Terms of Service

These Terms of Service (“Terms”) govern access to and use of the OneSignature service (the “Service”), an email signature add-in for Microsoft 365. By installing, deploying, or using the Service, you agree to these Terms on behalf of yourself and, where applicable, the organization you represent (“Organization”). If you do not agree, do not use the Service.

If you are an administrator deploying the Service for your Organization, you represent that you have authority to bind the Organization to these Terms.

1. The service

OneSignature automatically applies an Organization-approved email signature to messages sent from Outlook. The Service is delivered as an add-in to Microsoft 365 and relies on Microsoft's authentication, Graph, and Outlook services. The Service's functionality is described on our website and is subject to the capabilities and limitations of Microsoft 365 and Outlook itself.

We may add, change, or remove features of the Service over time. We will use reasonable efforts to keep core functionality available, but the Service is provided on an “as is” and “as available” basis (see Section 9).

2. Who may use the Service

The Service is intended for use by organizations and their authorized employees, contractors, and agents. You must be at least 18 years old to use the Service. Your use must comply with your Organization's policies and with all applicable laws and regulations.

End users use the Service as part of their role within an Organization. Their employer controls how the Service is deployed and configured, including which templates are used and whether optional features such as the on-behalf-of profile refresh are enabled.

3. Accounts and administrator responsibility

• Deployment of the Service requires a Microsoft 365 administrator account and, where applicable, administrative consent for the permissions the add-in requests from Microsoft.
• Where the Service is provided on a paid plan, the Organization must provide and maintain a valid payment method, and is responsible for all charges billed to it in accordance with Section 8.
• The Organization is responsible for its users' accounts, credentials, and compliance with applicable law, including employment, data protection, and communications-monitoring laws, as they relate to the Service.
• The Organization is responsible for its configuration choices, including group-based template assignments, custom-signature enforcement, and the optional on-behalf-of feature.

4. Acceptable use

You agree not to:

• Use the Service in any way that violates applicable law or the rights of others;
• Attempt to gain unauthorized access to the Service, our systems, or other users' data;
• Reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent permitted by applicable law;
• Use the Service to transmit malicious code or to interfere with its operation; or
• Resell, sublicense, or otherwise commercially exploit the Service without our written consent.

5. Intellectual property

The Service, including its software, templates, documentation, and branding, is owned by OneSignature or its licensors and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable right to use the Service in accordance with these Terms. All other rights are reserved.

You retain all rights to your own content, including your signature designs and the data in your Microsoft 365 environment. The Service does not claim ownership of any of it.

6. Third-party services

The Service depends on Microsoft 365, Microsoft Graph, and Outlook, and on hosting infrastructure provided by third parties. Those services have their own terms and privacy policies. We are not responsible for the operation or availability of third-party services, but we will notify you of any material changes to the Microsoft dependencies the Service relies on where we reasonably can.

7. Privacy

Our handling of personal data is described in our Privacy Policy, which is incorporated into these Terms by reference. The Privacy Policy explains, among other things, that the Service is designed to keep signature data in your Organization's own Microsoft 365 environment; that personal data does not pass through our servers unless your Organization enables the optional on-behalf-of feature; and that billing and payment data and the administrative audit log are processed as described there.

8. Fees and payment

The Service is offered on paid subscription plans based on your Organization's number of Microsoft 365 licenses that include Exchange Online, as shown on our pricing page at the time you subscribe. The first month of every subscription is free. Your Organization may choose to be billed monthly or annually; annual billing is a single discounted payment per year. OneSignature verifies your licensed-user count at billing time, and your plan and price adjust accordingly.

Unless your Organization cancels, the subscription continues and the applicable fee is charged automatically at each billing date to the payment method on file. Payments are processed by Stripe; your Organization is responsible for maintaining a valid payment method. If a charge cannot be collected, the account is marked past due and, after a reasonable period of continued non-payment, access to the administrator portal may be suspended. Fees already charged for a completed billing period are non-refundable, and cancellation takes effect at the end of the current billing period.

Where a subscription is priced by invoice or a custom rate (for example, volume deployments over 1,000 licenses), the rate stated in your agreement or invoice applies. All fees are exclusive of taxes; you are responsible for any taxes applicable to your subscription, other than taxes on our income.

9. Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that it will always be compatible with every version of Outlook. Email signatures may render differently across email clients; while we test broadly, we cannot guarantee pixel-perfect rendering everywhere.

10. Limitation of liability

To the maximum extent permitted by law, neither OneSignature nor its suppliers shall be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or goodwill, arising out of or relating to the Service. Our total aggregate liability for all claims relating to the Service shall not exceed the greater of the fees you paid for the Service in the twelve months preceding the claim or one hundred US dollars ($100).

11. Suspension and termination

You may stop using the Service at any time by cancelling your subscription and removing the add-in from your deployment; billing stops at the end of the current period. We may suspend or terminate access to the Service if you materially breach these Terms, if your account remains past due after a reasonable period, if required by law, or if we discontinue the Service.

On termination, your Organization should remove the add-in; your signature data, which lives in your own mailbox, can be cleared at any time through the Service or by your administrator. Templates, media, and other data stored in the portal can be reviewed and copied by your administrators at any time; upon request at termination, we will delete or return the data we hold, subject to records we are required to keep by law.

12. Changes to these Terms

We may update these Terms from time to time. Material changes will be posted on this page with an updated “Last updated” date and, where practical, communicated to administrators. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing law

These Terms are governed by the laws of the State of Colorado, United States, without regard to conflict-of-law principles. Any dispute arising out of these Terms will be brought in the state or federal courts located in Colorado, and you consent to the personal jurisdiction of those courts. If any provision of these Terms is held unenforceable, the remaining provisions will continue in full force and effect.

14. Contact

Questions about these Terms? Contact us through our support page.