Export, hold and retain signature records

Before you start

Choose consent wording and retention periods with your store's adviser. The app's settings and evidence fields do not establish a legal outcome.

What the record keeps

Signed records are retained through customer data requests. Customer-facing edits preserve the earlier signed copy as Superseded.

Open history and download

1. 1

   Step 1: Open Signature history

   Click the Signed badge, or choose •••, then Signature history.

   Inspect Current and Superseded, the signing method and the associated document. Choose the version relevant to the event you are investigating.

2. 2

   Step 2: Download the stored evidence

   Use Download signed PDF, Download evidence or Download scan, where available.

   Keep the signed PDF and its evidence together. The stored document reflects the signed version, rather than today's unsaved edits.

3. 3

   Step 3: Attach a paper scan

   On the recorded paper signature, use Attach scan. Select JPEG, PNG, WebP, HEIC or PDF up to 10 MB.

   This requires Bypass signature and deposit requirements. Check that the scan belongs to the same printed agreement and recorded customer.

   Compare a returned PDF with the stored copy

   Compare the returned file's SHA-256 result with Signed PDF SHA-256 in history. A different fingerprint means the files differ.

   On Windows, use the following command with the actual PDF name.

   ``text title="Windows fingerprint" certutil -hashfile file.pdf SHA256 ``

   On macOS, use the following command with the actual PDF name.

   ``text title="macOS fingerprint" shasum -a 256 file.pdf ``

   Matching file fingerprints checks the file contents. It does not by itself decide a dispute or establish who signed.

Place or lift a legal hold

1. 1

   Step 1: Place the hold

   Choose •••, then Place legal hold. Enter a specific Reason and click Place hold.

   The order shows Legal hold, and Signature history explains that its records are retained until the hold is lifted.

   

2. 2

   Step 2: Lift the hold when appropriate

   Choose Lift legal hold, enter why it is being lifted and confirm Lift hold.

   The change appears in Activity. The records return to the applicable retention rules.

   OrderPilot does not learn of card disputes automatically. Staff must place a hold when their process requires one.

Export the evidence

1. 1

   Step 1: Choose the records

   Go to Settings›Account & data›Signature records. Under Export evidence, set Signed from and to.

   Tick Include superseded signatures if you need the earlier agreements too. Click Prepare export.

2. 2

   Step 2: Download the ready parts

   Wait for Ready, then download the export. Large exports are divided into parts of up to 500 signatures.

   Download links work for 7 days. Keep every part you need and inspect the included manifest and readme.

3. 3

   Step 3: Export before removing the app

   Under Before you remove OrderPilot, use Export everything. Download and verify the resulting files before removal.

   The export can include signed documents, evidence, document data, signature images and attached scans. A date range is limited to 20,000 signatures.

Choose the retention settings

1. 1

   Step 1: Set the number of years

   Under Keep signature records for, enter a whole number from 1 to 30. The default is 7.

   The period counts from the latest signature, payment, delivery or pickup. An order with a balance or undelivered items is kept.

2. 2

   Step 2: Choose what happens afterward

   Choose Delete the files and the signer's details or Keep everything, then save.

   The deletion option deletes files and signer details 30 days after a notice on this page (and by email when one can be sent). A short entry retains the document number, dates and fingerprints. A note under the choices says when the oldest signature becomes due.

   

3. 3

   Step 3: Review any manual deletion

   If you choose Delete them now, read the count and confirmation. Use Export first when you need copies before deletion.

   Confirm deletion only according to the store's retention decision. Held records remain protected until their hold is lifted.

What happens next

Retention deletion follows a 30-day notice. Notices are batched to the owner at most weekly, and held records are not deleted.

Evidence is retained for 6 months beyond shop-data erasure following removal. Export it yourself before removing the app rather than relying on a later delivery.

If something goes wrong