CareServ Signature Cloud Privacy Statement

This statement applies to the Service’s administrative portal, Microsoft 365 integration, Outlook add-in, APIs, hosted signature media, and any separately enabled server-side signature-processing component. It does not govern Microsoft, email recipients, Customer websites, or other third-party products.

Customer is ordinarily the controller or business responsible for its workforce and recipient information, including notices, lawful bases, data accuracy, access, and instructions to CareServ. CareServ processes that information to provide the Service under Customer’s instructions and may act independently where necessary for security, fraud prevention, legal compliance, billing, and operation of its own business.

• Customer and tenant information: organization and tenant identifiers, display name, verified domains, administrator email addresses, connection status, consent status, permitted network ranges, service configuration, and timestamps.
• Directory profile information: name, email address, user principal name, account status, title, department, company, office location, business and mobile phone numbers, fax number, work address, employee identifier and type, and group-membership identifiers.
• Service content: signature templates, plain-text alternatives, rules, domains, group and department selections, user selections, recipient-audience settings, message-type settings, uploaded logos and images, and related metadata.
• Account and support information: authenticated tenant and user identifiers, name or email claims supplied by Microsoft, role information, and communications or diagnostic material submitted for support.
• Technical information: request, authentication, security, error, performance, and audit information ordinarily generated by the Service and its cloud infrastructure.

The Service is designed to skip disabled Microsoft 365 accounts and recognized HealthMailbox or MSOL service accounts during directory synchronization.

An authorized Customer administrator grants Microsoft consent before the Service accesses Customer’s tenant. The Service uses approved Microsoft interfaces, including Microsoft Graph, to read the directory and group information needed to render signatures and apply Customer-created rules. CareServ does not request a user’s Microsoft password.

Customer may revoke consent in Microsoft Entra. Revocation may stop synchronization or signature functions. Customer administrators can initiate synchronization to refresh records and should correct source data in Microsoft 365 when possible.

We use information to connect and administer Customer tenants; synchronize directory profiles; create, preview, select, and render signatures; evaluate rules; host approved images; provide Outlook and approved server-side functionality; authenticate and authorize users; secure, monitor, troubleshoot, and improve the Service; provide support; maintain business records; enforce agreements; and comply with law.

Where applicable law requires a legal basis, processing may be based on performance of a contract, Customer’s instructions, legitimate interests in providing and securing a business service, compliance with legal obligations, or consent where required. We do not use Service personal information to build advertising profiles, and we do not sell it or share it for cross-context behavioral advertising.

To select a rule, the Outlook experience may send the Customer tenant identifier, sender email address, recipient email addresses, and whether a message is a reply. The standard control plane does not intentionally store message bodies, attachments, or recipient lists as Customer records.

If Customer separately enables an approved server-side mail relay or transport component, message content and addressing data may be processed transiently to apply or skip a signature and forward the message. That component is not intended to serve as an email archive, backup, journaling, eDiscovery, legal-hold, or records-management system. Protected or encrypted messages may be skipped where processing would be inappropriate or unsupported.

We may disclose information to Customer administrators and authorized users; to Microsoft Azure, Microsoft 365, and other vendors or subprocessors that help host, secure, support, or operate the Service; to professional advisers subject to appropriate duties; when required by law or valid legal process; to protect rights, safety, and security; or in connection with a merger, financing, reorganization, acquisition, or sale, subject to customary protections.

Signature content is meant to be displayed to email recipients. Hosted logo URLs are designed to render externally and may be requested or cached by recipients, email clients, security gateways, or content-delivery systems. Customer should upload only images it intends to make recipient-facing.

The Service partitions Customer records by Microsoft tenant identifier and validates tenant context before Customer access. Customer administrators may view or configure synchronized directory data, templates, rules, and settings for their organization. Authorized CareServ personnel may access Customer information when reasonably necessary to operate, secure, maintain, troubleshoot, support, audit, or improve the Service or comply with law.

Customer controls its Authorized Users and is responsible for promptly removing access no longer required. No security boundary is infallible; suspected unauthorized access should be reported promptly.

Microsoft and Azure may set authentication or session cookies and process sign-in information to authenticate users and protect the Service. The Service does not use third-party advertising cookies or behavioral advertising trackers. Standard web and cloud logs may contain IP address, time, request path, response status, browser or device information, identifiers, errors, and security events.

CareServ uses technical information for security, availability, diagnostics, abuse prevention, and support. Infrastructure logging is presently configured with a thirty-day analytics retention period, subject to change when required for security, contract, or law.

We retain tenant configuration, synchronized directory profiles, templates, rules, hosted media, and related records while needed to provide the Service, administer the Customer relationship, resolve disputes, secure the Service, and satisfy contractual or legal obligations. Customer should remove stale data and revoke Microsoft consent when access is no longer needed.

After termination or a valid deletion instruction, CareServ may delete or de-identify Service data according to the Agreement, applicable law, operational safeguards, and ordinary backup cycles. Some information may remain temporarily in backups, security records, audit records, or recipient-side caches. Images already delivered or cached outside CareServ’s control may persist after deletion from the Service.

CareServ uses safeguards designed for the nature of the Service, including encrypted network transport, private cloud storage configuration, identity-based access controls, tenant scoping, managed service identities, role-based access, and logging and monitoring. We review access and limit it to personnel and providers with a business need.

No security program can guarantee that information will never be lost, misused, disclosed, altered, or accessed without authorization. Customer must protect its accounts and endpoints, use appropriate Microsoft controls, grant least privilege, and promptly notify CareServ of suspected compromise.

Customer must not use the Service to create, receive, maintain, or transmit protected health information (“PHI”) for a HIPAA covered entity or business associate unless a valid BAA with CareServ applies and the parties have approved the relevant use and configuration. A BAA controls any conflict concerning PHI.

Do not place PHI, passwords, private keys, payment-card data, government identifiers, patient information, or other unnecessary sensitive information in signature templates, directory fields, uploaded images, free-text fields, or support submissions. Customer remains responsible for data minimization and its industry-specific privacy and security duties.

Customer administrators can update templates and rules, refresh or remove synchronized information, revoke Microsoft consent, and request account assistance. Individuals whose information is supplied by an employer or other Customer should ordinarily contact that Customer first because it controls the source directory and determines the processing purpose.

Depending on location and applicable law, an individual may have rights to request access, correction, deletion, restriction, portability, or objection, or to appeal a decision. CareServ will assist Customer with valid requests as required by contract and law. We may verify identity and may retain information where an exception applies. Privacy requests may be sent to help@gocareserv.com.

The Service and its providers may process information in the United States and other locations where CareServ or its providers operate. Where required, appropriate contractual or other transfer safeguards will be used. Customer is responsible for determining whether its configuration and instructions comply with applicable localization or transfer requirements.

The Service is a business service and is not directed to children under thirteen or designed for personal consumer use. Customers must not knowingly use it to collect children’s information except as authorized by law and expressly agreed in writing.

We may update this statement to reflect changes in the Service, law, or privacy practices. The version date above identifies the current statement. Material changes will be communicated as required by law or agreement. Continued use after an effective update is subject to the applicable agreement and mandatory law.

Questions, privacy requests, or security concerns may be directed to help@gocareserv.com or through Customer’s normal CareServ support channel. Contractual notices must be sent using the notice method in the applicable agreement.