SiteSign

Terms

Last updated 5 November 2026

SiteSign is provided by [Your company legal name] (company number [company number]), [registered address] (“we”, “us”). There are two parts:

  • Part A — Customer terms: the contract with each company that uses SiteSign (the “Customer”). It is accepted by the person who sets the company up, and again by the company’s account owner when it changes. Version 2026-11-05c.
  • Part B — User terms: the rules for everyone who logs in or signs, including workers added by their employer.
  • Free pilot terms: extra terms that apply while SiteSign is in its free pilot. They form part of Part A.

Free pilot terms

While the app shows a “Free pilot” label, SiteSign is in a free pilot and these pilot terms apply on top of Part A. Where they conflict with Part A, these pilot terms win.

  1. Free of charge. There are no fees during the pilot, plans cannot be bought and we will not ask for card details. Each company gets a free trial (21 days unless we agree a different period with you), which we may extend.
  2. A test version. SiteSign is being tested and improved. Features may change, be added or removed, and there may be errors or interruptions. It is provided “as is” (see section 5).
  3. Keep your existing process running. During the pilot you must not rely on SiteSign as your only way of briefing workers or your only record of signatures. Keep your existing paper or other process running alongside it, and download signed copies regularly — SiteSign shows which signed documents you have not downloaded yet.
  4. Liability. Because no fees are paid during the pilot, our total liability to you is limited to £100 (section 8.4). Nothing in these pilot terms limits the liability described in section 8.1.
  5. Your data. Data you put into SiteSign during the pilot is protected in the same way as at any other time (section 7 and our privacy notice).
  6. Feedback. We welcome feedback and may use it to improve SiteSign without any obligation to you.
  7. Ending the pilot. We may change or end the pilot at any time. Before paid plans start we will give at least 30 days’ notice in the app, and nothing is ever charged unless the company’s account owner chooses a plan. If you do not choose one, your records stay available to view and download as described in section 6, or you can leave as described in section 10.

Part A — Customer terms

1. Business use and authority

SiteSign is for businesses only, not consumers. The person who creates a company account, or accepts these terms for one, confirms they are authorised to bind that company. These terms form the whole agreement between us about SiteSign and replace anything said or written before.

2. What SiteSign is — and is not

  • SiteSign is a software tool for sending documents to people, collecting electronic signatures and keeping a record of them.
  • We do not write, review, check or approve the content of any document you upload, including risk assessments, method statements, toolbox talks, permits, COSHH assessments or inductions. We give no health and safety, legal or technical advice.
  • A signature in SiteSign is evidence that a document was sent to, opened by and signed by a person. It is not evidence that the person understood it, is competent, or will follow it.
  • SiteSign does not replace your duties as an employer, contractor, principal contractor or client, including under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 and the Construction (Design and Management) Regulations 2015.

3. Your responsibilities

You are solely responsible for how SiteSign is used in your company, including:

  1. Document content. Making sure every document is accurate, suitable, current, prepared by competent people and lawful, and that you have the right to upload it.
  2. Briefing and understanding. Making sure workers actually receive, read and understand the information, in a language and format they can follow, and giving any face-to-face briefing, training or supervision the law or the work requires. A signature does not prove understanding.
  3. The right people. Adding the correct people with correct details, removing or deactivating people who leave, and checking that each signature comes from the person named.
  4. In-person signing. When workers sign on an administrator’s device, that administrator is the witness and must confirm the identity of each person who signs.
  5. Following up. Acting on documents that are unsigned or overdue. Notifications and reminders are a convenience only; emails can be delayed, blocked or not delivered, and you must not rely on SiteSign as your only way of communicating safety-critical information.
  6. Records. Deciding how long to keep records, meeting any legal retention period, and keeping your own copies. Unarchiving or deleting a document is your decision; deletion is permanent and we cannot recover deleted documents.
  7. Accounts and access. Choosing who is an administrator, keeping logins secure, and everything done through your company’s accounts.
  8. Your people and data protection. Having a lawful basis to process your workers’ data, telling them how you use it (including your own privacy notice), and handling their requests about the records you hold.
  9. Checking outputs and reporting problems. Checking signed PDFs and exports when you download them and before relying on them, and telling us in writing about any error, missing record or other problem within 30 days of noticing it, so we have a fair chance to investigate and put it right while the evidence is available.
  10. Insurance. Holding and keeping in force the insurance the law requires of you (including employer’s liability insurance) and insurance suitable for your work and sites (such as public liability insurance). SiteSign is not a substitute for that cover.

4. What we do

We will provide SiteSign with reasonable skill and care, keep your data separate from other companies’ data, protect it with appropriate technical and organisational security measures, and act on your instructions as set out in section 7.

5. Availability

We aim to keep SiteSign available, but it is provided “as is” and “as available”. We do not promise it will be uninterrupted, error-free or suitable for any particular purpose, and we may carry out maintenance or change features. To the extent the law allows, all terms implied by law (such as fitness for purpose or satisfactory quality) are excluded.

6. Fees

  • New companies get a free trial. After it ends, a paid plan is needed to upload or publish new documents and add people.
  • Plans are billed monthly in advance by card through Stripe and renew automatically until cancelled. Prices exclude VAT, which is added where applicable.
  • The company’s account owner can upgrade, downgrade or cancel at any time under Billing. Cancelling stops renewal at the end of the paid month. Fees already paid are not refundable.
  • If a plan lapses, nothing is deleted: people can still sign documents already open, and administrators can still view, download and archive records.
  • We may change prices with at least 30 days’ notice.

7. Data processing

For the personal data in your documents and signing records, you are the controller and we are your processor. This section is our data processing agreement under Article 28 of the UK GDPR. We will:

  • process that data only to provide SiteSign and on your documented instructions (which these terms and your use of SiteSign are);
  • make sure anyone who can access it is bound by confidentiality;
  • keep it secure, and tell you without undue delay after becoming aware of a personal data breach affecting it;
  • use only the sub-processors listed in our privacy notice, under written terms that protect the data, and give you notice before adding or replacing one so you can object;
  • help you, where reasonable, to respond to people exercising their rights and to meet your security, breach and impact-assessment obligations;
  • delete or return the data when our contract ends (see section 10), unless the law requires us to keep it; and
  • give you the information reasonably needed to show we meet these obligations.

The data is about your workers and contacts; it is processed for as long as you use SiteSign; and it is described in our privacy notice.

8. Liability

  1. What we never exclude. Nothing in these terms limits or excludes liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.
  2. What we are not responsible for. Subject to 8.1, we are not liable for any loss or damage arising from:
    • the content of any document, or any act or omission based on it;
    • any accident, injury, illness, damage or incident on any site or at any workplace;
    • your (or your workers’, contractors’ or clients’) compliance or non-compliance with health and safety or any other law, including any investigation, enforcement action, fine or prosecution;
    • a person signing who should not have, or a person not signing or not receiving a document or email;
    • records you or your administrators delete, change or fail to keep, or data you could have protected by keeping your own copies;
    • use of your company’s logins, or anything outside our reasonable control.
  3. Types of loss. Subject to 8.1, we are not liable for loss of profit, revenue, business, contracts, goodwill or anticipated savings, or for any indirect or consequential loss, whether in contract, delict or tort (including negligence), breach of statutory duty or otherwise.
  4. Cap. Subject to 8.1, our total liability to you arising out of or in connection with SiteSign in any 12-month period is limited to the fees you paid us in the 12 months before the event giving rise to the claim, or £100 if you have paid no fees.
  5. You agree these limits are reasonable given the price of SiteSign and that you are responsible for document content and site safety.
  6. Time limit for claims. Subject to 8.1, any claim against us arising out of or in connection with SiteSign must be notified to us in writing within 12 months of the date you became aware (or ought reasonably to have become aware) of the facts giving rise to it, and is otherwise barred.

9. Your indemnity

You will indemnify us against all claims, losses, fines, damages, costs and reasonable legal fees we incur arising from: the content of documents you or your users upload; the work, sites or activities those documents relate to; any claim against us by your workers, contractors, clients or any regulator in connection with your use of SiteSign; your breach of these terms; or your breach of data protection law.

10. Suspension and ending

  • You can stop using SiteSign and cancel at any time. We can end these terms on 30 days’ notice, or immediately if you seriously breach them or fail to pay.
  • We may suspend access straight away if needed to protect SiteSign, other customers or the law.
  • After the contract ends you have 30 days to download your records; after that we may delete your company’s data, apart from limited records we must keep by law. Download what you need before you leave.

11. Changes

We may update these terms. For significant changes we will give at least 30 days’ notice in the app and ask the company’s account owner to accept the new version. Continuing to use SiteSign after a change takes effect means you accept it.

12. General

  • Neither of us is liable for delay or failure caused by events outside our reasonable control.
  • If any part of these terms is found unenforceable, the rest still applies.
  • No one other than you and us has any right to enforce these terms, whether under the Contract (Third Party Rights) (Scotland) Act 2017, the Contracts (Rights of Third Parties) Act 1999 or otherwise.
  • You may not transfer this agreement without our consent. We may transfer it to a business that takes over SiteSign.
  • These terms, and any dispute or claim arising out of or in connection with them, are governed by Scots law, and the Scottish courts have exclusive jurisdiction.

Part B — User terms

These apply to everyone who logs in to or signs in SiteSign, including workers added by their employer.

Using SiteSign

  • Keep your login private. Anything done with your login is treated as done by you.
  • Only sign as yourself. Read each document before you sign it, and ask your employer or site manager if anything is unclear.
  • Do not try to access other people’s or companies’ data, disrupt the service, or upload anything unlawful or harmful.

Your employer is responsible for the documents

The documents you are asked to sign are written and sent by your employer (or the company you work for), not by us. Questions about their content, your training or site safety are for them. Their privacy notice explains how they use your signed records.

Electronic signatures

When you sign, you agree your electronic signature has the same effect as a handwritten one. Electronic signatures are admissible in evidence in the UK under section 7 of the Electronic Communications Act 2000 and the UK eIDAS Regulations. We record your name, email, the server time, your confirmation that you read the document, your device type and IP address. If you sign in person on a manager’s device, that manager is recorded as witness and is responsible for making sure the right person signs.

Records and retention

Archived documents are locked and marked for keeping for 3 years. Company administrators can unarchive or permanently delete documents; each time they must give a reason, which is recorded.

Our responsibility to you

We provide SiteSign to your employer as a business tool. To the extent the law allows, we are not responsible to you for the content of documents or for how your employer uses SiteSign. Nothing here limits liability for death or personal injury caused by our negligence, for fraud, or your statutory rights.

You understand that SiteSign is only the software your employer uses to share documents and record signatures. We are not your employer, contractor or site manager, we do not brief, train or supervise you, and we do not take on any health and safety duty towards you. Your safety at work, and the briefings, training and supervision you receive, are your employer’s responsibility — raise any concern about them with your employer or site manager.

Law

These terms are governed by Scots law. If you live elsewhere in the UK, you can also bring a claim in your local courts and keep any rights the law where you live gives you.

Contact

[contact email] · [registered address]