Terms & Conditions

Terms & Conditions for ExSign for Google Workspace

Last Updated: October 27, 2026

These Terms of Service ("Terms") govern your access to and use of ExSign for Google Workspace, a cloud-based email signature management service ("Service") provided by Hosting Controller Inc. ("Hosting Controller," "we," "us," or "our").

By registering for, subscribing to, accessing, or using the Service, you ("Customer," "you," or "your") agree to be bound by these Terms. If you are accepting these Terms on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you must not access or use the Service.

Definitions

For the purposes of these Terms:

1.1 Account: The account created by or on behalf of the Customer to access and manage the Service.

1.2 Subscription: The Customer's right to access and use the Service for a specified period and number of users, mailboxes, or other licensed units, as applicable to the selected plan.

1.3 Google Workspace Organization: The Customer's Google Workspace environment, including its users, groups, and associated Google services, for which the Service is configured.

1.4 Authorized User: An individual authorized by the Customer to access or use the Service or its administrative portal.

1.5 Customer Data: All data, information, email signature templates, logos, banners, disclaimers, user attributes, configuration settings, and other content submitted to, synchronized with, or processed by the Service on behalf of the Customer.

1.6 Documentation: The user manuals, technical guides, setup instructions, online help articles, and other documentation provided by Hosting Controller relating to the Service.

1.7 Third-Party Services: Services, platforms, applications, APIs, and infrastructure provided by third parties, including Google Workspace and related Google services, that are used in connection with the Service.

1.8 Free Trial: A limited period during which the Customer may evaluate the Service without paying the applicable Subscription Fees, subject to the conditions specified by Hosting Controller.

1.9 Subscription Fees: The fees payable by the Customer for access to and use of the Service.

Service Description and Provision

2.1 Service Overview. ExSign for Google Workspace is a cloud-based email signature management solution that enables organizations to create, deploy, and manage Gmail email signatures centrally through an administrative portal.

2.2 Features. Depending on the subscription and available functionality, the Service may include:

• Centralized creation and management of email signatures and disclaimers.
• HTML-based signature templates incorporating logos, contact information, social links, promotional banners, and other branding elements.
• Automatic synchronization of user information from Google Directory.
• Rule-based assignment of signatures to individual users, groups, departments, or the organization.
• Server-side application of signatures to outgoing emails.
• Scheduling and management of promotional banners and time-based signature rules.
• Administrative controls and configuration options for managing signatures across the Google Workspace Organization.

The availability and operation of individual features are subject to the applicable subscription, Documentation, and technical requirements.

2.3 Cloud-Based Delivery. The Service is delivered through a cloud-based platform. No on-premises Exchange server or end-user browser extension is required for the server-side signature application functionality described in the Documentation.

2.4 Service Modifications. Hosting Controller may update, enhance, modify, or discontinue features of the Service where reasonably necessary for operational, technical, security, or business reasons, subject to applicable law and any applicable contractual commitments. We will provide notice of material changes where required by law or contract.

2.5 No Guarantee of Specific Results. The Service is intended to help organizations maintain consistent email signatures and branding. Actual results may depend on the Customer's configuration, Google Workspace settings, third-party service availability, email routing, and other technical factors.

Customer Responsibilities

3.1 Account Information. The Customer must provide accurate and complete registration and billing information and keep such information current.

3.2 Google Workspace Access. The Customer is responsible for maintaining a valid Google Workspace account and providing the administrative authorization, permissions, API access, and configuration required for the Service to operate.

3.3 Administrative Permissions. The Customer is responsible for ensuring that any person authorizing access to Google Workspace has the appropriate administrative authority and that all requested permissions are reviewed and approved by an authorized representative.

3.4 Signature Configuration. The Customer is responsible for reviewing and validating signature templates, disclaimers, user attributes, rules, branding materials, and other configurations before and during production use.

3.5 Accuracy of Customer Data. The Customer must ensure that all information used in signatures, including employee names, job titles, contact details, company information, promotional content, and legal disclaimers, is accurate and appropriately authorized for use.

3.6 Account Security. The Customer is responsible for safeguarding account credentials, managing Authorized Users, assigning appropriate access privileges, and notifying Hosting Controller promptly of any suspected unauthorized access to the Service.

3.7 Compliance with Laws. The Customer is responsible for ensuring that its use of the Service and the content of its email signatures comply with applicable laws, regulations, industry requirements, and third-party rights.

3.8 Customer Infrastructure and Configuration. The Customer is responsible for its Google Workspace subscription, domain configuration, mail-routing settings, Google administrative settings, internet connectivity, and any other systems or services under its control that are necessary to use the Service.

Acceptable Use

The Customer agrees not to, and shall not permit any Authorized User or third party to:

• Use the Service in violation of applicable laws or regulations.
• Use the Service to distribute unlawful, fraudulent, misleading, defamatory, or otherwise prohibited content.
• Infringe or misappropriate the intellectual property, privacy, or other rights of any person or organization.
• Attempt to gain unauthorized access to the Service, its underlying systems, or another customer's data.
• Introduce malware, malicious code, or other harmful material into the Service.
• Reverse engineer, decompile, disassemble, or attempt to derive the source code or underlying technology of the Service, except to the extent expressly permitted by applicable law.
• Circumvent licensing restrictions, subscription limits, authentication mechanisms, or other technical safeguards.
• Resell, sublicense, distribute, or commercially exploit the Service except as expressly authorized by Hosting Controller in writing.
• Interfere with the integrity, security, or performance of the Service or use it in a manner that could damage, disable, or impair its operation.

Hosting Controller reserves the right to investigate suspected violations and take reasonable action, including restricting or suspending access, where necessary to protect the Service, its customers, or third parties, or to comply with applicable law.

Subscriptions, Fees, and Payment

5.1 Subscription Fees. The Customer agrees to pay the Subscription Fees applicable to the selected plan, licensing quantity, subscription term, and billing arrangement, as specified on the applicable pricing page, order, invoice, or other agreed commercial documentation.

5.2 Billing. Unless otherwise agreed in writing, fees are payable in advance according to the applicable billing cycle and payment terms.

5.3 Payment Authorization. The Customer authorizes Hosting Controller and its designated payment processors to process payments using the payment method provided by the Customer, where applicable.

5.4 Taxes. The Customer is responsible for applicable sales taxes, value-added taxes, withholding taxes, and other governmental charges arising from the purchase or use of the Service, excluding taxes imposed on Hosting Controller's net income, except where applicable law provides otherwise.

5.5 Price Changes. Hosting Controller may revise its Subscription Fees. Any price changes applicable to an existing subscription will be communicated in advance where required by applicable law or contract and will take effect according to the terms of the applicable subscription or renewal.

5.6 Late or Failed Payments. If payment is overdue, declined, or otherwise unsuccessful, Hosting Controller may notify the Customer and request payment. If the payment issue remains unresolved, Hosting Controller may suspend or terminate access to the Service in accordance with these Terms and applicable law.

5.7 Refunds. Refunds, cancellations, and any applicable exceptions are governed by Hosting Controller's applicable Refund Policy and the requirements of applicable law.

Free Trial

6.1 Trial Availability. Hosting Controller offers a free 14-day trial of ExSign for Google Workspace, allowing eligible customers to evaluate the Service and its features before purchasing a subscription. The trial is subject to the applicable licensing limits, eligibility requirements, and these Terms of Service.

6.2 Trial Restrictions. The Customer agrees to use the Service during the Free Trial only for lawful evaluation and testing in accordance with these Terms.

6.3 Conversion to a Paid Subscription. Before the Free Trial expires, the Customer may purchase a subscription under the applicable commercial terms. If the Customer does not subscribe, Hosting Controller may restrict or terminate access to the Service when the trial ends.

6.4 Trial Extensions. Any extension of a Free Trial is at Hosting Controller's discretion and must be expressly approved.

6.5 Changes to Trial Offers. Hosting Controller may modify or discontinue its Free Trial offers for future users, subject to applicable law and any commitments already made to the Customer.

Intellectual Property Rights

7.1 Ownership of the Service. Hosting Controller and its licensors retain all rights, title, and interest in and to the Service, including its software, architecture, interfaces, design, features, Documentation, trademarks, and associated intellectual property.

7.2 Customer Ownership. As between Hosting Controller and the Customer, the Customer retains its rights in Customer Data. The Customer grants Hosting Controller a limited, non-exclusive right to host, access, transmit, process, and otherwise use Customer Data solely as reasonably necessary to provide, maintain, secure, and support the Service and fulfill its obligations under these Terms.

7.3 Limited Right to Use the Service. Subject to payment of applicable fees and compliance with these Terms, Hosting Controller grants the Customer a limited, non-exclusive, non-transferable, revocable right to access and use the Service during the applicable subscription term for the Customer's internal business purposes.

7.4 Restrictions. Except as expressly permitted by these Terms or applicable law, the Customer may not copy, modify, distribute, sell, sublicense, reverse engineer, or create derivative works of the Service or its underlying software.

7.5 Feedback. If the Customer provides suggestions, ideas, or feedback regarding the Service, Hosting Controller may use such feedback to improve its products and services without restriction or compensation, provided that such use does not disclose the Customer's confidential information or personal data in violation of applicable law.

Customer Data, Privacy, and Security

8.1 Processing of Customer Data. Hosting Controller will process Customer Data as necessary to provide and support the Service, in accordance with these Terms, the applicable Privacy Policy, and any applicable Data Processing Agreement.

8.2 Customer Authorization. The Customer represents that it has the necessary rights, permissions, and lawful basis to provide Customer Data to Hosting Controller and authorize its processing in connection with the Service.

8.3 Google Workspace Data. The Service may access and synchronize relevant user and directory information from the Customer's Google Workspace Organization to generate and manage email signatures. Such access is subject to the permissions authorized by the Customer, the Service's technical requirements, and applicable third-party terms.

8.4 Customer Responsibility for Content. The Customer remains responsible for the content it submits, including personal information, logos, images, promotional materials, and legal notices, and for determining whether such content may lawfully be used in email signatures.

8.5 Security Measures. Hosting Controller will maintain reasonable administrative, technical, and organizational measures designed to protect Customer Data against unauthorized access, disclosure, alteration, or destruction.

8.6 Confidentiality. Hosting Controller will not disclose Customer Data to third parties except as necessary to provide the Service, through authorized service providers, with the Customer's authorization, or as required or permitted by applicable law.

8.7 Data Retention and Deletion. Customer Data will be retained and deleted in accordance with the applicable Privacy Policy, Data Processing Agreement, and any other applicable contractual commitments. Upon expiration or termination of the subscription, Customer Data may be deleted after the applicable retention period, subject to legal obligations and legitimate security, audit, or recordkeeping requirements.

8.8 Aggregated Usage Information. Hosting Controller may use aggregated or de-identified usage information to analyze performance, maintain security, and improve the Service, provided such use does not identify the Customer or an individual where prohibited by applicable law.

8.9 Data Protection Responsibilities. Each party will fulfill its respective obligations under applicable data protection and privacy laws. Where required, the parties will enter into a separate Data Processing Agreement governing the processing of personal data.

Third-Party Services and Google Workspace

9.1 Third-Party Dependencies. The Service relies on Google Workspace and related Google services, APIs, permissions, and infrastructure for certain functionality.

9.2 Google Workspace Account. The Customer must maintain an active and properly configured Google Workspace Organization and comply with the applicable Google terms, policies, and service requirements.

9.3 Third-Party Changes. Hosting Controller is not responsible for changes, interruptions, restrictions, or discontinuation of third-party services that are outside its reasonable control. Such changes may affect the availability or functionality of the Service.

9.4 Independent Service. ExSign for Google Workspace is provided by Hosting Controller. Unless expressly stated otherwise in a separate written agreement, Google does not provide, operate, warrant, or support the Service.

9.5 Third-Party Terms. The Customer's use of Google Workspace and any other third-party services remains subject to the applicable terms and policies of those providers.

Service Availability and Support

10.1 Availability. Hosting Controller will use commercially reasonable efforts to maintain the availability and operation of the Service, subject to maintenance, technical limitations, third-party dependencies, and events beyond its reasonable control.

10.2 No Uninterrupted Service Guarantee. Unless expressly provided in a separate written Service Level Agreement (SLA), Hosting Controller does not guarantee uninterrupted, error-free, or continuous availability of the Service.

10.3 Maintenance and Updates. Hosting Controller may perform maintenance, security updates, upgrades, and other operational activities that may temporarily affect availability. Where reasonably practicable, advance notice will be provided for material planned interruptions.

10.4 Technical Support. Support will be provided in accordance with the applicable support policy, subscription terms, and support channels published or communicated by Hosting Controller.

10.5 Service-Level Commitments. Any specific uptime commitment, service credit, response time, or enhanced support obligation applies only if expressly agreed in a separate written SLA or other binding agreement.

Suspension and Termination

11.1 Suspension by Hosting Controller. Hosting Controller may suspend access to the Service, in whole or in part, if reasonably necessary to:

• Address a security risk or suspected unauthorized access.
• Prevent harm to the Service, other customers, or third parties.
• Address a material breach of these Terms.
• Resolve overdue or failed payments after appropriate notice, where required.
• Comply with applicable law, a valid legal request, or a binding order.

Where reasonably practicable and legally permitted, Hosting Controller will notify the Customer of the suspension and provide an opportunity to address the underlying issue.

11.2 Termination by Hosting Controller. Hosting Controller may terminate the subscription for a material breach of these Terms that remains uncured after notice and a reasonable opportunity to cure, unless immediate termination is justified by law, security concerns, serious misuse, or other circumstances requiring immediate action.

11.3 Termination by the Customer. The Customer may cancel its subscription in accordance with the applicable subscription terms and cancellation policy.

11.4 Effect of Termination. Upon expiration or termination:

• The Customer's right to access and use the Service will end.
• The Customer remains responsible for fees accrued up to the effective termination date and any other amounts payable under the applicable subscription terms.
• Hosting Controller will handle Customer Data in accordance with Section 8 and applicable contractual commitments.
• The Customer is responsible for removing or revising any Google Workspace configurations that it no longer wishes to use in connection with the Service, where applicable and as described in the Documentation.

11.5 Survival. Provisions that by their nature should survive termination, including those concerning payment obligations, intellectual property, data protection, confidentiality, disclaimers, limitation of liability, and dispute resolution, will remain in effect to the extent applicable.

Disclaimer of Warranties

12.1 To the maximum extent permitted by applicable law, the Service is provided on an "AS IS" and "AS AVAILABLE" basis, except for any express warranties stated in a separate written agreement.

12.2 Hosting Controller disclaims all implied warranties to the extent permitted by law, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, and uninterrupted availability.

12.3 Hosting Controller does not warrant that the Service will be free from errors, that every email will receive a signature under every possible configuration, or that the Service will meet every Customer requirement.

12.4 Hosting Controller does not provide legal advice. The Customer is responsible for determining whether its email signatures, disclaimers, and communications meet applicable legal, regulatory, and industry requirements.

Nothing in these Terms excludes a warranty or right that cannot lawfully be excluded.

Limitation of Liability

13.1 Exclusion of Certain Damages. To the maximum extent permitted by applicable law, neither party will be liable to the other for indirect, incidental, special, exemplary, punitive, or consequential damages, or for loss of profits, revenue, business opportunities, goodwill, or anticipated savings arising out of or relating to these Terms or the Service.

13.2 Liability Cap. To the maximum extent permitted by applicable law, Hosting Controller's total aggregate liability arising out of or relating to these Terms or the Service will not exceed the total Subscription Fees paid or payable by the Customer for the Service during the twelve (12) months immediately preceding the event giving rise to the claim.

13.3 Exceptions. The exclusions and limitations in this Section do not apply to the extent that liability cannot lawfully be excluded or limited under applicable law. Any additional exceptions agreed in a separate written agreement will also apply.

13.4 Basis of the Agreement. The parties acknowledge that the limitations in this Section form part of the basis on which the Service is offered and priced.

Indemnification

14.1 Customer Indemnification. To the extent permitted by applicable law, the Customer agrees to defend, indemnify, and hold harmless Hosting Controller, its affiliates, officers, employees, and agents against third-party claims, damages, liabilities, costs, and reasonable legal expenses arising from:

• The Customer's unlawful use of the Service.
• Customer Data or other content supplied by the Customer that infringes third-party rights or violates applicable law.
• The Customer's material breach of these Terms.
• The Customer's failure to obtain necessary rights, permissions, or authorizations for data or content submitted to the Service.

This obligation will not apply to the extent a claim results from Hosting Controller's own breach of these Terms, negligence, willful misconduct, or other conduct for which the Customer cannot lawfully be required to indemnify Hosting Controller.

14.2 Claim Handling. The party seeking indemnification must provide reasonably prompt notice of the claim and reasonable cooperation. The indemnifying party may control the defense and settlement, provided that no settlement imposes an admission of fault, non-monetary obligation, or liability on the indemnified party without its prior written consent.

Trademarks

15.1 Ownership. All trademarks, service marks, trade names, logos, and branding used in connection with the Service are owned by Hosting Controller or its respective owners.

15.2 Hosting Controller Marks. "Hosting Controller," "ExSign," and associated logos and product names are trademarks or trade names of Hosting Controller or its relevant licensors. No right or license to use these marks is granted except as expressly authorized in writing.

15.3 Google Marks. "Google," "Google Workspace," "Gmail," and related names and logos are trademarks of Google LLC or its affiliates. ExSign for Google Workspace is an independent product provided by Hosting Controller and is not represented as being sponsored, endorsed, or operated by Google.

15.4 Restrictions. The Customer must not remove, alter, or obscure proprietary notices displayed in the Service or Documentation, or use any party's trademarks in a manner that suggests an unauthorized affiliation, sponsorship, or endorsement.

15.5 Permitted References. The Customer may refer to ExSign for Google Workspace solely to identify the Service it uses, provided the reference is accurate and does not imply an unauthorized endorsement or partnership.

Changes to These Terms

16.1 Hosting Controller may update these Terms from time to time to reflect changes in the Service, business practices, legal requirements, or security obligations.

16.2 Material changes will be communicated through the Service, by email, or by another reasonable method where required by applicable law or contract.

16.3 Revised Terms will take effect on the stated effective date. Continued use of the Service after that date will constitute acceptance only to the extent permitted by applicable law. Where consent is required, Hosting Controller will obtain it as required.

Governing Law and Dispute Resolution

17.1 Governing Law. These Terms will be governed by and interpreted in accordance with the laws of Ontario, Canada, without regard to its conflict-of-law principles.

17.2 Dispute Resolution. The parties will endeavor to resolve disputes arising out of or relating to these Terms through good-faith discussions.

17.3 Jurisdiction. Any dispute that cannot be resolved amicably will be submitted to the competent courts of Ontario, Canada, unless the parties agree in writing to another dispute resolution procedure or applicable law requires otherwise.

General Provisions

18.1 Entire Agreement. These Terms, together with the applicable order, subscription terms, Privacy Policy, Data Processing Agreement, SLA, and other expressly incorporated policies or agreements, constitute the agreement between the parties concerning the Service and supersede prior agreements on the same subject matter.

18.2 Order of Precedence. If these Terms conflict with a separately executed agreement, the separately executed agreement will prevail to the extent of the conflict, unless it expressly provides otherwise.

18.3 Assignment. The Customer may not assign or transfer these Terms or its rights and obligations without Hosting Controller's prior written consent, except where assignment is permitted by applicable law. Hosting Controller may assign these Terms in connection with a merger, corporate reorganization, or transfer of substantially all relevant business assets, subject to applicable law.

18.4 Severability. If any provision of these Terms is found invalid or unenforceable, the remaining provisions will continue in effect, and the invalid provision will be interpreted or modified to the minimum extent necessary to make it enforceable where permitted by law.

18.5 Waiver. A failure or delay by either party to enforce a provision of these Terms does not constitute a waiver of that provision or any other right.

18.6 Force Majeure. Neither party will be liable for a failure or delay caused by circumstances beyond its reasonable control, including natural disasters, widespread internet or telecommunications failures, governmental actions, civil disturbances, or failures of third-party services, provided that this provision does not excuse payment obligations already due.

18.7 Notices. Notices under these Terms may be sent to the email addresses associated with the Customer's account or to another address designated by either party. Notices of termination, legal claims, or other formal matters must be delivered in a manner consistent with applicable law and any applicable contractual requirements.

18.8 Independent Contractors. The parties are independent contractors. These Terms do not create a partnership, joint venture, employment, agency, or franchise relationship.

18.9 No Third-Party Beneficiaries. Except where expressly stated or required by applicable law, these Terms do not create enforceable rights for any third party.

By subscribing to or using ExSign for Google Workspace, you acknowledge that you have read, understood, and agreed to these Terms of Service.