Data residency

HelloSign offers regional storage and storage integration options to control the storage location of your documents.

• Regional storage is for managing documents directly in HelloSign.
• Storage integration is for syncing documents to a cloud storage service, such as Dropbox.
  
  

Regional document storage within HelloSign

HelloSign has data infrastructure for document storage in the US, Australia, the EU, Japan, Canada and the UK. The default region for all plans is the US. Customers on Premium plans can choose to store their documents in an alternative region.

If you choose to store your documents in an alternative region, all at-rest documents for your organisation will be stored in our AWS data infrastructures in the specified region, for example in Frankfurt, Germany with a backup in Paris, France.

If you are interested in using this feature, please contact sales@hellosign.com.

What is stored in the region of choice?

We offer regional data storage for all at-rest documents as well as the signatures themselves. These files are stored in the local AWS data centre through Amazon S3. This doesn’t include metadata of the signature request, such as emails.

Will documents be stored permanently in the selected region and removed from US servers?

If you choose a regional data residency option and a document is at rest, it will only be stored in that region. If a document is being processed (for example, someone edits it or sends it out or it’s getting signed), a temporary copy of the document is moved to our US servers where processing is performed. Once a document is complete (either signed or declined), meaning no more processing is required, it will only be stored in the preferred regions without any remaining copies in the US.

What about the signer version of a document?

The organisation admin of the sender has full authority over the storage location of the document. If an organisation has set the storage location to a preferred region, all documents will be stored in that region, even if the signer is based in a different region. 

How to set the document storage location

Org admins can update the storage location setting in the admin console. To do this:

1. Sign in to your admin account.
2. Hover over your initials in the top right-hand corner.
3. Click Admin console.
4. Click Settings in the left sidebar.
5. Click Documents and templates in the left sidebar.
6. Scroll to Control and access.
7. Select a region from the drop-down next to Data residency.

For API customers

Org admins on API plans can update the storage location in their account settings. To do this:

1. Sign in to your admin account.
2. Hover over your initials in the top right-hand corner.
3. Select Settings from the drop-down menu. 
4. Click the Team tab near the top of the screen.
5. Scroll to Data residency. 
6. Select a region from the drop-down.