If you're handling contracts between businesses, you already know: security and compliance aren't just boxes to tick. They're the difference between smooth operations and a regulatory mess. You don't need marketing fluff—you need to know what actually works, what covers your back, and what you can ignore. This guide breaks down the security and compliance features in Hellosign for B2B agreements—no hype, just the details that matter.
Why Security and Compliance Matter for B2B Agreements
First things first: B2B agreements are legal documents, and they're often full of confidential info. If you mess up security, that's your reputation and maybe your job. If you ignore compliance, regulators don't care if it was an “honest mistake.” They fine you anyway.
Electronic signature tools like Hellosign promise to make life easier, but digital convenience doesn't mean you can let your guard down. Let's look at what actually helps.
What Hellosign Gets Right on Security
1. Encryption: The Basics (And the Fine Print)
- At Rest and In Transit: Hellosign encrypts documents both when they're stored (“at rest”) and when they're sent around (“in transit”). That's table stakes for any serious e-signature tool.
- AES 256-bit Encryption: This is industry standard—banks use it. It's not “unbreakable,” but if someone cracks it, we've all got bigger problems.
What to watch for:
Encryption is only as useful as the controls around it. If someone can download documents willy-nilly, encryption doesn't matter much. Hellosign does a decent job here, but always check your user permissions (more on that below).
2. Access Controls and User Permissions
- Role-Based Access: You can set different permissions for admins, senders, and viewers. This means not everyone gets to see every document.
- Team Management: Add or remove users, set up groups—this helps when people join or leave your company.
Pro tip:
Audit your users regularly. It's easy to forget about ex-employees or consultants who've moved on. Hellosign logs user activity, so you can see who's done what.
3. Audit Trails That Actually Mean Something
- Event Logging: Every action on a document—sent, viewed, signed, downloaded—is logged with timestamps and user info.
- Non-Editable: Hellosign doesn't let you tamper with the audit trail. That’s a must for compliance.
Why it matters:
If a deal goes sideways and lawyers get involved, you need a bulletproof record of who-signed-what-and-when. This is one of Hellosign's strongest points.
4. Two-Factor Authentication (2FA)
- Optional SMS/Email Codes: You can require signers to verify their identity with a code, not just an email link.
- Account 2FA: For your own team, 2FA helps prevent account takeovers.
Don't skip this:
A lot of companies leave 2FA off because it’s “extra work.” But a compromised account can sign documents on your behalf. Turn it on and make it mandatory.
5. Secure Document Storage
- Cloud Hosting: Hellosign stores files on secure, SOC 2 Type II-audited servers.
- Backups and Redundancy: Your contracts aren't just on one hard drive somewhere.
Worth knowing:
If you need to store documents in a specific country for legal reasons, double-check where your data actually lives. Hellosign uses US-based servers by default.
Compliance: What Actually Checks the Boxes?
1. eIDAS, ESIGN, and UETA Compliance
- Legally Binding: Hellosign signatures are recognized under US (ESIGN, UETA) and EU (eIDAS) law.
- Meets Industry Norms: For 99% of B2B contracts, this is enough.
Don’t get carried away:
If you’re dealing with government contracts or unique legal requirements, get a lawyer to review. No e-signature platform can promise compliance for every use case.
2. SOC 2 Type II Certification
- What it means: An independent auditor looks at Hellosign’s security controls over several months. It’s one of the more trusted badges in SaaS.
- Why you care: If your partners or clients ever ask about “security certifications,” this is the one they’re usually talking about.
Limitations:
SOC 2 won’t save you from bad user practices—like sharing logins or sending docs to the wrong address.
3. GDPR Support
- Data Subject Rights: Hellosign lets you export or delete user data on request—a GDPR requirement.
- Privacy Notices: They provide the necessary documentation for your own compliance paperwork.
Heads up:
If you have European clients, you’re on the hook for GDPR, not just Hellosign. The tool helps, but you’re responsible for your own data practices.
4. HIPAA (With Caveats)
- Available, but Not Default: Hellosign offers a HIPAA-compliant plan, but you have to specifically sign up for it and sign a BAA (Business Associate Agreement).
- Extra Cost: This isn’t in the standard package, and there’s more setup involved.
If you’re in healthcare:
Don’t assume you’re covered—double-check your plan and paperwork.
What’s Overhyped (and What You Can Ignore)
“Blockchain” and Other Buzzwords
You’ll see competitors touting “blockchain-based signatures” or “AI-powered compliance.” Ignore it. For B2B agreements, these features add complexity without real value. Focus on proven standards: encryption, audit trails, and legal frameworks.
Custom Branding and Templates
Nice for your sales team, but they don’t impact security or compliance. Don’t let feature lists distract you from the basics.
API Integrations
Hellosign’s API is solid if you want to automate document workflows. But if you hook it up to insecure tools or custom scripts, you could create new risks. Always vet your integrations.
How To Set Up Hellosign for Maximum Security and Compliance
- Start With User Roles
- Assign the least privilege necessary.
-
Remove unused accounts. People forget about these all the time.
-
Turn On Two-Factor Authentication (2FA)
- Make it required for everyone—no exceptions.
-
Consider requiring signers to use SMS or email verification.
-
Review and Limit API Access
- If you use the API, use unique keys for each integration.
-
Revoke keys that aren’t in use.
-
Set Up Audit Trail Reviews
- Make sure someone checks the logs periodically.
-
Especially important if you’re ever in a dispute.
-
Configure Document Retention and Deletion
- Don’t keep contracts longer than you have to.
-
Set up reminders to archive or delete old files.
-
Download Compliance Docs
- Get SOC 2 reports and privacy policies for your own records.
-
You’ll need these if your clients or auditors ever ask.
-
If You Need HIPAA, Upgrade Early
- Don’t wait until just before an audit to request a BAA.
- Confirm your plan actually supports it.
The Honest Pros and Cons
What works: - Hellosign nails the basics: encryption, audit trails, legal compliance. - User management and 2FA are straightforward. - You get solid peace of mind—if you use the tools properly.
What doesn’t: - HIPAA isn’t available on all plans, and setup can be a pain. - If you need data residency outside the US, you’ll have to dig. - Fancy features (like custom branding) don’t help on the compliance front.
Ignore: - Hype around AI or blockchain. - Any claims that “compliance is automatic”—it never is.
Keep Security Simple (And Don’t Overthink It)
Security and compliance aren't about having the most features—they're about doing the basics well, every time. With Hellosign, you get the tools you need, but they're only as good as your setup and habits. Start simple, review your controls regularly, and don't let hype distract you. Smart, steady improvements beat flashy features every time.