Legal

Chakloon Sign Terms

The rules for sending and signing documents in Chakloon Sign, what kind of electronic signature it creates and what we record as evidence.

Version 1.0In force from October 16, 2026Updated: October 17, 2026All versions

These terms apply to Chakloon Sign at sign.chakloon.net, a service of Haydamax OÜ, Estonia. They supplement the general Terms of Service and the Privacy Policy and do not replace them. Where these terms say something more specific about Chakloon Sign, they prevail for this service.

What Chakloon Sign does

Chakloon Sign provides simple electronic signatures with an audit trail of events. It signs a whole PDF document. The sender uploads a finished PDF and sets the signers and the order in which they sign. Each signer reviews the whole document and confirms the signature. There are no fields to fill in: the signatures and the audit trail are placed on a certificate page added to the document, and the original content of the PDF is not changed.

A signer receives an invitation by e-mail when their turn comes, and replies to this e-mail go to the sender. The sender may switch these e-mails off and give each signer a personal link directly. A signer who has signed in to Chakloon Sign also receives a notification in the shared Chakloon bell. The interface and the e-mails of Chakloon Sign are in English, Ukrainian, Russian and German.

Until everyone has signed, a signer who has signed sees a confirmation that they have signed, and no copy of the document is issued yet. When every signer has signed, the document is completed, and each signer receives an e-mail with a link to download the signed PDF with its certificate page; the PDF itself is not attached to the e-mail. A signer who has signed in to Chakloon Sign also receives a notification in the Chakloon bell.

You send documents from your Chakloon Passport account. The minimum age is 16, as for all Chakloon services, see Minimum age.

Refusal and cancellation

A signer may refuse to sign and may give a reason. The document is then closed for everyone, and the sender and the signers who have already signed receive an e-mail about it. The sender may cancel a document, and it is then closed as well.

Type of electronic signature

A signature made in Chakloon Sign is a simple electronic signature (SES) within the meaning of Regulation (EU) No 910/2014 (eIDAS), as amended by Regulation (EU) 2024/1183. It is neither an advanced nor a qualified electronic signature. We do not provide Chakloon Sign as a trust service under eIDAS, qualified or non-qualified: we do not issue certificates for electronic signatures, do not provide qualified electronic signatures, seals, timestamps or validation, and Chakloon Sign is not on any trusted list.

What this means in practice:

  • Under Article 25(1) eIDAS, an electronic signature may not be denied legal effect or admissibility as evidence in legal proceedings solely because it is in electronic form or does not meet the requirements for a qualified signature. A simple electronic signature therefore cannot be rejected as evidence merely because it is electronic; how much it proves depends on the procedural law of the country and on the circumstances.
  • Only a qualified electronic signature has, by law, the same effect as a handwritten signature (Article 25(2) eIDAS). The weight of a simple electronic signature is assessed case by case by a court or by the other party, on the basis of the available evidence, including the audit trail.
  • The law of many countries requires a qualified electronic signature, a handwritten signature, a notarial deed or another specific form for certain documents, for example in real estate, family and succession matters or for some declarations to public authorities. A simple electronic signature does not satisfy such requirements. In Estonia, for example, the written form can be replaced by an electronic document only with a qualified electronic signature (§ 80 of the General Part of the Civil Code Act), and some transactions require a notarial deed.
  • You decide whether a simple electronic signature is enough for your document. If you are not sure, ask a lawyer before you send it.

Audit trail and evidence

For every document we record the steps of the signing process, so that it can later be shown what happened and when. The audit trail contains the names and e-mail addresses of the sender and of each signer and records these events, each with its date and time:

  • the upload of the document;
  • its sending;
  • each invitation e-mail;
  • the first opening of the document by each signer;
  • each signature, with the time in UTC, the IP address, the user agent of the browser and the consent text that the signer confirmed: I confirm that I reviewed and electronically signed the entire PDF document;
  • a refusal, with the reason if one was given;
  • the completion of the document;
  • its cancellation.

The audit trail shows that a document was signed by someone who had access to a particular e-mail address or to the personal link that the sender gave. It does not confirm by itself who that person is. If the identity of a signer matters, check it by other means. We cannot guarantee that a court or another party will consider the audit trail sufficient proof.

Public verification

Each document signed in Chakloon Sign has a public verification page at sign.chakloon.net/verify/. Anyone who has the number can open it and see the title of the document, the names of the signers and the time of signing, together with three SHA-256 fingerprints: of the original PDF as uploaded, of the final PDF with the certificate page, and of the audit trail. A file checked on the page is compared with both PDFs, and the page says which one it matches. The page does not show e-mail addresses, IP addresses or user agents. The number in the address is a random identifier that cannot be guessed, and each signer is told before signing that their name and the time of signing will be shown on this page.

The title of the document is therefore public on the verification page. As the sender, choose a title that does not reveal confidential information or personal data that the signers would not want shown.

How long documents are kept

A document and its audit trail are kept as long as the sender's account exists. The sender can ask for a document to be deleted earlier by writing to legal@chakloon.com. After deletion, the public verification page and the personal links of the signers stop working, while copies that have already been downloaded stay with those who downloaded them. Chakloon Sign is not an archive service and does not replace the storage that you may be obliged by law to keep, for example for accounting.

When the sender deletes their Chakloon Passport account in all services, their documents in Chakloon Sign are handled as follows:

  • drafts and documents that were declined or cancelled are deleted at once;
  • open documents are first cancelled, the invited signers receive an e-mail about it, and then deleted;
  • in documents signed by all parties, the original PDF and the message are deleted at once, while the final signed PDF and the record of the public verification page are kept for 180 more days as evidence for the other parties, under Article 17(3)(e) GDPR, and then deleted automatically;
  • documents of other senders in which the person was a signer stay with those senders, because they are their record and their evidence.

The copy of your Chakloon Passport data that you can download contains a list of the documents you have sent and signed, with their hashes and verification links, but not the PDF files themselves.

We recommend that every party downloads the completed document with its certificate page and keeps its own copy.

Your responsibilities as a sender

As the sender you are responsible for:

  • the content of the document and its lawfulness;
  • having the right to share the document and the personal data it contains with the signers;
  • entering the correct signers, their e-mail addresses and the order of signing;
  • where you switch the invitation e-mails off, giving each personal link only to the signer it is meant for;
  • choosing a title for the document that may be shown on the public verification page;
  • deciding whether a simple electronic signature is sufficient and whether the identity of the signers needs to be checked in another way.

You must not use Chakloon Sign to send phishing, fraudulent or forged documents, documents with illegal content, or invitations in bulk to people who did not expect them. The Community Guidelines apply. We may block documents and suspend accounts that break these rules, as described in Content moderation and appeals.

Chakloon Sign is a technical tool. We do not review the content of documents, we are not a party to the agreements signed with the service and we do not represent any party. Nothing in Chakloon Sign or on this page is legal advice.

Open source code

Chakloon Sign is based on DocuSeal, free software licensed under the GNU Affero General Public License, version 3 (AGPL-3.0), with our own modifications. Chakloon Sign is our own installation and is not provided by the authors of DocuSeal.

Under section 13 of AGPL-3.0, every user who interacts with Chakloon Sign over a network is entitled to receive the complete corresponding source code of the version we run, including our modifications, under the same licence. We offer it free of charge and without conditions: you need no account, you do not have to give a reason, and it does not matter whether you have sent or signed a document. The source code is at https://sign.chakloon.net/source: the page names the upstream version, DocuSeal 2.5.3, and gives an archive of our changes to it. You can also write to legal@chakloon.com, and we send you a link to the source code of the version currently running without undue delay.

The licence covers the software only. It gives no one any rights to the documents and data processed in Chakloon Sign. The disclaimers of warranty in AGPL-3.0 concern the software as licensed by its authors and do not reduce our obligations to you under these terms and the law.

Data and privacy

To provide the service we process the sender's account data, the documents, the names and e-mail addresses of the signers and the audit trail, including the IP address and user agent recorded at each signature. We use these data only to run the signing process, to keep the evidence of it and to show the public verification page, which contains no e-mail addresses or IP addresses. We do not sell them and do not build advertising profiles.

The data are stored on servers of Hetzner Online GmbH in Germany and Finland. How we process personal data and what rights you have is set out in the Privacy Policy and in Your data. A signer whose data a sender has entered can also write to privacy@chakloon.com.

Contact

Haydamax OÜ, registry code 17351554, Narva mnt 5, 10117 Tallinn, Estonia.