These Terms govern Signature HQ, including app.signaturehq.io, signature.leadica.info, the Signature HQ Outlook add-in and related services (the "Service"). The Service is provided by Leadica Limited, a New Zealand company ("Leadica", "we", "us").
By starting a trial, creating an account, connecting an email workspace or using the Service, the organisation you represent ("Customer", "you") agrees to these Terms and our Privacy Policy.
1. Business use only
The Service is for businesses. The person accepting these Terms confirms they are at least 18 and authorised to bind the Customer. The Service is not for personal or household use.
2. Accounts and access
- You are responsible for everyone you give access to (owners, admins, editors and viewers) and for everything done under your accounts.
- Keep sign-in details secure and use two-factor authentication where the Service requires it. Tell us promptly at hello@leadica.io if you suspect unauthorised access.
- Leadica staff may access your organisation in the Service to provide support, onboarding, security monitoring and any managed services you have engaged us for. This access is logged.
3. Connecting Microsoft 365 or Google Workspace
- Central deployment needs your IT admin to grant permissions in your own Microsoft 365 tenant or Google Workspace domain (for example, Microsoft admin consent and the Exchange Recipient Administrator role, or Google domain-wide delegation). You confirm that whoever grants them is authorised to do so.
- You choose what to grant and can revoke it at any time in your admin centre. Revoking it stops central deployment.
- You are responsible for your own tenant and domain settings, including those in our setup steps (such as Outlook's roaming-signature setting). We are not responsible for results caused by your settings, policies or admin changes, or by changes Microsoft or Google make.
4. What the Service does, and its limits
Signature HQ lets you design approved signatures and apply them to supported mailboxes. You acknowledge that:
- Mailbox push writes the signature into each mailbox's settings. It reaches Outlook on the web, new Outlook and Gmail on the web. Classic desktop Outlook, phone apps and other email clients are not updated centrally, and a signature set on a device or synced by Outlook may override it.
- Deploying replaces the existing signature in that mailbox setting. We do not keep a copy of signatures that existed before deployment. "Remove signature" clears our signature but does not restore a previous one. Keep your own copy of anything you want to retain.
- The Outlook add-in inserts the signature when a staff member writes an email, reply or invite. Staff can edit or delete it in any message. Outlook phone apps add it to new emails only.
- Scheduled banner changes are checked once a day, not instantly. Changes to staff details and designs take effect only when an admin deploys them.
- We are not in your mail flow. We do not send, route, store or scan your emails, and we do not control delivery, spam filtering or how a recipient's email client displays a signature.
- Images and tracked links are served from our servers. Logos, headshots, banners, icons and tracked links in signatures load from Signature HQ. If your subscription ends or the Service is unavailable, they may stop displaying or working, including in emails already sent.
- Approvals, previews, dry-runs, rendering tests, compliance checks and per-person rollout switches help you check your work. They do not replace your own review. We recommend piloting with one or two people before a wider rollout.
5. Your content and responsibilities
You are responsible for all content you or your staff add or sync, including names, job titles, phone numbers, photos, logos, banners, links, disclaimers, regulatory details (such as FSP or licence numbers and legal entity names) and campaign offers. You must:
- make sure it is accurate, current and lawful, including under the Fair Trading Act 1986 and any disclosure rules for your industry;
- own, or have permission to use, every image, logo, trademark and headshot;
- tell your staff how their details are used and get any consent needed (see our Privacy Policy);
- check link destinations, banners, prices and offers before and during each campaign;
- keep passwords, sensitive personal information and confidential information out of signatures.
We do not review your content and do not give legal, regulatory or compliance advice.
6. Acceptable use
You must not use the Service to send spam or phishing, impersonate any person or organisation, spread malware, publish unlawful, infringing or misleading content, or unlawfully collect information about email recipients. You must not attack, probe, overload or bypass the security or limits of the Service, reverse-engineer it, or resell it without our written agreement.
We may remove content or suspend access if we reasonably believe these rules have been broken.
7. Trial, fees and payment
- Free trial: 14 days, no card required. At the end of the trial you can choose a paid plan. If you don't, access may be limited and the organisation may be closed.
- Fees: charged per active staff member (a person with a live signature) at the price shown when you buy, in US dollars unless stated otherwise, plus GST or other taxes where they apply. Fees are billed in advance, monthly or annually.
- Renewal: subscriptions renew automatically for the same period unless cancelled before the renewal date. Payments are processed by Stripe, and card details are held by Stripe, not by us.
- Extra staff: if your active staff count rises during a billing period, we may charge for the extra staff pro rata or at renewal.
- Price changes: we will give at least 30 days' notice. New prices apply from your next renewal.
- Late payment: if a payment fails, Stripe may retry it. If it remains unpaid, we may suspend the Service after giving notice.
- Refunds: fees are non-refundable, including for part periods, unused staff or early cancellation, except where the law requires otherwise or these Terms say so.
8. Cancellation, suspension and termination
- You can cancel at any time in the app's billing settings or by emailing hello@leadica.io. Cancellation takes effect at the end of the current paid period.
- We may end the Service on 30 days' notice. If we do, we will refund prepaid fees for the unused period.
- We may suspend or terminate immediately if you materially breach these Terms, don't pay, become insolvent, or use the Service unlawfully, or where needed to protect the Service, other customers or email recipients.
- When the Service ends:
- central deployments and scheduled banners stop;
- signatures already in mailboxes stay until you remove them, so use Remove signature before you leave or ask us to help;
- hosted images and tracked links stop working;
- you can ask for an export of your staff records and templates within 30 days;
- after that, we delete your organisation's data as set out in our Privacy Policy;
- you should revoke the permissions you granted in Microsoft 365 or Google Workspace and remove the Outlook add-in.
9. Intellectual property
- You keep ownership of your content: brand, logos, images, text and staff data. You give us a licence to host, process, display and adapt it (for example, resizing and optimising images) to provide the Service and deliver signatures to email recipients.
- We and our licensors own the Service, including its software, templates, layouts, icons, add-in and documentation. While your subscription is active, you may use the signatures generated for your organisation's business email. You may not copy our templates for use outside the Service.
- We may use any feedback you give us without restriction.
- We may name you as a customer unless you opt out in writing.
10. Privacy and data protection
Our Privacy Policy explains how we handle personal information. For staff information you add or sync, you are responsible for having the right to provide it and for telling your staff how it is used. We handle it on your behalf, only to provide the Service. A data processing agreement, including GDPR terms, is available on request.
11. Third-party services
The Service depends on Microsoft, Google and our hosting, database, email and payment providers. They may change, limit or withdraw APIs, permissions, add-in support or features. We will try to adapt, but we are not responsible for their acts, outages, security incidents, changes or terms, and features that depend on them may change or stop.
12. Availability and changes
- We do not guarantee uptime or offer a service level unless agreed in a signed agreement. Maintenance, updates and outages may happen.
- We may change, add or remove features. If we remove a material paid feature, you may cancel and receive a pro-rata refund of prepaid fees for the unused period.
13. What we are not responsible for
To the extent permitted by law, we are not responsible for any loss or damage arising from:
- the content of your signatures, including content that is incorrect, out of date, unlawful, infringing or misleading, or that leaves out a required disclaimer;
- emails sent with a wrong, missing, duplicated or old signature, including where a device, email client, synced signature or staff edit overrides or removes it;
- signatures replaced or removed by a deployment, including the loss of signatures that existed before;
- email delivery and display, including emails blocked, delayed or marked as spam, and images that don't load in a recipient's email client;
- images or links that stop working after cancellation, suspension or an outage;
- banners or campaigns that start or end late, or show outdated offers or prices;
- anything done by your admins, staff, IT providers or anyone using your accounts, including permissions granted, changed or revoked in your tenant or domain;
- changes, outages, security incidents or decisions by Microsoft, Google or other third parties;
- websites linked from signatures, and what email recipients do with them;
- regulatory penalties or third-party claims arising from your content or your use of the Service;
- use of the Service in breach of these Terms.
14. Business use (in trade)
You acquire the Service for the purposes of a business. To the extent permitted by law, the parties agree that the Consumer Guarantees Act 1993 does not apply, and that sections 9, 12A and 13 of the Fair Trading Act 1986 do not apply. The parties agree it is fair and reasonable to be bound by this clause.
15. Limitation of liability
- The Service is provided "as is" and "as available". Except as set out in these Terms, we give no warranties, express or implied. We do not warrant that the Service will be uninterrupted or error-free, or that signatures will appear on every device or email client.
- We are not liable for any loss of profit, revenue, business, opportunity, goodwill, reputation, anticipated savings or data, or for any indirect, incidental, special or consequential loss, however caused.
- Our total liability to you for all claims relating to the Service is limited to the fees you paid for the Service in the 6 months before the event giving rise to the claim. If you have paid no fees, it is limited to NZ$100.
- We are not liable for any delay or failure caused by events beyond our reasonable control, including outages at Microsoft, Google or other providers, internet or power failures, cyberattacks, natural disasters, pandemics or government action.
- Nothing in these Terms limits liability that cannot be limited by law, or our liability for fraud or wilful misconduct.
16. Indemnity
You will indemnify Leadica, its officers, employees and contractors against any claims, losses and costs (including reasonable legal costs) arising from your content, your breach of these Terms, your provision of staff information without the right to do so, or misuse of the Service by your users.
17. Services managed by Leadica
If Leadica sets up or manages Signature HQ for you as part of a wider engagement, the Leadica Trading Terms (leadica.io/trading-terms) and any proposal or statement of work also apply. If they conflict, the signed proposal or statement of work prevails, then these Terms for the Service itself.
18. Changes to these Terms
We may update these Terms. We will give at least 30 days' notice of material changes by email to your account admins or in the app. If you don't agree, you may cancel before the change takes effect. Continuing to use the Service after that date means you accept the updated Terms.
19. General
- These Terms are governed by New Zealand law, and the New Zealand courts have exclusive jurisdiction.
- You may not transfer these Terms without our written consent. We may transfer them to a buyer of the Service or our business.
- If any part of these Terms is unenforceable, the rest still applies. Not enforcing a right is not a waiver of it.
- These Terms, our Privacy Policy and any signed order form are the whole agreement for the Service.
- We may give notices by email to your account admins or in the app.
20. Contact
Leadica Limited
Level 1, 285 Parnell Road, Parnell, Auckland 1052, New Zealand
hello@leadica.io | +64 9 309 5050