For people whose business contact details are in the contact book of someone who uses Sigbot — usually because you exchanged emails with them.
In short: Sigbot is software that businesses use to keep their contact books up to date. It reads the signature at the bottom of the emails in their mailbox and saves the contact details in it. The business that uses Sigbot decides what happens to your details, and Sigbot acts for them. To have your details corrected or removed, ask that business — or write to legal@sigbot.co and we will pass your request on.
Sigbot is provided by SIGBOT LTD, a company registered in England and Wales (company no. 16997653). Our customers — companies, teams and self-employed professionals — connect their work mailboxes to Sigbot, scan business cards and import contact lists. Each customer is the controller of the contact details in its account: it decides why they are kept and for how long. Sigbot is its processor: we store and process the details on the customer's behalf and on its instructions, under our Data Processing Addendum. We do not use them for our own purposes.
Most customers keep these details because they have a legitimate interest in an accurate record of the people they do business with. That is the customer's decision and their lawful basis, not ours.
Only business contact details, as they appeared in your signature, card or the customer's file, and what the customer adds:
Sigbot does not keep the text, subject, recipients or attachments of your emails. It keeps a one-way hash of each scanned message's id, for 180 days, so the same message is not scanned twice.
eur3) and processed by Sigbot's servers in London (europe-west2).The full list of the providers Sigbot uses is in our Data Processing Addendum.
Sigbot does not sell your details, send you marketing or contact you. Apart from working out your company's sector from its public website (section 3), it does not add information about you from other sources. It does not combine one customer's records with another customer's, and it does not use your details to train AI models.
For as long as the customer keeps it. When a customer deletes a record, it stays in their Trash for 30 days, where they can restore it, and is then erased; they can also erase it at once. If the customer closes their Sigbot account, the records in it are erased; records they shared into a team stay with the team until the team deletes them. Copies in Sigbot's backups age out within 14 days of erasure.
You have the right to ask for a copy of your details, to have them corrected or erased, and to object to their being kept. Because the customer decides what happens to your details, ask the person or business you exchanged emails with. They can do it in a few seconds in Sigbot:
If you do not know who holds your details, or would rather not ask them, write to legal@sigbot.co with the email address concerned and, if you know it, the business you think holds it. We will pass your request on to each Sigbot customer whose account holds your details, as our contract with them requires, and tell you when we have. We cannot decide the request ourselves, because the details belong to the customer.
You can also complain to a data protection regulator — in the UK, the Information Commissioner's Office (ico.org.uk) — or to the regulator where you live or work.
Under data protection law, you should tell the people whose details you keep how you use them. You are welcome to copy the paragraph below into your own privacy notice. Adjust the parts in square brackets to match how you use Sigbot, and fill in your retention period and contact details.
Our contact records. We use Sigbot, a service provided by SIGBOT LTD (United Kingdom), to keep our business contact records up to date. When you email us [or give us your business card], Sigbot saves the business contact details in your email signature [or on your card] — such as your name, job title, company, email address, phone numbers and business address — to our contact database. It does not keep the rest of your message. Sigbot processes these details for us, on our instructions; they are stored in the European Union and processed in the United Kingdom. [If you leave Sigbot's AI parsing switched on:] Where a signature is hard to read automatically, its text is sent to Sigbot's AI provider, Anthropic, in the United States, under standard contractual clauses; it is not used to train AI models.
We keep these details because we have a legitimate interest in keeping accurate records of the people we do business with. We keep them for [as long as we have a business relationship with you / your retention period]. You can ask us for a copy of them, to correct or delete them, or object to our keeping them, by contacting [your contact details]. More about how Sigbot handles these details: sigbot.co/legal/contacts-notice.html.
Our privacy lead: legal@sigbot.co. Sigbot's own use of personal data — for example, about its customers and the people who visit this website — is described in our Privacy Policy.