Terms of Service

These terms apply to Kairos-K Sign (the "Service"), the electronic signature service at sign.kairos-k.co.uk. The Service is provided by KAIROS-K LTD ("we", "us"):

• a company registered in England and Wales, company number 14481271;
• registered office: 48 Railway Street, Llanhilleth, Abertillery, Wales, NP13 2JB;
• VAT number GB 482 1945 73.

1. The Service and its limits

The Service lets an organisation ("Customer") upload documents, send them to people for signature, approval or filling in ("Recipients"), and receive a completed PDF with a certificate of completion and an electronic seal. Recipients confirm their email address with a one-time code before they can open a document.

Limitation of use (UK eIDAS Article 13(2)). The Service provides simple electronic signatures only. It must not be used for:

• deeds that need a witness;
• wills;
• dispositions for registration at HM Land Registry;
• documents that require an advanced or qualified electronic signature.

We are not liable for any loss arising from use of the Service beyond these limits. The same limitation is printed on every certificate of completion. See "Is an electronic signature legally valid in the UK?".

We are not a party to the contracts or other documents that Customers and Recipients sign through the Service. We do not give legal advice about them.

2. Business use only

The Service is for use in the course of a trade, business or profession. By creating an account you confirm that you are not acting as a consumer. Recipients use the Service to sign documents sent to them and are not Customers.

3. Accounts and organisations

You sign in with your email address and a one-time code. Each user belongs to one or more organisations with a role (owner, admin, member or agent). Owners and admins are responsible for who they invite, for the roles they give, and for the legal details of their organisation shown to Recipients. You must keep access to your email account secure.

4. Acceptable use

• You must not use the Service for phishing, fraud, spam or unlawful content. You must not send documents to people who have no reason to receive them.
• No impersonation: you must not pretend to be, or suggest a connection with, another person or organisation. This includes HMRC, Companies House, GOV.UK, banks, other signing services or Kairos-K. Organisation, trading and sender names must be your own.
• No marketing: envelopes are for documents that need to be signed, approved or completed. They must not be used to send advertising or other marketing messages.
• You must not try to break, overload or get around the security or the sending limits of the Service.
• New accounts have low sending and email limits until we raise them. We may suspend an account or an organisation, or stop an envelope, where we reasonably suspect misuse. We will tell the account owner unless the law or the investigation prevents it.

5. Your documents and your responsibilities

You warrant that:

• you have a lawful basis to send each document, and the personal data in it, to its Recipients;
• each person who signs for your organisation, or whose saved signature is applied under a standing authority, has the authority to do so;
• you have chosen, for each document, whether a simple electronic signature is suitable, and have made any further identity checks your situation requires.

You remain responsible for your documents and their content. We process the documents and the personal data in them on your behalf, as your processor, under the Data Processing Terms, which form part of these terms.

6. Evidence support

Each completed envelope has a certificate of completion, a hash-chained audit trail and an evidence pack you can download. If you need it for a dispute, on request we will provide:

• a business-records certificate under section 9 of the Civil Evidence Act 1995 about the records the Service keeps;
• a witness statement from a person responsible for the Service, describing our procedures.

[Fees for this support: at our standard hourly rate, quoted in advance.]

7. Plans, limits and fees

Each organisation has a plan with limits, for example envelopes per month or per day, members, API access and franchise units. [Fees and payment terms: none are charged at present. Before any charge applies, we will publish the prices and give at least [30] days' notice.]

Franchise units of the Kairos-K network use the Service under these terms and their franchise agreement. Where they conflict, the franchise agreement prevails.

8. Availability and changes

We aim to keep the Service available but do not promise that it will be uninterrupted. We may change the Service. We will give reasonable notice of changes that materially reduce what you can do.

9. Confidentiality and security

Documents are stored encrypted (AES-256-GCM) on servers in the United Kingdom [hosting provider to be confirmed], with encrypted evidence copies in separate UK storage. Access is limited to the parties of the envelope and authorised users of your organisation, and every action is recorded in an audit trail. Our staff do not open your documents except where you ask us to, or where the law requires it.

10. Retention, export and closure

Your organisation chooses how long finished envelopes are kept. The default is 6 years after completion. Other presets cover:

• engagement letters, kept for a period after the client relationship ends;
• AML records, kept for a period after the client relationship ends;
• deeds.

Each envelope's date is fixed when it is completed and is only ever extended. After that date the envelope is deleted automatically, unless it is under legal hold. You can download completed documents and evidence packs at any time before deletion.

The Controller instructs the Processor to keep an immutable encrypted evidence copy until the retention date chosen in the Service. Where deletion is required earlier, the Processor will destroy the encryption key so that the copy is beyond use, and the copy will expire at its lock date. Encrypted backups of the service database are kept for 35 days and then expire.

When you close your account, you can first export your documents and evidence packs. [We delete your organisation's documents after [30] days.] Locked evidence copies are put beyond use as described above.

11. Liability

• Nothing in these terms limits or excludes liability for:
  • death or personal injury caused by negligence;
  • fraud or fraudulent misrepresentation;
  • any other liability that cannot be limited or excluded under the law of England and Wales.
• Subject to that, we are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for indirect or consequential loss.
• Subject to that, our total liability arising out of or in connection with these terms in any 12-month period is limited to the greater of:
  • the fees you paid for the Service in the 12 months before the event giving rise to the claim; and
  • £1,000.
• These limits are reasonable in the circumstances (Unfair Contract Terms Act 1977, section 11): the Service is low-cost, you control which documents you send, and you can choose more suitable signing methods where the law requires them.

12. Ending these terms

You may stop using the Service at any time. We may end these terms for serious or repeated breach, with notice where possible, or on [3] months' notice for any reason.

13. Law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

[Contact email for the Service] · KAIROS-K LTD, 48 Railway Street, Llanhilleth, Abertillery, Wales, NP13 2JB.

Version: draft-2026-10-24