Security and Privacy at MultiDocs
When you send a lease, a contract or a permission slip for signature, you're trusting us with other people's names, phone numbers and signatures. Here's exactly how we protect them, in plain English: what we do, where the data lives, how long we keep it, and what we don't (yet) offer, so you can decide whether we're right for your documents.
In 30 seconds
- Documents you sign alone never leave your device.
- Documents sent for signature travel encrypted (HTTPS/TLS) and open only through personal links.
- Every signed PDF carries an audit trail and a SHA-256 fingerprint anyone can verify.
- Documents are deleted 30 days after completion. Servers are in the EU: Frankfurt, Germany, for the free tool and Madrid, Spain, for the team dashboard. No tracking cookies.
The short version
| Protection | What it means for you |
|---|---|
| On-device signing | If only you sign, the file is processed in your browser and never uploaded |
| Encryption in transit | Every connection uses HTTPS (TLS) |
| Personal links | Each signer gets their own unguessable link; documents aren't public or searchable |
| SHA-256 fingerprint | Any change to a signed PDF is detectable at /verify |
| Audit trail | A record of who signed, how they were reached, when and from which device |
| 30-day deletion | Documents are deleted automatically 30 days after completion |
| EU hosting | Servers in Frankfurt, Germany (free tool) and Madrid, Spain (team dashboard), under EU data protection law (GDPR) |
| No tracking cookies | No advertising or cross-site tracking |
When only you sign
When you choose “Just me” at Sign a PDF, the document opens and is signed entirely inside your browser. It isn't uploaded to our servers. You download the signed PDF and that's the end of it. The only thing we store is the document's fingerprint (see below), a short code from which the document can't be reconstructed, so it can be verified later.
Encryption in transit
When you send a document for signature, it has to reach our servers so the signers can open it. Every connection, from your browser to us and from us to each signer, is encrypted with HTTPS (TLS), the same technology your bank uses. Nobody on the same Wi-Fi network or along the way can read the document.
Personal links
Documents are never public. Each signer receives a personal link with a long random code, sent only to the email or phone number you entered. The document isn't listed anywhere and can't be found by search engines. Each signer sees only their own fields and what earlier signers filled in, not the other signers' contact details. If you ask a signer to attach a photo of an ID, that photo goes only to you.
SHA-256 fingerprint and verification
When a document is signed, we calculate its SHA-256 fingerprint: a 64-character code produced by a standard hash function (NIST FIPS 180-4). Change a single letter, signature or pixel and the code is completely different. The fingerprint is printed on the certificate and stored by us. Anyone, such as a client, a court or an auditor, can upload the PDF at /verify and their browser checks whether it matches, without sending us the file. If it matches, it's exactly the document that was signed.
Audit trail
The last page of every signed document is a certificate of completion with, for each signer:
- The email address or phone number the personal link was sent to.
- Date and time of each step.
- IP address, device and browser.
- A unique signer code (MD-XXXX-XXXX-XXXX).
- The SHA-256 fingerprint of the signed document.
Signers see the document before signing and confirm they agree to sign electronically. This is the evidence that shows who signed if a signature is ever disputed. More in are electronic signatures legally binding?
How long we keep documents
We delete documents and attachments 30 days after the signing is completed. You and every signer get the signed PDF, so download and keep it in your own records. We keep the fingerprint and minimal signing data longer so that /verify keeps working; the privacy policy has the details.
Where your data is hosted
Plainly: our servers are in the European Union, in Frankfurt, Germany, not in the United States. MultiDocs is a service of EXAMFY SOFTWARE, S.L., a company based in Spain, and your data is handled under the EU's General Data Protection Regulation (GDPR), one of the strictest privacy laws in the world. For most US small businesses this makes no practical difference. If your organization has a policy that data must stay in the US, MultiDocs isn't the right fit today.
No tracking cookies
We don't use advertising cookies or cross-site tracking, and we don't sell or share your data with advertisers. We use privacy-friendly, aggregated analytics to see which pages are visited. The signing tool may keep your unfinished document in your own browser so you can pick up where you left off; that stays on your device.
What we don't offer
We'd rather tell you now than have you find out later. MultiDocs does not currently have:
- SOC 2 or ISO 27001 certification.
- HIPAA compliance or a Business Associate Agreement (BAA). Don't use it for protected health information.
- Knowledge-based authentication (KBA) or ID verification of signers.
- Certificate-based digital signatures (see electronic vs. digital signature).
- Notarization.
- US-only data hosting.
If your work needs any of these, choose a provider that offers them. For contracts, estimates, leases, waivers, permission slips and similar everyday documents, what we offer is what most teams need.
Found a security issue? Write to info@multidocs.es. See also our privacy policy and terms.
FAQs
Is MultiDocs secure?
Documents travel encrypted over HTTPS, open only through personal links, carry a SHA-256 fingerprint and audit trail, and are deleted 30 days after completion. Documents you sign alone never leave your device.
Where is my data stored?
On servers in the European Union, under EU data protection law (GDPR): Frankfurt, Germany, for the free tool and Madrid, Spain, for the team dashboard.
How long do you keep my documents?
We delete documents 30 days after signing is completed. Download the signed PDF to keep it.
Is MultiDocs HIPAA compliant?
No. We don't sign BAAs and MultiDocs shouldn't be used for protected health information.
Is MultiDocs SOC 2 certified?
No, not at this time.
Can anyone else see my documents?
Only the people you send them to, through their personal links. Documents aren't public, listed or searchable.
How can I check a signed document wasn't changed?
Upload it at multidocs.app/verify. Your browser compares its SHA-256 fingerprint with the one we stored, without uploading the file.