Terms of Service

1. Who we are and how these terms work

1.1 SignedOffBy is provided by The Future Collective Limited, a company registered in England and Wales under number 12470315, whose registered office is at Office 14 Burrough Court, Burrough on the Hill, Melton Mowbray LE14 2QS (we, us).

1.2 These terms form an agreement between us and the business that creates a workspace or signs an order form (you). The person accepting them confirms they have authority to bind that business.

1.3 The service is for business use only. It is not offered to consumers.

1.4 The agreement is made up of: any signed order form; these terms; and the Data Processing Agreement. If they conflict, that is also the order of priority, except that the Data Processing Agreement wins on anything about personal data.

2. What the service does, and what it does not do

2.1 SignedOffBy reads a business brief you supply against a software vendor's published setup guidance. It produces a setup plan and, if you start an assisted pass, proposals made by an AI model. It records where each line came from, checks quoted words against the brief, seals the result and records who signed off each task.

2.2 The service does not configure, connect to or change any live system. It requests no credentials for your clients' systems. What you do with the output is your decision and your responsibility.

2.3 Plans and proposals are drafts for review by qualified people. They are not professional, legal, tax or accounting advice. AI proposals can be wrong, incomplete or out of date, even where the service labels their source.

2.4 A seal shows that a record has not changed since it was made. It does not show that its content is correct. That is what the named sign-off is for.

3. Your workspace, your people and their names

3.1 Each firm has its own workspace. Its owner adds people as owners, specialists (who can sign off tasks) or members (who can plan and start passes).

3.2 You are responsible for everyone you add, for keeping passwords private and for removing people who leave; an owner can remove a person or reset their password in Settings. Tell us at once if you suspect an account has been misused.

3.3 A sign-off records the reviewer's name and title as they stand at that moment. You must make sure each person's name and title are true. Someone who signs off a task confirms they reviewed it; they must not sign for anyone else.

3.4 By default, the person who starts a pass cannot sign it off. An owner can allow self-review. Each self-review is marked as such in the record.

3.5 When you share a sign-off record with a link, anyone holding the link can read that record until the link expires or you revoke it. Share links only with people entitled to see the record.

4. Your model key and model spend

4.1 Assisted passes run on your own Anthropic API key. Your use of it is governed by your own agreement with Anthropic, and Anthropic charges you directly for it. We are not a party to that agreement. You confirm that your agreement with Anthropic permits the processing, and any international transfer, involved in sending briefs to Anthropic. What Anthropic keeps, and for how long, is set by that agreement.

4.2 We store your key encrypted and use it only to run passes your people start. You can replace it at any time.

4.3 For each pass you set a spend ceiling. The service estimates the cost of each call from published prices and stops before a call that could exceed the ceiling. The estimate is a safeguard, not a guarantee: your provider's bill is the final word, and we are not liable for model charges.

5. Your data and confidentiality

5.1 Your data means briefs, notes and anything else your people put into the service, and the plans, proposals and records made from it. You own your data.

5.2 You give us a limited right to host, copy and process your data only to provide the service to you. We do not use it to train AI models, and we do not sell it.

5.3 During a pass, the brief and the relevant vendor guidance are sent to Anthropic under your own key (section 4). Data you put into a brief should be no more than the task needs; avoid personal data that a setup plan does not need.

5.4 We host the service and its database in the European Union (the Netherlands), with Railway as our hosting provider. The Data Processing Agreement lists every subprocessor.

5.5 Each party keeps the other's confidential information confidential and uses it only for this agreement. That duty does not cover information that is public through no fault of the receiver, that the receiver already lawfully had, or that the law requires it to disclose.

5.6 You are responsible for having the right to put your data, including your clients' information, into the service.

6. Sealed records and the audit trail

6.1 The content of plans, and all proposals, sign-offs and audit events, cannot be edited or deleted once written. Each workspace has a chained audit trail; the verify check re-reads proposals and sign-offs against it and can detect an edited, removed or reordered earlier event, though not, on its own, the removal of the newest events. The seal guards against tampering by anyone outside SignedOffBy; it is not independent proof against us as the operator.

6.2 Neither we nor you may alter a sealed record, except that records are deleted when the agreement ends, when you delete your workspace (section 13) or when the law requires. A correction is made by adding a new record, such as a new plan that supersedes the old one, or a returned task.

6.3 You may export plans and passes, and print or save sign-off records, at any time while the agreement runs.

7. Vendor guidance and third-party material

7.1 The service reads setup guidance that vendors publish openly, pinned to an exact published version. At launch this is Oracle's Fusion Functional Setup Configuration Rules (Universal Permissive License 1.0) Salesforce's sf-skills (Apache License 2.0) and Microsoft's Dynamics 365 Business Central documentation (Creative Commons Attribution 4.0).

7.2 That guidance belongs to its publishers and is used under their licences. We do not warrant it, and it may change or be withdrawn.

7.3 SignedOffBy is independent. It is not affiliated with, endorsed by or certified by Oracle, Salesforce, Microsoft, Anthropic or any other vendor. Their names are trademarks of their owners.

8. Acceptable use

You must not, and must not let anyone else:

• use the service unlawfully, or to infringe anyone's rights;
• put in data you have no right to use, or special category personal data that a setup plan does not need;
• try to break, probe or get round the service's security, seals or audit trail;
• sign off work in someone else's name, or record a review that did not happen;
• resell or give access to the service to anyone outside your firm without our written agreement;
• copy or reverse-engineer the service to build a competing product.

9. Fees

9.1 Fees, billing periods and any pilot terms are set out in your order form. Without an order form, a workspace is a free trial that we may end on 30 days' notice.

9.2 Unless the order form says otherwise, fees are invoiced in advance, exclude VAT and are due within 30 days.

9.3 Model charges are separate and are paid by you to your model provider (section 4).

10. Availability, support and changes

10.1 We aim to keep the service available at all times, but we do not promise uninterrupted service unless an order form sets a service level. We may pause it for maintenance, giving notice where we can.

10.2 We back up the database daily and keep backups for at least 6 days. During the pilot period, backups are being switched on; until we confirm in writing that they are active, export anything you cannot afford to lose.

10.3 Support is by email to hello@signedoffby.com, on UK working days.

10.4 We may improve the service, including adding or retiring vendor registries. We will give 30 days' notice of any change that materially reduces what you have paid for, and you may then end the agreement and receive a refund of prepaid fees for the unused period.

11. What we promise, and what we do not

11.1 We will provide the service with reasonable skill and care, and protect your data as the Data Processing Agreement sets out.

11.2 Otherwise, the service is provided as it is. To the extent the law allows, we exclude all other warranties and conditions, including that AI proposals or vendor guidance are accurate, complete or fit for your purpose.

11.3 You are responsible for reviewing output before relying on it, for every decision your people sign off, and for any configuration of a live system.

12. Liability

12.1 Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.

12.2 Neither party is liable for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.

12.3 Each party's total liability in any 12-month period is capped at the amount set in your order form or, if there is none, the fees you paid in the 12 months before the claim. This cap does not apply to your payment obligations or to either party's breach of confidentiality.

13. Ending the agreement, and your data afterwards

13.1 Either party may end the agreement at the end of a billing period by giving 30 days' written notice, or at once if the other materially breaches it and does not put the breach right within 30 days of notice.

13.2 We may suspend access, with notice where we can, if your use threatens the security of the service or breaks section 8.

13.3 An owner can delete the workspace at any time in Settings; this deletes its records from the live service at once. When the agreement ends you may export your records for 30 days; we then delete the workspace's data. Deleted data leaves our backups as they expire. On written request we will delete it sooner and confirm in writing.

13.4 Sections 5, 7, 11, 12, 13 and 14 survive the end of the agreement.

14. General

14.1 We may update these terms by giving 30 days' notice by email. The updated terms apply from the start of your next billing period.

14.2 Neither party may transfer the agreement without the other's consent, except to a successor of its whole business.

14.3 Neither party is liable for delay caused by events beyond its reasonable control.

14.4 Notices go to the email address on your workspace's owner account, and to us at hello@signedoffby.com.

14.5 No one else has rights under this agreement under the Contracts (Rights of Third Parties) Act 1999.

14.6 This agreement and any dispute about it are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.