processing. Where processing depends on consent, you may withdraw it at any time. To exercise these rights, contact us using the details below. If you are not satisfied with our response, you can complain to your local data protection authority — in the UK, the Information Commissioner's Office (ico.org.uk).

9. Security

We store passwords using a salted, computationally hard hash, never in plain text. Documents and data are stored on encrypted cloud infrastructure, and access to shared documents is controlled through time-limited, signed links. No system is completely secure, and we cannot guarantee the absolute security of information transmitted to the Service.

10. Children

The Service is intended for business and personal use by adults and is not directed at children.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date above when we do, and where a change is material we will make reasonable efforts to tell account holders directly.

12. Contact

Questions about this Privacy Policy, or requests relating to your personal data, can be sent to info@verieasy.co.uk.