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DRAFT — not reviewed by legal counsel

This document is a work-in-progress and has not been reviewed or approved by qualified legal counsel. It is not final, may not accurately describe SigHQ’s actual data handling practices, and must not be relied upon until this notice is removed.

Terms of Service

Last updated: 11 October 2026

Please read these Terms of Service (“Terms”) carefully before using the SigHQ platform. By accessing or using SigHQ, you agree to be bound by these Terms on behalf of yourself and the organisation you represent (“Customer”). If you do not agree, do not use the Service.

1. The Service

SigHQ provides a B2B email signature management platform that allows organisations to create, manage, and deploy branded email signatures to their Microsoft 365 and Google Workspace users (“Service”). The Service includes the SigHQ admin web portal, the Outlook add-in, and all associated APIs. It also includes the free SigHQ signature generator, and the transactional emails (such as welcome emails, invitations, and test signature emails) that SigHQ sends in connection with it.

2. Eligibility and Accounts

The Service is intended for use by businesses and organisations. To use SigHQ you must:

  • Be at least 18 years of age and have authority to bind your organisation to these Terms.
  • Sign in using a valid Microsoft 365 or Google Workspace account belonging to your organisation’s verified domain.
  • Provide accurate and complete account information.

You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. Notify us immediately at support@sighq.app if you suspect unauthorised access.

3. Permitted Use

Subject to these Terms and payment of applicable fees, SigHQ grants you a limited, non-exclusive, non-transferable licence to access and use the Service for your organisation’s internal business purposes.

You must not:

  • Resell, sublicence, or provide the Service to third parties as a managed service without our written consent.
  • Reverse-engineer, decompile, or attempt to extract source code from the Service.
  • Use the Service to send spam, unsolicited communications, or content that violates applicable law.
  • Introduce malware, conduct denial-of-service attacks, or otherwise attempt to disrupt the Service.
  • Use the Service to process personal data in violation of applicable data protection law.
  • Remove or obscure any proprietary notices or branding within the Service.

4. Customer Data

You retain all ownership of the content you upload or create within SigHQ, including signature templates, logos, and copy (“Customer Data”). You grant SigHQ a limited licence to store and process Customer Data solely to provide and operate the Service.

You are solely responsible for ensuring that your use of the Service (and the content of signatures deployed through it) complies with all applicable laws, regulations, and third-party rights, including email marketing regulations and intellectual property law.

SigHQ processes end-user personal data (employee profile information) as a data processor on your behalf. You remain the data controller for that data. Our data processing obligations are set out in the Privacy Policy and the Data Processing Agreement.

5. Fees and Payment

SigHQ is currently available to selected organisations free of charge during a beta/trial period, including organisations that access the Service using an access code. No fees are payable during that period. The rest of this section applies once paid subscriptions launch, and we will give you notice before any fees become payable for your organisation.

Once paid subscriptions are available, access to SigHQ will be provided on a subscription basis. Fees will be calculated based on the number of monthly active users in your organisation and the plan you have selected, and the applicable pricing will be made available to you before you are charged. Your plan may include a cap on the number of users who can receive signatures. A user who has not composed an email using SigHQ for 90 days is marked inactive and their seat is released, so that it no longer counts towards your usage or seat cap until they are active again.

  • Subscription fees will be billed monthly or annually in advance as agreed at sign-up.
  • All fees are exclusive of applicable taxes, which are your responsibility.
  • Failure to pay may result in suspension of access. Accounts suspended for non-payment for more than 30 days may be terminated and data deleted.
  • We may change our pricing with 30 days’ notice. Continued use after the effective date constitutes acceptance.

6. Availability and Support

We aim to provide a reliable Service but do not guarantee uninterrupted availability. The Service is provided “as is” and we may carry out maintenance that temporarily affects availability. We will provide reasonable notice of planned downtime where possible.

Support is provided via email at support@sighq.app. We endeavour to respond to support requests within 2 business days.

7. Intellectual Property

SigHQ and its licensors own all rights in the Service, including the platform, codebase, design, trademarks, and documentation. Nothing in these Terms transfers ownership of any SigHQ intellectual property to you.

You own all rights in your Customer Data, including signature templates and brand assets you create or upload.

8. Confidentiality

Each party agrees to keep the other’s confidential information (including pricing, account data, and technical documentation) strictly confidential and not to disclose it to third parties without prior written consent, except as required by law.

9. Disclaimers

To the maximum extent permitted by applicable law, the Service is provided “as is” and “as available” without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be error-free, uninterrupted, or free of harmful components.

10. Limitation of Liability

To the maximum extent permitted by applicable law, SigHQ’s total aggregate liability to you for any claims arising from or relating to these Terms or the Service shall not exceed the total fees paid by you in the 12 months preceding the event giving rise to the claim.

In no event shall SigHQ be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or business opportunity, even if advised of the possibility of such damages.

Nothing in these Terms limits or excludes liability that cannot be limited by law (including liability for fraud, death, or personal injury caused by negligence).

11. Indemnification

You agree to indemnify, defend, and hold harmless SigHQ and its officers, directors, employees, and contractors from any claims, liabilities, damages, and expenses (including reasonable legal fees) arising from: (a) your use of the Service in violation of these Terms; (b) your Customer Data; or (c) your violation of any applicable law or third-party right.

12. Term and Termination

These Terms commence when you first access the Service and continue until terminated. Either party may terminate the agreement by providing 30 days’ written notice. SigHQ may terminate or suspend your access immediately for material breach of these Terms (including non-payment).

Upon termination, your access to the Service will cease. You can download a copy of your organisation’s data at any time while you have access, using “Export your data” on the Configure page (available to the account owner). The account owner can delete the organisation’s account using “Delete account” on the Configure page. Signatures stop being added to email immediately, and the organisation’s data is permanently deleted automatically 30 days later; until then the owner can recover the account. To have data deleted sooner, send a written request to privacy@sighq.app. Anonymised, aggregated usage statistics that cannot identify you are retained, as described in our Privacy Policy.

13. Changes to These Terms

We may modify these Terms at any time. Material changes will be communicated with at least 14 days’ notice via email or a notice within the Service. Continued use after changes take effect constitutes acceptance. If you do not agree with the updated Terms, you may terminate your account before the effective date.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. General

These Terms (together with the Privacy Policy, Cookie Policy, and Data Processing Agreement) constitute the entire agreement between you and SigHQ regarding the Service. If any provision is found unenforceable, the remaining provisions remain in full force. Our failure to enforce any right is not a waiver of that right. Notices to SigHQ must be sent to legal@sighq.app.