Privacy Notice
Last Updated:
Who We Are
Motif Software LLC. DBA HelmDocs is a B2B SaaS platform that helps teams create, review, and manage documentation at scale. We're committed to handling the personal information of our customers, users, and website visitors with care, transparency, and respect.
This Privacy Notice applies to HelmDocs. ("HelmDocs", "we", "our", or "us") and covers personal information collected through our website (helmdocs.com), our platform, our mobile apps, and any related services (collectively, the "Services").
If you're using HelmDocs through an organization (your employer, a client, etc.), that organization — not HelmDocs — is the primary controller of the data you submit to the platform. Our handling of that data is governed by our Data Processing Agreement with the organization.
Scope of this Notice
This Notice describes how we collect and process personal information about:
Visitors to our marketing website (helmdocs.com)
Prospective customers who request demos, trials, or contact us
Account holders and users of the HelmDocs platform
Recipients of documents created and shared through HelmDocs
If you do not agree with the practices described in this Notice, please do not use the Services.
Information We Collect
We collect information in several ways:
Information You Give Us Directly
Account registration: Name, email address, job title, company name, and password when you create an account or sign up for a free trial.
Billing information: Billing address and payment details when you subscribe to a paid plan (payment card data is processed directly by our payment processors and is not stored by HelmDocs).
Communications: Content of emails, support requests, and feedback you send us.
Trial and demo requests: Name, email, company, and any other information you submit through forms on our website.
Information We Collect Automatically
Platform usage: How you interact with features, which pages you visit, actions you take within the platform, frequency and duration of use, and error logs.
Device and browser data: Browser type, operating system, IP address, device identifiers, language settings, time zone, and referring URLs.
Transaction data: Records of document activity — such as when documents are viewed, signed, or shared — including IP addresses and timestamps associated with those actions. This data supports the legal integrity of electronic signatures and audit trails.
Information We Receive from Third Parties
Identity providers: If you sign in via a third-party SSO provider (e.g., Google, Microsoft), we receive basic profile information such as your name and email address.
Analytics and advertising partners: Aggregated data about website visits and interactions from tools like Google Analytics.
Enrichment services: We may use third-party services to supplement business contact data for prospective customers (e.g., company size, industry).
How We Use Your Information
We use personal information to:
Provide and operate the Services — including creating accounts, processing payments, delivering features, and maintaining audit trails for signed documents.
Communicate with you — including transactional emails (receipts, notifications, security alerts) and customer support.
Improve the platform — analyzing usage patterns to understand how the Services are used and identify opportunities to improve them.
Market the Services — sending promotional content and product updates to users who have opted in, and serving targeted ads on third-party platforms.
Ensure security — detecting and preventing fraud, abuse, and unauthorized access.
Comply with legal obligations — retaining records as required by law, responding to legal process, and enforcing our agreements.
We rely on the following legal bases for processing (where applicable):
Contract performance — to fulfill our obligations to you as a customer or user.
Legitimate interests — to operate, improve, and market the Services, and to protect our platform and users.
Legal obligation — to comply with applicable laws and respond to lawful requests.
Consent — for marketing communications and certain cookies, where required.
How We Share Your Information
We do not sell your personal information. We may share it in the following circumstances:
Service providers. We work with third-party vendors who help us operate the Services — including cloud infrastructure providers, payment processors, email delivery services, analytics providers, and customer support tools. These providers are contractually bound to use your data only as directed by HelmDocs and to maintain appropriate security standards.
Affiliates. We may share information within the HelmDocs corporate family for purposes consistent with this Notice.
Business transfers. If HelmDocs is acquired, merges with another company, or sells all or substantially all of its assets, your information may be transferred as part of that transaction. We will notify you in advance if your data is to be subject to a different privacy policy as a result.
Legal and safety. We may disclose information when required by law, court order, or legal process, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of HelmDocs, our customers, or others.
With your consent. We may share your information in other ways if you give us your explicit consent to do so.
Cookies and Tracking Technologies
HelmDocs uses cookies and similar tracking technologies on its website and platform. Please see our Cookie Notice for a full explanation of how we use cookies and how you can manage your preferences.
In summary:
Essential cookies are required for the Services to function correctly (e.g., keeping you logged in, maintaining your session).
Analytics cookies help us understand how users interact with the Services (e.g., Google Analytics). These are non-essential and will only be set with your consent where required.
Advertising cookies are used by our marketing partners to serve relevant ads. These are also non-essential and consent-dependent.
You can manage cookie preferences through our Cookie Preference Center or your browser settings.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Notice, or as required by law. Specifically:
Account data is retained for the duration of your account and for a reasonable period thereafter to support customer service, legal obligations, and dispute resolution.
Transaction and signature audit data may be retained for extended periods to support the legal validity of documents signed through the platform.
Marketing data is retained until you opt out or request deletion.
When data is no longer needed, we delete or anonymize it. Where technical constraints prevent immediate deletion, we restrict access and limit further use.
How We Protect Your Information
We implement technical, organizational, and administrative security measures designed to protect your information from unauthorized access, loss, alteration, and disclosure. These include encryption of data in transit and at rest, access controls, and regular security audits. For more detail, see our Security Practices.
No method of transmission over the internet or electronic storage is completely secure. While we take reasonable precautions, we cannot guarantee the absolute security of your information.
International Data Transfers
HelmDocs operates globally. Your personal information may be transferred to and processed in countries other than the one in which you reside, including the United States, which may have different data protection standards than your home country.
Where we transfer personal data from the European Economic Area, UK, or Switzerland to countries that have not been deemed to provide an adequate level of data protection, we rely on appropriate safeguards — such as Standard Contractual Clauses approved by the European Commission — to ensure your data remains protected. You may request a copy of these safeguards by contacting us.
Your Privacy Rights and Choices
Depending on where you live, you may have rights over your personal information, including the right to:
Access the personal information we hold about you.
Correct inaccurate or outdated information.
Delete your personal information, subject to legal retention requirements.
Restrict or object to certain types of processing.
Portability — receive a copy of your data in a structured, machine-readable format.
Withdraw consent for processing based on consent, at any time.
To exercise any of these rights, please contact us using the details in the Contact Us section below. We will respond within the timeframe required by applicable law.
Marketing opt-out: You can unsubscribe from marketing emails at any time using the unsubscribe link in those emails, or by updating your preferences in your account settings. Opting out of marketing will not affect transactional or service-related communications.
Account deletion: To delete your HelmDocs account, go to your account settings and select "Delete Account." This will sign you out immediately and initiate the removal of your identifiable account data.
California residents: Please see our California Privacy Rights Addendum for additional rights under the CCPA/CPRA.
EU/UK/EEA residents: Please see our EU Privacy Rights Addendum for additional rights under the GDPR and UK GDPR.
Children and Minors
The Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected such information, we will delete it promptly. If you believe we have inadvertently collected information from a minor, please contact us immediately.
Changes to this Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, the Services, or applicable law. We will update the "Last Updated" date at the top of this page and, for material changes, may provide additional notice (such as an in-app notification or email). Your continued use of the Services after any update constitutes your acceptance of the revised Notice.
Contact Us
If you have questions or concerns about this Privacy Notice or our data handling practices, please contact us:
Motif Software LLC. DBA HelmDocs. Attention: Privacy Team [email protected]