Terms of Service

The plain-English terms for using SimpleSign365 to send documents for signature from your Microsoft 365 mailbox.

Last updated 22 October 2026

1. Agreement and who we are

These terms are an agreement between you and Alexander Duggleby, a sole proprietor trading as SimpleSoftware365 ("we", "us"), of Marxergasse 24/2, 1030 Vienna, Austria. They cover your use of SimpleSign365, including the website, the web app, the signing pages and the API (together, "the service").

By signing in or using the service you agree to these terms. If you use the service for an organisation, you confirm that you can bind it, and "you" includes that organisation. If you do not agree, please do not use the service.

These terms take effect on 22 October 2026.

2. Accounts

You sign in with your Microsoft 365 work account. We do not set or store a password for you. An account belongs to one organisation. "You" means the account holder: the organisation, acting through the person who set it up. If you set up the account for your office, you do so on its behalf.

The first time an organisation signs in, it chooses where its documents are stored: the EU (Microsoft Azure, West Europe) or the US (Microsoft Azure, Central US). The choice is made once for the whole organisation and cannot be changed later.

Administrators can invite other senders and, where your plan allows, shared mailboxes. You are responsible for the people you add, for any API keys you issue, and for everything that happens under your account. Keep your Microsoft account and API keys secure, and tell us promptly if you think your account has been used without your permission.

You must give accurate information and be old enough to enter a binding contract where you live.

3. The service

You upload a PDF or Word file, mark where people sign and send it. The signing request goes out as an email from the sender's own mailbox. To do this, you give SimpleSign365 one Microsoft permission: to send email as you. We use it only to send the signing emails you start, such as requests, reminders and the signed copy. We do not read your mail. You can remove the permission at any time in your Microsoft account, and in some Microsoft 365 setups an administrator has to approve it first. Without the permission, emails cannot go out from your mailbox.

Signers need no account. Each signer gets a unique link and confirms their email address with a one-time code. When the last signer has finished, the PDF is sealed once with a SimpleSign365 certificate and a trusted timestamp, and everyone receives the signed copy by email.

We may add, change or remove features, and we may set or change limits such as file sizes, to keep the service reliable and safe. If we make a change that materially reduces what the service does for you, we will tell you.

4. Electronic signatures

A signer accepts a document electronically after confirming their email address with a one-time code and reviewing the document. We record the signer's name, confirmed email address, IP address, the time and the wording they agreed to, and add this signing history to the finished PDF.

The signatures are simple electronic signatures, supported by the seal and the signing history. They are not advanced or qualified electronic signatures. The seal is made by SimpleSign365 on behalf of the sending organisation. It shows whether the PDF has changed since it was finished. It is not the signer's personal signature certificate. For now the seal certificate is self-signed, so Adobe Acrobat may show the signer identity as not verified. Anyone can check a sealed PDF on our check page.

Whether a document is valid and enforceable depends on its content and on the law that applies to it. Some documents need a handwritten or qualified signature, or a notary, under the law where you are. That is between you and your signers. We do not decide whether a document or a signature is valid, and we do not give legal advice.

5. Acceptable use

The service is for sending your own documents to the people you do business with. When you use it, you agree that you will:

• only send documents you have the right to send, under a name and branding you are entitled to use;
• comply with the laws that apply to you, your signers and your documents, including data protection laws such as the GDPR;
• have a lawful basis for the personal data you enter, and for sending people a signing request;
• not use the service for marketing, bulk or unsolicited email, or for content that is illegal, deceptive, misleading about who you are, or harmful, including phishing, malware and fraud;
• not send documents for which the law requires a form of signature that the service does not provide;
• not try to get around plan limits or other safeguards.

If you are unsure whether something is allowed, ask us before you do it.

6. Your content and data

You own your content, including your documents, templates and signed PDFs. You give us a limited licence to host, convert, process and deliver that content, only so we can provide the service to you.

We handle personal data as described in our Privacy Policy. You are responsible for having the right to give us the personal data you enter, and for telling your signers how you use it.

Where documents are kept depends on your plan. On the Free plan we store nothing: the signed PDF is emailed to everyone and the documents are deleted within 24 hours. Paid plans keep signed documents until you delete them. The Privacy Policy has the details.

7. Third-party services

The service depends on third-party services, such as Microsoft 365 and Azure, email delivery and timestamping providers. Their availability, filtering and policy decisions are outside our control. A recipient's mail provider may delay, filter or block signing emails, and we are not responsible for that. The subprocessor list shows who processes data for us.

8. Plans and fees

The Free plan costs nothing and has a monthly allowance of documents. Paid plans are billed per office, monthly or yearly, at the prices shown when you choose the plan. Fees exclude taxes, which you are responsible for unless we say otherwise. Paid plans are complimentary until we start billing, and we will tell you before that changes anything for you.

If you ask within 60 days of your last payment, we refund that payment in full. See the refund policy.

If we change our prices or plans, we will give you notice before the change applies to you, and you can cancel before it does. See the pricing page for the current plans.

9. Suspension and ending the agreement

You can stop using the service and close your account at any time. We can end this agreement by giving you notice.

We may suspend or limit your access straight away if you break these terms, or if we reasonably believe your use puts the service, your signers or other users at risk. We may also suspend an account whose invoices are unpaid. Where we reasonably can, we will tell you why and give you a chance to fix the problem.

When the agreement ends, download the signed documents you want to keep first. We then delete your account data, except where the law requires us to keep it, such as the signing record described in the Privacy Policy. Sections that by their nature should continue to apply, such as 10 to 12 and 14, continue after the agreement ends.

10. Disclaimers

The service is provided "as is" and "as available". To the fullest extent the law allows, we do not make any warranties, express or implied, including about fitness for a particular purpose, accuracy, uninterrupted or error-free operation, or that signing emails will be delivered or read. We do not give legal advice, and using the service does not make your documents or signatures valid or enforceable.

Nothing in these terms limits any rights you have under the law that cannot be limited.

11. Limitation of liability

To the fullest extent the law allows, we are not liable for indirect, incidental, special or consequential losses, or for lost profits, revenue, goodwill or data, even if we were told they were possible.

Our total liability to you for all claims relating to the service is limited to the fees you paid us in the 12 months before the event that gave rise to the claim.

Nothing in these terms limits liability that cannot be limited by law, such as liability for fraud, or for death or personal injury caused by negligence.

12. Indemnity

You will defend and compensate us against claims, losses and costs (including reasonable legal fees) that arise from your content, from documents sent under your account, or from your breach of these terms or violation of the law. We will tell you promptly about any claim and let you take part in dealing with it.

13. Changes to these terms

We may update these terms. If a change is material, we will give you notice, by email or in the app, at least 30 days before it takes effect. If you keep using the service after that date, you accept the new terms. If you do not, you can close your account before then.

14. Governing law

These terms are governed by the laws of Austria, excluding its conflict-of-laws rules and the UN Convention on Contracts for the International Sale of Goods. Any dispute will be handled by the courts of Vienna, Austria, unless the law where you live gives you the right to bring a claim somewhere else.

15. Contact

Questions about these terms? Email us at hello@simplesign365.com, or write to Alexander Duggleby, Marxergasse 24/2, 1030 Vienna, Austria. Our imprint has the full operator details.