Terms of Service

1. Service Overview

Crystal Sign is a digital document workflow and electronic signature platform that enables users to:

• upload and manage documents
• create signing envelopes
• request internal approvals
• request signatures from individuals or organisations
• verify signed documents
• generate evidence packs and audit trails

2. Eligibility

You must be legally capable of entering into binding agreements under applicable law to use the Service.

Where you are using Crystal Sign on behalf of an organisation, you confirm that you are authorised to bind that organisation.

3. User Accounts

Registered users may be required to create an account. You agree to:

• provide accurate information
• keep credentials secure
• promptly notify Crystal Sign of unauthorised access

Crystal Sign is not responsible for unauthorised activity caused by your failure to protect your credentials.

4. External Signers (Non-Registered Users)

External signers may receive signing links via SMS, email, WhatsApp, Telegram, or secure web links.

External signers are not required to register for an account but may be required to complete authentication steps such as OTP or identity verification.

5. Acceptable Use

You agree not to:

• upload malicious or unlawful content
• impersonate another person or organisation
• use Crystal Sign to commit fraud
• attempt unauthorised access to accounts or data
• interfere with system integrity, security, or performance
• use the Service in violation of applicable laws

Crystal Sign reserves the right to suspend or terminate access where misuse is suspected.

6. Documents and Content Ownership

Users and tenant organisations retain ownership of documents uploaded to the Service. Crystal Sign does not claim ownership of customer documents.

By uploading content, you grant Crystal Sign a limited licence to store, process, transmit, and display the content only as necessary to provide the Service.

7. Signature Validity and Legal Effect

Crystal Sign provides tools for electronic signature workflows, audit trails, and document sealing.

The legal validity and enforceability of electronic signatures may depend on applicable laws, regulations, and organisational policies.

Crystal Sign does not provide legal advice. Users are responsible for ensuring compliance with applicable laws and internal requirements.

8. Audit Trails and Evidence Packs

Crystal Sign generates audit trails and evidence packs that record actions such as:

• document upload and sealing
• invitation delivery
• OTP verification events
• signing actions and completion timestamps
• approvals and rejections
• verification and download events

Audit trails may be retained to support compliance, dispute resolution, and legal enforceability.

9. Subscription Plans and Billing

Where paid plans apply:

• fees are charged according to the subscription plan selected
• usage-based fees may apply for SMS, storage, verification, or third-party services
• invoices are payable as per the billing terms provided

Crystal Sign may suspend services for non-payment, subject to notice and contractual terms.

10. Third-Party Services

Crystal Sign may integrate with third-party services such as:

• email delivery providers
• SMS gateways
• WhatsApp Business API providers
• Telegram
• identity verification providers
• cloud hosting providers

Crystal Sign is not responsible for downtime, failures, or policy changes of third-party services.

11. Service Availability

Crystal Sign aims to provide reliable availability but does not guarantee uninterrupted access. Scheduled maintenance or unplanned outages may occur.

Crystal Sign may modify or discontinue features where necessary to improve performance, security, or compliance.

12. Data Protection and Privacy

Crystal Sign processes personal data in accordance with its Privacy Policy and applicable data protection laws, including the Kenya Data Protection Act, 2019.

By using the Service, you acknowledge that personal data may be processed as required to deliver secure signing and verification workflows.

13. Suspension and Termination

Crystal Sign may suspend or terminate access if:

• you violate these Terms
• fraudulent or harmful activity is suspected
• required by law or regulatory instruction
• payment obligations are not met (for paid plans)

Users may request account termination by contacting support.

14. Disclaimer of Warranties

The Service is provided on an “as is” and “as available” basis.

To the maximum extent permitted by law, Crystal Sign disclaims warranties including fitness for a particular purpose, non-infringement, or uninterrupted availability.

15. Limitation of Liability

To the extent permitted by law:

• Crystal Sign shall not be liable for indirect, incidental, or consequential damages
• Crystal Sign's total liability shall not exceed the amount paid by the customer for the Service within the relevant billing period (or a defined period such as 12 months)

16. Indemnity

You agree to indemnify Crystal Sign against claims, losses, or damages arising from:

• unlawful use of the Service
• content uploaded by you
• misuse of signatures, identity verification, or document workflows

17. Governing Law

These Terms shall be governed by the laws of the Republic of Kenya, unless otherwise agreed in writing under a tenant enterprise contract.

18. Changes to These Terms

Crystal Sign may update these Terms from time to time.

Updated Terms will be published with a revised “Last Updated” date. Continued use of the Service after publication constitutes acceptance of the updated Terms.

19. Contact

For questions about these Terms, contact: