SignSheetSignSheet · Privacy
Privacy Policy
Last updated: May 1, 2026 · Operator: NG Company · BN 71138 4412 · Coquitlam, BC, Canada
1. What this document is for
SignSheet is a tool for processing handwritten timesheets. This page tells you what data we collect, why, where it lives, who can see it, and how to get it deleted.
We've tried to write it in plain English. If anything is unclear, write to us at privacy@ngcompany.ca and we'll explain — and update the page if we should have been clearer.
2. What data SignSheet handles
| Category | Examples | Why we hold it |
|---|---|---|
| Account | Your email address, your company name, your role | To sign you in, to scope your data to your company |
| Uploaded photos | Photos of paper sign-in sheets | This is the core feature — we OCR the photo into structured data |
| Extracted data | Names, FOS codes, sign-in / sign-out times, dates, sheet metadata | Output of OCR; this is what you ultimately export to payroll |
| Activity log | Who signed in when, who exported what, settings changes | Tamper-proof audit trail required by §6 |
| Operational telemetry | Anonymised request counts, error stack traces | To detect and fix problems |
We do not collect: marketing analytics, behavioural ad data, third-party tracking pixels, or anything we can't justify against the table above.
3. Where the data lives
| Data | Provider | Region |
|---|---|---|
| Auth + tenant data + uploaded photos | Supabase (Postgres + Storage) | Canada (ca-central-1) |
| Internal lookup tables (employees, settings) | Neon (Postgres) | United States (us-east-1) |
| Application code + edge functions | Vercel | Global edge, mostly US |
| OCR processing (transient) | Anthropic (Claude API) | United States |
| Email delivery | Resend | United States |
| Rate-limit and short-lived flags | Upstash Redis | Canada |
Cross-border data transfer: Some processing happens in the US (OCR, some lookup tables). Photos themselves are stored in Canada. Anthropic's data-handling policy: anthropic.com/legal/privacy.
4. Who can see your data
- You and your colleagues in the same company can see all that company's data. The database itself enforces this — even if our code has a bug, another company's data is not reachable.
- NG Company employees with operational access (the on-call engineer for SignSheet) can read your data when investigating an incident. Every such access is logged.
- Sub-processors (the providers in §3) process data on our behalf under their respective DPAs.
- Nobody else. We do not sell, share, or rent your data.
5. How long we keep things
| Data | Retention |
|---|---|
| Account + audit log | Lifetime of the account, plus 12 months after deletion |
| Uploaded photos | 90 days from upload, then auto-deleted (cron job; you can request earlier deletion) |
| Extracted timesheet data | Lifetime of the account, plus 12 months for legal/accounting holds |
| Operational telemetry | 90 days |
| Database backups | 14 days rolling |
6. Your rights (PIPEDA / PIPA-BC)
You may, at any time:
- Access all data we hold about you — write to privacy@ngcompany.ca and we'll respond within 30 days
- Correct any inaccurate data — most things you can edit yourself in the app; for anything else, write to us
- Delete your account — write to us; we delete within 7 business days, except for audit log records that we are required to retain
- Export your data — every export is also available as CSV/XLSX from inside the app
- Withdraw consent — you can stop using SignSheet at any time; on request we will delete everything except records we must keep by law
If you have a privacy complaint we haven't resolved to your satisfaction, you can contact:
- British Columbia: Office of the Information and Privacy Commissioner for BC — oipc.bc.ca
- Federal: Office of the Privacy Commissioner of Canada — priv.gc.ca
7. Security
How we protect your data is summarised in our Customer Security Brief. Key facts: encryption in transit and at rest, tamper-proof audit log, independent pre-launch audit (April 2026), independent penetration test scheduled for the second month after launch.
We will notify affected users within 72 hours of detecting any breach that involves your data.
8. Cookies and similar
SignSheet uses cookies only for what's necessary to keep you signed in. We don't use marketing or analytics cookies. We don't use third-party trackers.
9. Children
SignSheet is a B2B tool for adult employees. We do not knowingly collect data from anyone under 18.
10. Changes to this policy
We'll update the Last updated date at the top whenever this policy changes. Material changes (something that meaningfully affects your data) trigger an in-app notification and an email.
11. Contact
- Privacy questions: privacy@ngcompany.ca
- Operations: support@signsheet.app
- Operator: NG Company · BN 71138 4412 · Coquitlam, BC, Canada