Who we are
Signifier is email signature management for Google Workspace, provided by [LEGAL ENTITY NAME], [REGISTERED ADDRESS], United Kingdom. In this policy, “we” means that company, “the website” means signifier.app, and “the app” means the Signifier product at app.signifier.app.
For anything about your data, write to [CONTACT EMAIL]. We reply within a few working days.
What the website collects
The website has no accounts and no forms that store your details. Reading it sends the usual technical information to our hosting provider, Cloudflare: your IP address, browser type and the pages you load, kept in short-lived server logs for security and capacity planning.
Analytics. [ANALYTICS TOOL]. We intend to use a tool that counts visits without cookies and without identifying you. If that changes, this section and the cookie notice will change first.
Cookies. The website sets no cookies of its own. Signing in to the app sets the cookies the app needs to keep you signed in.
What the app collects when you sign up
When you create a Signifier account we store your name, work email address, the name of your organization, and the answers you give during setup (team size and role). If you sign up with Google, we receive your name, email address and profile picture from your Google account; we do not receive your Google password.
We also keep a record of what you do in the app that changes something (the audit log): who edited a template, who published, who changed a setting, and when. Admins in your organization can see this log. It exists so your team can see who changed what.
Google Workspace data the app accesses
Signifier works by connecting to your Google Workspace. An administrator grants access; nobody else in the organization is asked. This is what that access covers.
| What | Why | Read or write |
|---|---|---|
| Directory profiles: names, job titles, departments, phone numbers, profile photos, organizational units and group membership | To fill in each person’s signature and decide which template they get | Read only |
| Gmail signature settings | To set and update each person’s signature | Read and write, signature settings only |
| Send-as aliases | To give shared addresses the right signature | Read, and write the signature setting |
What we never access. Signifier does not read, store, scan or route the content of anyone’s email. It does not read calendars, Drive files, contacts or chat. It asks only for the permissions listed above.
Limited use. Signifier’s use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. In particular, we use Google user data only to provide and improve the signature features you see in the app. We do not sell it, do not use it for advertising, do not use it to train general machine-learning models, and do not let people read it except where it is needed for security, to comply with the law, or with your explicit consent.
Disconnecting. An administrator can disconnect Google Workspace at any time from the app or from the Google Admin console. When you disconnect, we stop syncing and delete the directory data we hold within [NUMBER OF DAYS] days. Signatures already written into Gmail stay as they are until someone changes them.
Clicks on links and banners
Links and banners in signatures can be counted. When a recipient clicks one, the click goes through a Signifier address that records the time, the link, the signature it was in, and the browser’s user-agent string, then sends the recipient on to the destination. We do not set a cookie on the recipient and do not build profiles of recipients. Counts are shown to your organization in the app.
How long we keep it
- Account data: for as long as your organization has an account, then deleted within [NUMBER OF DAYS] days of closing it.
- Synced directory data: refreshed on each sync and deleted within [NUMBER OF DAYS] days of disconnecting Google Workspace.
- Click counts: kept for [RETENTION PERIOD], then summarised without user-agent strings.
- Server logs: [RETENTION PERIOD].
- Backups: deleted data leaves backups within [NUMBER OF DAYS] days.
Your rights
Depending on where you live, you may have the right to see the personal data we hold about you, to correct it, to have it deleted, to receive a copy, to object to or restrict some processing, and to complain to a data protection authority. If you are in the EU, the UK or Switzerland, these rights come from the GDPR and its UK equivalent. If you are in California, the CCPA gives you similar rights, and we do not sell or share personal information as the CCPA defines those terms.
Most data in Signifier belongs to your employer’s account. For that data we act on your employer’s instructions, so requests about it usually go to your administrator first. For anything else, or if that does not work, write to [CONTACT EMAIL].
Where data is stored
Data is stored in [REGION, e.g. the European Union]. Cloudflare serves the website and app from locations around the world and may process traffic data in those locations. Where data leaves the EU or UK, we rely on standard contractual clauses or an adequacy decision.
How we protect it
Data travels over TLS and is encrypted at rest. Access to production systems is limited to the people who run the service and is logged. Google access tokens are stored encrypted and are never shown in the app. The security page has the detail.
Children
Signifier is a workplace tool and is not meant for anyone under 16. We do not knowingly collect data from children.
Changes to this policy
When this policy changes in a way that matters, we will say so in the app and update the date at the top of this page. Earlier versions are available on request.