DocnezOperator: Nezuna Technologies Inc., an Ontario corporation (Ontario Corporation No. 1001604486, incorporated May 11, 2026), registered office 29 Hemlock Drive, Markham, Ontario L3P 4M5, Canada. Contact: hello@docnez.com
Effective date: November 5, 2026
1. Keep your own copies
Docnez is a signing tool, not a records archive. Senders and signers should download the completed document and its certificate of completion as soon as signing is finished. Once deleted, documents cannot be recovered.
2. Retention periods
| Data | How long |
|---|---|
| Documents, signed PDFs, certificates, audit trails | Until the account holder deletes them or the workspace is deleted |
| Proof-of-signature record (Section 5) | Up to 7 years after the document was completed |
| Encrypted backups | Rolling; deleted data leaves backups within 90 days |
| Account data (closed accounts) | Deleted or anonymized within 90 days after closure |
| Visitor statistics (hashed device ID, no IP) | Up to 395 days |
| Server and security logs | Up to 12 months |
3. Deleting a document
Workspace owners and admins can delete documents; only the owner can delete a completed (signed) document. Deleting a document removes its database records, files (original PDF, signed PDF, certificate) and audit events from live systems. Before a completed document is deleted, the proof-of-signature record in Section 5 is kept. Copies already sent to or downloaded by signers are not affected.
4. Deleting a workspace or account
To delete a workspace, use the in-app option where available or email hello@docnez.com from the owner's account email.
- Export window: the owner may download documents for 30 days (not where closure is for unlawful activity).
- Then all documents, signed copies, certificates and audit events are deleted from live systems within 30 days, and from backups within 90 days.
- Team members' accounts in the workspace are removed. Unsigned drafts and pending signing links are cancelled and deleted.
- Proof-of-signature records for completed documents are kept as described in Section 5.
5. Proof-of-signature record
To protect all parties if a signature is later disputed, we keep a minimal record for each completed document: document ID, SHA-256 hash of the signed file, signed audit-chain head, signer names and emails, event types, timestamps and IP addresses. It contains no document content. It lets anyone holding a copy prove it matches what was signed. It is kept for up to 7 years after completion, accessed only for verification, legal claims or lawful requests, and then deleted.
6. Legal holds
We may keep data longer if required by law, court order or a regulator, or to establish, exercise or defend legal claims, including when we have notice of a dispute.
7. Signer requests
Signers asking to delete their data from a document should contact the sender, who controls it; we will forward requests we receive. We may refuse to delete a completed document or proof-of-signature record where it is needed for evidence or required by law.