AI & data usage policy

How we use AI — and how your data stays yours

This AI & Data Usage Policy explains how Nevtan uses artificial intelligence, machine learning technologies, and automated systems in connection with Nevtan Sign and related services. It describes what AI features do, how your data is handled in connection with those features, and what controls you have.

Effective Date: June 6, 2026 — Last Updated: June 6, 2026. This Policy should be read together with our Terms of Service, Privacy Policy, Data Processing Addendum (DPA), and other applicable agreements.

Jump to a part

Purpose & ownership

AI features

Model training

Outputs & oversight

Privacy & controls

Ethics & compliance

Responsibilities & updates

Our AI Commitment

You own your data — Customers retain full ownership of all documents, signatures, and content. Nevtan does not acquire ownership through AI features.

No unauthorized model training — Customer documents and content are not used to train public AI models without explicit authorization.

AI assists — humans decide — AI features are designed to support human judgment, not replace it. Users remain responsible for all decisions and outcomes.

You control AI features — Where available, organizations can enable, disable, or restrict AI features at the account or organization level.

Privacy and security apply — All AI-enabled processing is subject to the same privacy and security controls as the rest of the platform.

Part 1 — Purpose & Data Ownership

1. Purpose of This Policy

This Policy describes:

How AI features operate within the Services

How customer data may be processed in connection with AI functionality

Customer ownership rights over data and content

AI model training practices and restrictions

Security and privacy safeguards applied to AI-enabled systems

Customer controls, choices, and responsibilities

Our goal is to help customers benefit from AI capabilities while preserving trust, privacy, and meaningful control over their information.

2. Customer Data Ownership

Customers retain full ownership of all documents, files, signatures, agreements, audit trails, metadata, and other content submitted to the Services ("Customer Data").

Nevtan does not acquire ownership of Customer Data through the use of AI features or any other aspect of the Services. The limited rights Nevtan receives are only those necessary to provide, operate, secure, maintain, and improve the Services as described in our agreements.

Customer Data includes, but is not limited to: contracts, agreements, attachments, signature records, audit trails, user-generated content, and associated metadata.

None of this content is claimed, repurposed, or monetized by Nevtan outside the scope of providing the Services.

Part 2 — AI Features & Capabilities

3. AI-Powered Features

Nevtan may offer AI-powered capabilities to help users manage documents and workflows more efficiently. These features are designed to assist — not replace — human judgment. Current and planned capabilities may include:

Document Summarization — generating concise summaries of agreements and documents to help users quickly understand key terms and provisions

Information Extraction — identifying and extracting relevant information — such as dates, parties, or key terms — from uploaded documents

Workflow Recommendations — suggesting workflow configurations, routing options, or process improvements based on document type and usage patterns

Search and Discovery — enhancing the ability to locate documents, clauses, and information across the platform

Content Classification — automatically categorizing documents and records to support organization and retrieval

Data Validation — flagging missing information, inconsistencies, or potential errors in documents before sending

Customer Assistance — providing AI-powered support, guidance, and contextual help within the platform

Future Capabilities — AI features may evolve over time; this Policy will be updated when material new AI capabilities are introduced

4. How Customer Data Is Used for AI Processing

Where AI functionality is enabled, Customer Data may be processed solely to provide the specific AI-powered feature requested. Processing is limited to what is reasonably necessary to deliver the requested functionality and may include:

Analyzing document content to generate summaries or extract information

Processing text to provide workflow recommendations or classifications

Retrieving relevant documents or records in response to search queries

Generating contextual guidance or support responses

Customer Data processed in connection with AI features is not used for any purpose beyond delivering the requested functionality, improving AI performance within the scope permitted by this Policy, and operating the Services.

Part 3 — AI Model Training

5. Model Training Restrictions

Customer Data Is Not Used to Train Public AI Models

Nevtan does not use customer documents, agreements, signatures, attachments, or other Customer Data to train publicly available AI models without explicit customer authorization. This restriction applies regardless of whether AI features are enabled. This commitment covers all Customer Data, including:

Contracts and legal documents

Business agreements and correspondence

Attachments and supporting materials

Signature records and audit trails

Sensitive or confidential business information

Third-Party AI Providers

Where Nevtan utilizes third-party AI service providers to power certain features, Nevtan implements contractual requirements designed to prevent those providers from using Customer Data to train their general-purpose models, to the extent such protections are available and contractually supported by the provider. Current third-party AI service providers are listed on our Subprocessor List. Customers should review that page for the most current information.

Customer-Authorized Training Programs

If Nevtan introduces optional programs for customer-specific model personalization or custom AI development in the future, participation will require explicit opt-in authorization from the customer through a separate written agreement. No such programs are active at the time of this Policy.

Aggregated and De-Identified Data

Nevtan may use aggregated, anonymized, or de-identified information — which cannot reasonably be used to identify individual users or organizations — to improve platform performance, enhance reliability, develop new features, and strengthen security. This use does not constitute the use of Customer Data for AI model training.

Part 4 — AI Outputs & Human Oversight

6. AI Output Accuracy and Limitations

AI-generated content may contain inaccuracies, omissions, errors, or unintended results. The accuracy of AI outputs depends on factors including the quality and completeness of input data, the complexity of the request, and the current capabilities of the underlying models.

Customers are responsible for reviewing and validating all AI-generated outputs before relying on them. AI outputs from Nevtan Sign — including summaries, recommendations, extracted information, and classifications — should not be treated as definitive or as a substitute for professional review.

AI outputs are not legal, financial, regulatory, compliance, tax, or professional advice. Always verify AI-generated content before using it in contracts, legal proceedings, compliance submissions, or other consequential decisions.

7. Human Oversight

Nevtan is committed to keeping humans in control of consequential decisions. AI functionality within the Services is designed to assist and augment human judgment — not to automate decisions with significant legal, financial, or operational consequences. Customers remain responsible for:

Reviewing and approving contract terms before execution

Verifying the accuracy of AI-extracted or AI-generated information

Making final decisions on approvals, workflows, and signature requests

Ensuring compliance with applicable laws and regulatory obligations

Evaluating the suitability of AI features for specific use cases

AI functionality is intended to help teams work more efficiently — the responsibility for outcomes remains with the people and organizations using the Services.

Part 5 — Privacy, Security & Customer Controls

8. Privacy and Confidentiality

All AI-enabled processing is subject to the same privacy and security controls that govern the rest of the platform. Nevtan applies access restrictions, encryption, authentication, audit logging, and vendor management practices to AI-related processing activities.

AI-related processing remains subject to our Privacy Policy and, where applicable, the Data Processing Addendum. Customers who have executed a DPA with Nevtan should refer to that agreement for their specific data processing commitments.

9. Sensitive Information

Customers should evaluate carefully whether specific documents or information are appropriate for AI-enabled processing, particularly where content includes:

Highly confidential or proprietary business information

Personal data subject to heightened protection under applicable law

Regulated information (financial, healthcare, legal, government)

Information subject to privilege or professional secrecy obligations

Where AI processing of sensitive content is a concern, customers should consult their applicable administrator controls or contact support to discuss configuration options.

10. Customer Controls

Where available within the Services, customers and administrators may have the ability to:

Enable or disable AI-powered features at the organization or account level

Restrict AI processing to specific document types or workflows

Configure organization-level settings governing AI feature usage

Review AI feature activity through available audit and logging tools

Customers are responsible for configuring AI settings in accordance with their internal policies, compliance requirements, and the needs of their users. Contact support for assistance with AI feature configuration.

11. Security of AI Systems

Nevtan implements security controls specifically designed to protect AI-enabled systems and the data processed through them. Measures include:

Access controls and least-privilege principles for AI system components

Security assessments of third-party AI service providers prior to engagement

Encryption of data in transit and at rest within AI processing pipelines

Continuous monitoring and audit logging of AI-related processing activities

Incident response procedures applicable to AI system security events

Change management and configuration review for AI model updates

Security measures are reviewed and updated as threats, technologies, and AI capabilities evolve.

Part 6 — AI Ethics & Regulatory Compliance

12. AI Ethics Principles

Nevtan is committed to responsible AI development and deployment. Our approach is guided by the following principles:

Transparency — we communicate clearly when AI functionality is being used and what it does, so users can make informed choices about how to interact with AI features

Privacy — we minimize unnecessary processing of personal information and apply privacy-by-design practices to AI feature development

Security — we implement safeguards designed to protect both customer data and AI system integrity, and we monitor for risks continuously

Accountability — we maintain internal oversight of AI-enabled services, review AI risks on an ongoing basis, and take responsibility for the services we deploy

Human Control — we design AI features to augment human decision-making, not replace it — users retain authority over all consequential decisions

Fairness — we work to identify and mitigate potential bias in AI outputs and evaluate AI systems for unintended impacts on users

13. Regulatory Compliance

The regulatory landscape for AI is evolving rapidly. Nevtan actively monitors legal and regulatory developments relating to AI technologies globally, including emerging frameworks governing automated decision-making, AI transparency, and AI system accountability.

Where applicable, we update our policies, controls, and technical practices to support compliance with new AI governance requirements. Customers in regulated industries should evaluate whether specific AI features are appropriate for their compliance environment and consult their legal and compliance teams as needed.

Part 7 — Customer Responsibilities & Updates

14. Customer Responsibilities

Customers using AI-powered features are responsible for:

Reviewing, verifying, and validating all AI-generated outputs before acting on them

Ensuring their use of AI features complies with applicable laws and regulations

Obtaining any required permissions or consents before processing third-party data through AI features

Evaluating the suitability of AI features for their specific industry and use case

Configuring AI settings in accordance with their internal policies and compliance requirements

Training users appropriately on the appropriate use and limitations of AI-generated content

Customers should not rely solely on AI-generated results for decisions involving significant legal, financial, regulatory, employment, healthcare, or other sensitive matters.

15. Updates to This Policy

Nevtan may update this Policy periodically to reflect new AI capabilities, changes in third-party AI providers, regulatory requirements, industry standards, or security improvements.

When material changes are made, we will update the effective date and, where appropriate, provide notice through the Services or by email to the address associated with your account. We encourage customers to review this Policy regularly, particularly when new AI features are introduced.

16. Contact Information

Questions regarding this Policy, AI feature configuration, or data handling in connection with AI features may be directed to:

Nevtan Privacy Team

privacy@nevtan.com

Nevtan Security Team

security@nevtan.com

Nevtan Legal Team

legal@nevtan.com