Terms of service

1.About these terms

These terms are an agreement between Cube Systems Limited, trading as Signed ("we", "us"), and the business or organisation that uses Signed ("you"). We're registered in England and Wales with company number 17220899, and our registered office is Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP.

Signed is a service for businesses. By creating an account or using Signed, you confirm that you're using it for business purposes and that you have authority to accept these terms for your organisation.

Our data processing terms form part of these terms. Our privacy policy and cookie policy explain how we handle personal data and cookies.

2.A few definitions

• Signed means our website, the Signed portal, the Outlook add-in and the services we provide through them.
• Organisation means a workspace in Signed with its own people, templates, settings and plan. One login can belong to more than one organisation.
• Team members are the people you invite to manage an organisation in the portal.
• People are the people in your organisation who get a signature.
• Customer data means everything you or your team members put into Signed, or that Signed reads from your Microsoft 365 directory on your behalf.

3.Your account

• Give us accurate information when you sign up, and keep it up to date.
• Keep passwords safe and don't share logins. Each team member should have their own.
• You're responsible for what happens under your organisation's accounts, including what your team members do.
• Tell us straight away at hello@usesigned.co.uk if you think someone has got into your account without permission.

4.The free trial

Each new organisation gets a 14-day free trial of Pro, with every feature switched on. You don't need to give card details to start.

If the trial ends without a plan being chosen, signatures pause and the portal becomes read-only. Your templates, people and settings are kept, and everything starts working again once you choose a plan.

The trial is for evaluating Signed. We may end or refuse trials that are being misused, for example by creating new organisations to get repeated trials.

5.Plans, billing and renewals

• Our plans and prices are shown on our pricing page. Prices are in pounds sterling, per user, and exclude VAT, which is added at the applicable rate.
• Plans are charged per user. A user is each active person in your organisation who gets a signature. We count users when you subscribe and whenever the number changes, and adjust the charge for the rest of the billing period pro rata.
• Plans are paid in advance, monthly or yearly. Payments are taken by card through Stripe.
• Your plan renews automatically at the end of each billing period, and Stripe charges the card on file, until you cancel.
• You can move between plans from the billing page in the portal. The charge for the rest of the billing period is adjusted pro rata.
• If a payment fails, we'll let you know. If it still hasn't been paid after a reasonable time, we may pause signatures or make the portal read-only until it's sorted.
• We may change our prices. We'll give you at least 30 days' notice, and the new price will apply from your next renewal after that.
• Payments aren't refundable, except where the law says otherwise or we agree to a refund.

6.Cancelling and ending the service

You can cancel at any time from the billing page in the portal. Your plan keeps running until the end of the period you've paid for. There's no notice period and no cancellation fee.

We may suspend or end your use of Signed if you seriously or repeatedly break these terms, don't pay, or use Signed in a way that's unlawful or puts the service or other customers at risk. Where it's reasonable to, we'll warn you first and give you a chance to put things right.

When an organisation is closed, access to it stops and we delete its customer data within 90 days, unless the law requires us to keep something for longer.

7.Acceptable use

Signed must only be used for lawful business email. You agree not to:

• put anything in a signature, banner or template that's unlawful, misleading, defamatory, discriminatory or infringes someone else's rights
• use Signed to send spam, phishing or malware, or to impersonate a person or organisation
• try to get into accounts, organisations or data that aren't yours
• test, probe or attack the security of Signed without our written permission (see our security page for how to report a problem)
• overload, disrupt or reverse engineer Signed, except where the law allows it
• get around plan limits or the per-user charge, or resell Signed except to manage organisations for your own clients

Agencies and IT providers may use one login to manage organisations for their clients. You're responsible for having your clients' permission to do so.

8.Customer data and data protection

Customer data belongs to you. You give us permission to host, copy and process it only as needed to provide Signed to you.

You're responsible for customer data, including having a lawful basis to use your people's details in email signatures and for connecting Microsoft 365.

For personal data in customer data, you're the controller and we're your processor. We will:

• only process it to provide Signed and on your documented instructions, which include these terms and how you set up Signed
• make sure our staff and providers who handle it are bound by confidentiality
• keep appropriate technical and organisational security measures in place
• only use other providers (sub-processors) under written terms that protect the data in the same way, and stay responsible for them
• help you respond to requests from people using their data protection rights, and with your own obligations where that's reasonable
• tell you without undue delay if we become aware of a personal data breach affecting customer data
• delete customer data when your organisation is closed, as set out above
• give you the information you reasonably need to show that these obligations are being met

Our data processing terms set these commitments out in full, and our sub-processors page lists the providers that handle customer data.

9.Microsoft 365 and other services

Signed can connect to Microsoft 365. When you connect it, you authorise us to read your directory with read-only access, so we can fill in signatures.

Your use of Microsoft 365 is covered by your own agreement with Microsoft. We don't control Microsoft's services, and changes Microsoft makes to Outlook or Microsoft 365 may affect how Signed works. The Outlook add-in runs in Outlook on the web, the new Outlook for Windows, classic Outlook for Windows (version 2304 or later) and Outlook for Mac.

10.Our intellectual property

We own Signed, including its software, design and content, apart from customer data. These terms give you the right to use Signed while you have an account. They don't transfer any ownership to you.

If you send us ideas or feedback, we can use them to improve Signed without owing you anything.

11.Availability and changes

We work hard to keep Signed available and working well, but we can't promise it will always be uninterrupted or free of errors. We don't offer a service level agreement.

We may need to take Signed offline for maintenance. Where we can, we'll do it at quiet times and give notice of planned work.

We improve Signed over time and may change or remove features. If a change significantly reduces what your paid plan includes, we'll tell you in advance.

12.Confidentiality

Each of us will keep the other's confidential information private and only use it for the purposes of this agreement. This doesn't apply to information that's already public, that we already had, or that the law requires us to share.

13.Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that can't legally be limited or excluded.

Apart from that:

• neither of us is liable for indirect or consequential loss, or for loss of profits, revenue, business, goodwill or anticipated savings
• each party's total liability under or in connection with these terms in any 12-month period is limited to the fees you paid us for Signed in the 12 months before the claim arose
• Signed is provided as it is, and we don't give any promises about it beyond those in these terms

You're responsible for customer data and for how Signed is used under your accounts. If someone makes a claim against us because of customer data or your breach of the acceptable use rules, you'll cover our reasonable losses and costs.

14.Changes to these terms

We may update these terms. If a change is significant, we'll give account owners at least 30 days' notice by email or in the portal. If you don't agree with the change, you can cancel before it takes effect. If you keep using Signed after that, the new terms apply.

15.General

• These terms, with the documents they refer to, are the whole agreement between us about Signed.
• If part of these terms can't be enforced, the rest still applies.
• If we don't enforce a right straight away, we can still enforce it later.
• Neither of us is responsible for delays or failures caused by events outside our reasonable control.
• You may not transfer these terms to someone else without our agreement. We may transfer them to a company that takes over our business.
• Nobody else has rights under these terms under the Contracts (Rights of Third Parties) Act 1999.
• We'll send notices to the email address of your organisation's account owner. You can send notices to hello@usesigned.co.uk.

16.Law and courts

These terms and any dispute about them are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

17.Contact us

Email hello@usesigned.co.uk, or write to Cube Systems Limited, Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP.