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Ancoris Signatures Terms of service

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V3.2 August 2021


    1. “Ancoris”, “We/Us”: Ancoris Limited, a company incorporated in England and Wales (Company Number 06922114) having its registered office 5a Frascati Way, Maidenhead, Berkshire, UK SL6 4UY and trading address at Lily Hill House, Lily Hill Road, Bracknell, Berkshire, UK RG12 2SJ.
    2. “Customer”, “You/Your”: the person, organisation or company who executes the Contract for the Services. 
    3. If You electronically accept, or execute and deliver, these Terms of Service or otherwise use the online Ancoris Signatures service, software or documentation as described on our Websites (collectively the “Services”) You agree to be bound by these Terms of Service (“Terms”) which shall form the contract between Customer and Ancoris in relation to the provision of the Services, to the exclusion of any other terms and conditions “Contract”.  
    4. If You are entering into this agreement on behalf of a company or other legal entity, You represent that You have the authority to bind such entity and its affiliates to these Terms, in which case the terms “You” and “Your” shall refer to such entity and its affiliates. 
    5. If You do not have such authority, or if You do not agree with these Terms, You must not accept this agreement and may not use the services. Where the context so requires Customer includes Your Authorised Users. No oral warranties or representations shall bind Ancoris


    1. In consideration of payment of the Subscription Fees, Ancoris will provide the Services to the Customer for the Subscription Period.
    2. Customer shall be responsible for the accuracy of completing the online registration form or purchase order form and for giving Ancoris any information necessary to enable Ancoris to perform Our obligations under the Contract.
    3. The Contract between Ancoris and Customer shall come into effect when We accept Customer’s Subscription.
    4. We shall have the right to refuse to accept any Subscription placed by Customer online through our Websites or online Marketplace or purchase order form.


    1. Subscription Fees are payable annually in advance for a one year Subscription Period (unless otherwise agreed in writing).
    2. Subscription Fees are based on the number of Ancoris Signature Licences (“Licence”) purchased; a Licence is required for each individual email account in the customer Google G Suite domain to which email signatures templates will be applied during the Subscription Period.
    3. The Subscription Fees are exclusive of VAT or local taxes which shall be paid by Customer in addition.
    4. If Customer does not pay any Subscription Fee when due Ancoris reserves the right (without prejudice to any other remedies Ancoris may have) to suspend and/or terminate Customer’s access to the Services.
    5. Customer will pay all Subscription Fees due to Us under this Contract without any set-off, deduction, counterclaim and/or other withholding of monies.
    6. Payment of Subscription Fees shall not be deemed to be made until We have received cleared funds in respect of the full amount outstanding.


    1. Customer will not:
      1. share User Login details with any third party, share User Login access with multiple Authorised Users or provide access to the Services for the benefit of third parties;
      2. alter any part of the Services, remove any notice of proprietary rights from the Services or reverse engineer the Services;
      3. contest our Intellectual Property Rights in the Services.
      4. re-assign or re-use a Licence to apply templates to another active account during the Subscription Period whilst the previous email account remains active. A Licence may be reassigned to another G Suite email account only if the original G Suite email account has become permanently suspended or deleted (e.g. the user has left the company).
    2. Customer will not use the Services:
        1. to post or transmit any material that is threatening, defamatory, obscene, indecent, seditious, offensive, pornographic, abusive, liable to incite racial hatred, discriminatory, menacing, scandalous, inflammatory, blasphemous, in breach of confidence, in breach of privacy or which may be detrimental to Our reputation or to the reputation of any third party, cause annoyance or inconvenience;
        2. to post or transmit unsolicited, unauthorised, promotional material, ‘junk mail’, ‘spam’, ‘chain letters’,
        3. to post or transmit any material for which Customer has not obtained all necessary consents, licences and/or approvals or which would infringe the trademarks, copyright or Intellectual Property Rights of third parties;
        4. in any way which constitutes or encourages conduct that would be considered a criminal offence, give rise to civil liability, or otherwise be contrary to the law of or infringe the rights of any third party in the UK or in any other country in the world;
        5. in breach of the Google Acceptable Use Policy to the extent required by Google; and/or
        6. in anyway which is technically harmful (including without limitation, using the Services to transmit or post computer viruses, logic bombs, trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data).
    3. Customer is solely responsible for the security any User Login and Admin Console access and You shall immediately notify Ancoris if you are aware of any breach of security including breach of username and password or related Google Account associated with User Logins.
    4. Customer is responsible for configuring their own information technology, device platforms and security software (including anti-virus software) in order to access or use the Services.
    5. We may at any time move, modify and/or remove any Content, or take legal action as a result of breaches or suspected breaches of this clause, any applicable laws or regulations and/or where Our rights are threatened or infringed.
    6. We may at Our sole discretion, suspend or cancel your Subscription or access to the Services either for all Authorised Users or for individual Authorised Users if Customer breaches any of these Terms of Service.


      1. API Access: To access the Services Customer and/or Authorised Users must grant access to the required API scopes including Google OAuth2 API, Admin Directory API, Gmail API and Admin settings API.
      2. Customer Data in Ancoris Signatures includes signature templates wholly created by the Customer and Customer Personal Data including names, titles, email addresses and phone numbers as provided by the Customer either by upload to the Services or by synchronisation from the Customers G Suite account.

    1. If You register for a free trial and We accept Your registration, We will make one or more Services available to you on a trial basis free of charge until the earlier of (a) the end of the 14 day free trial period for which you registered or are registering to use the applicable Service or (b) the start date of any Services to which You subscribe; the “Trial Period”.
    2. There are limitations to the functionality of the Services or numbers of User Logins permitted during a Trial Period or Free Period; this includes a limitation that no more than 20 email accounts may have email signature templates assigned to them during the Trial Period.
    3. All provisions of these Terms of Service except the requirement to pay a Subscription Fee and the benefits of the Service Level Agreement will apply during your Trial Period or Free Licence Period, and additional trial terms and conditions may appear on the trial registration web page. Any such additional terms and conditions are incorporated into these Terms of Service by reference.
    4. Any Customer Data, including any Customer Personal Data, saved during your Trial Period will not be retained unless Customer purchases a paid Subscription to the same Services as those covered by the trial before the end of the Trial Period or qualifies for a Free Period.


    1. Ancoris will use Our reasonable endeavours to ensure that the Services are available in accordance with our Service Level Agreement.
    2. Access to the Services may be suspended temporarily and without notice in the case of system failure, maintenance or repair, failures in the underlying Google Cloud Services or for reasons beyond Our control.
    3. Customer or Reseller will, at its own expense, respond to questions and complaints from Authorised Users or third parties relating to Customer’s or Authorised Users use of the Services. Customer or Reseller will use its reasonable endeavours to resolve support issues before escalating them to Ancoris.
    4. Ancoris will respond to support requests from Customer Administrators by email or through our support portal as described in the Ancoris Support webpage.


    1. Modifications to the Services. Ancoris make commercially reasonable changes, enhancements or modifications to part or all of the Services from time to time. This may include discontinuing a Service or any aspect or feature thereof. If Ancoris makes a material change to the Services, Ancoris will inform Customer via the Ancoris Blog or such method as Ancoris may elect provided that Customer has subscribed with Ancoris to be informed about such changes.
    2. Modifications to URL Terms. Ancoris may make commercially reasonable changes to these Terms of Service from time to time. The URL Terms are the currently applicable terms of service. If Ancoris makes a material change to any of the URL Terms, Ancoris will inform Customer by sending an email to the Administrator email Address or alerting Customer via the Admin Console. If the change has a material adverse impact on Customer and Customer does not agree to the change, Customer must so notify Ancoris via Ancoris Support within thirty days after receiving notice of the change. If Customer notifies Ancoris as required, or Reseller notifies Ancoris on Customer’s behalf, then Customer will remain governed by the terms in effect immediately prior to the change until the end of the then-current Subscription Period for the affected Services. If the affected Services are renewed in accordance with this Contract, they will be renewed under Ancoris's then current URL Terms.


    1. This Contract will terminate on:
      1. expiry of the paid Subscription Period if not renewed for a further Subscription Period; or
      2. on termination of the Free Licence Period unless a paid Subscription is purchased; or
      3. on expiry of any Trial Period.
    2. This Contract will terminate if Customer is in material breach of any of its conditions and if the breach is not remedied within a period of 7 days after Ancoris has given You written notice of it.
    3. In the event Customer gives notice that it will terminate the Subscription at the end of the Subscription Period or ceases using the Services before the end of the Subscription Period Ancoris will not provide any refund of the Subscription Fee.
    4. On termination of this Contract:
      1. Customer will cease accessing the Services and take reasonable steps to delete the Software and any Content from Customer electronic Media, including Customer intranet and electronic storage devices. and uninstall Ancoris Signatures from the G Suite Admin Panel (Marketplace Apps section).
      2. Customer shall export or take copies of any Customer Data required before the date of termination. Ancoris will schedule deletion of Customer Data and Customer Personal Data in accordance with clause 12.8. In the event that Customer wishes for Customer Data to be deleted immediately after termination, they may raise a case with Ancoris Support to request data to be deleted within 30 days of the termination date. Ancoris will action this request within 5 working days subject to validation of the request authorisation.

    1. Customer acknowledges that all of the Content contained within the Services is Our Confidential Information which Customer will hold in confidence.  This obligation shall remain in full force and effect after termination of the Contract for any reason.


    1. All Intellectual Property Rights in the Content, Software and the Services belongs to Ancoris.  We grant a non-exclusive licence during the Subscription Period to Customer and Authorised Users to use the Content for internal business purposes only and the Software for the purpose of accessing the Services only. Customer is prohibited and shall procure that Authorised Users are prohibited from copying, amending, and/or modifying any part or all of the Content and/or Software without Our express written consent.
    2. All Intellectual Property Rights in the Customer Data belongs to Customer. Customer will ensure that Customer Data complies with applicable laws and regulations. Customer retains ownership and possession of the Customer Data at all times, and retains control of the Customer Data at all times except to the extent that Customer specifically authorizes Ancoris to exercise certain controls or modifications, as selected by Customer within the Services, over the Customer Data.
    3. Ancoris may use anonymized statistical and summary information derived from such Customer Data and aggregate it with statistical information from other customers (“Non-Identifiable Summary Data”) for Ancoris’s business purposes, including without limitation for analyzing customer needs and improving its services, and Ancoris shall own all right, title and interest in any such Non-Identifiable Summary Data.


    1. Customer warrants that it shall comply with all provisions of the Data Protection Laws, including without limitation, that Customer has, as appropriate, obtained all necessary consents from relevant individuals whose personal data Customer requests Ancoris to process from time to time.
    2. For the purposes of the provision of Services and in respect of Customer Personal Data, the parties agree that Customer shall be the controller and Ancoris shall be a processor. Ancoris shall comply with its obligations as a processor under the Data Protection Laws.
    3. If the Data Protection Laws apply to the processing of Customer Personal Data and Customer is a processor, Customer warrants to Ancoris that Customer’s instructions and actions with respect to that Customer Personal Data, including its appointment of Ancoris sub-processor, has been authorized by the relevant controller.
    4. The parties agree and acknowledge that the Data Protection Laws apply to the processing of Customer Personal Data.
    5. Ancoris shall process such Customer Personal Data as is necessary for Ancoris to provide the Services; and in accordance with obligations of data processors under the Data Protection Laws, as follows:
      1. Ancoris will process Customer Personal Data only in accordance with Customer’s documented instructions and only as set out by the Customer’s configuration of the Services in the Admin Console;
      2. Ancoris will not allow access to Customer Personal Data to any third party other than subprocessors for the sole purpose of providing the Services.
      3. Ancoris will implement and maintain technical and organizational measures including its CyberEssentials Plus Certification to protect Customer Personal Data against accidental loss, destruction of or damage to Customer Personal Data, such measures to be appropriate to the harm that might result from the unauthorised or unlawful processing or accident loss, destruction or damage and the nature of the data to be protected having regard to the state of technological development and the cost of implementing any measures; Ancoris may update or modify the security measures from time to time provided that such updates and modifications do not result in the degradation of the overall security of Customer Personal Data.
      4. Ancoris will take appropriate steps to ensure security of processing by its employees, contractors and subprocessors to the extent applicable to their scope of performance, including ensuring that all persons authorized to process Customer Personal Data have entered into written obligations of confidentiality or are under an appropriate statutory obligation of confidentiality.
    6. Subprocessors. Customer authorises Ancoris to appoint subprocessors where the subprocessor is capable of providing the level of protection for Customer Personal Data required by these Terms and the processing is governed by a written contract including terms which offer at least the same level of protection for Customer Personal Data as those set out in these Terms and meet the requirements of article 28(3) of the GDPR; and any Transfer Solution. A list of current sub-processors are at Customer consents to Ancoris engaging such sub-processors provided that Ancoris:
      1. provides to Customer details of any new sub-processor appointed during the lifetime of the Contract (we will inform Customer of the engagement either by sending an email to the Customer Administrator or via the Admin Console;
      2. Customer may object to any change in the sub-processor where it has reasonable grounds for doing so by terminating the applicable Agreement immediately upon written notice to Us, on condition that Customer provides such notice within 90 days of being informed of the engagement of the subprocessor. This termination right is Customer’s sole and exclusive remedy if Customer objects to any new Third Party Subprocessor.
    7. Data Subject Requests. If Ancoris receives a Data Subject Request in relation to Customer Personal Data, Ancoris will promptly refer it to Customer, and Customer will be responsible for handling the Data Subject Request at Customer’s cost. Ancoris will provide reasonable assistance to Customer in fulfilling any obligation to respond to Data Subject Requests in accordance with its obligations under Data Protection Laws taking into account the nature of processing and the information available to Ancoris;
    8. Data Deletion and Data Export.
      1. Deletion During Term. Ancoris will enable Customer to delete Customer Data during the applicable Term in a manner consistent with the functionality of the Services. If Customer uses the Services to delete any Customer Data during the applicable Term and the Customer Data cannot be recovered by Customer, this use will constitute an instruction to delete the relevant Customer Data from our systems in accordance with applicable law. We will comply with this instruction as soon as reasonably practicable and within a maximum period of 180 days, unless EU or EU Member State law requires storage.
      2. Deletion on Term expiry. On expiry of the applicable Term Customer instructs Ancoris to delete all Customer Data (including existing copies) from Our systems in accordance with applicable law. We will comply with this instruction as soon as reasonably practicable but no earlier than 30 days after the Term expiry and within a maximum period of 180 days, unless EU or EU Member State law requires storage. Customer acknowledges and agrees that Customer will be responsible for exporting, before the applicable Term expires, any Customer Data it wishes to retain afterwards. If Customer reasonably requests the return of Customer Personal Data, Ancoris may charge a fee (based on Ancoris’ reasonable costs) for any data export if such export is not specifically provided for in the Services or if the Customer requires assistance to perform the export. Ancoris will provide Customer with further details of any applicable fee, and the basis of its calculation, in advance of any such review or audit.
    9. Data Protection Impact Assessment and Prior Consultation. Ancoris will, at the cost of Customer, provide reasonable assistance to Customer with any data protection impact assessments, and prior consultations with Supervising Authorities or other competent data privacy authorities, which Customer reasonably considers to be required in accordance with Data Protection Laws, in each case solely in relation to processing of Company Personal Data by, and taking into account the nature of the processing and information available to, Ancoris.
    10. Audits. Ancoris will allow Customer or an independent auditor appointed by Customer to conduct audits (including inspections) to verify Ancoris’ compliance with its obligations under this Clause 12. Ancoris may charge a fee (based on Ancoris’ reasonable costs) for any audit. Ancoris will provide Customer with further details of any applicable fee, and the basis of its calculation, in advance of any such review or audit. Customer will be responsible for any fees charged by any third party appointed by Customer to execute any such audit.
    11. Data Incidents. If Ancoris becomes aware of a Data Incident, Ancoris will: (a) notify Customer of the Data Incident promptly and without undue delay; and (b) promptly take reasonable steps to minimize harm and secure Customer Personal Data. Ancoris will not assess the contents of Customer Personal Data in order to identify information subject to any specific legal requirements. Customer is solely responsible for complying with Data Incident notification requirements applicable to Customer under Data Protection Laws and fulfilling any third party notification obligations related to any Data Incident(s). Ancoris’ notification of or response to a Data Incident will not be construed as an acknowledgement by Ancoris of any fault or liability with respect to the Data Incident.
    12. Customer’s Security Assessment. Customer is solely responsible for evaluating for itself whether the Cloud Services, the Services, the Security Measures and Ancoris’ commitments under this Clause 12 will meet Customer’s needs, including with respect to any security obligations of Customer under the Data Protection Laws or other legislation as applicable. Customer acknowledges and agrees that (taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of the processing of Customer Personal Data as well as the risks to individuals) the Security Measures implemented and maintained by Ancoris provide a level of security appropriate to the risk in respect of the Customer Data.
    13. Customer shall indemnify and keep indemnified Ancoris against any third party claim in relation to the processing of Customer Personal Data by Ancoris if arising from any breach by Customer of Data Protection Laws or any fine or levy imposed by a Supervisory Authority.


    1. Ancoris may use Customer’s name and/or logo (the “Marks”) on its website, customer or vendor list (as applicable) or other marketing materials to refer to the relationship between the parties pursuant to this Contract. All such use shall be in accordance with Customer’s usage policies and guidelines if provided in writing to Ancoris. If Customer objects to any such use or wishes to revoke its permission to use its Marks hereunder, Ancoris shall cease any such use promptly after receiving notification. Neither party’s use of the other party’s Marks implies or confers any endorsement by either party.


    1. Customer agrees that Our sole liability to Customer for a breach of this Contract is limited to damages of up to an amount of 125% of the Subscription Fee, other than for breaches of the Data Processing Agreement (clause 12) for which Our liability is limited to an amount of ten times the Subscription Fee.
    2. We shall have no liability to Customer in contract, tort (including negligence or breach of statutory duty), misrepresentation or otherwise for any loss of profits; loss of data; loss of business; loss of anticipated savings, special damages; economic and/or other similar losses; loss of contracts and/or opportunity; damage to goodwill and/or reputation; in each case whether direct, indirect or consequential (howsoever caused) which arise out of or in connection with the Contract.
    3. Nothing in the Contract excludes or limits either party’s liability for: (a) death, personal injury or tangible personal property damage resulting from its negligence or the negligence of its employees or agents; (b) its fraud or fraudulent misrepresentation; (c) its payment obligations under the Contract or (d) matters for which liability cannot be excluded or limited under applicable law.

    1. We reserve the right to cancel or suspend Customer’s Subscription or to cancel this Contract (without liability to Customer) if we are prevented from or delayed in carrying on Our business due to circumstances beyond Our reasonable control including, without limitation, acts of God, governmental actions, war or national emergency, riot, civil commotion, fire, explosion, flood, epidemic, lock-outs, strikes or other labour disputes (whether or not relating to either party’s workforce), or internet failure, power failure, or failure, disruptions or changes in Google Cloud Services or restraints or delays affecting carriers or inability or delay in obtaining supplies of adequate or suitable materials.


    1. Severability. If any of the provisions of these Terms of Service is judged to be illegal or unenforceable, the continuation in full force and effect of the remainder of them will not be prejudiced.
    2. Waiver. No forbearance or delay by either party in enforcing its respective rights will prejudice or restrict the rights of that party, and no waiver of any such rights or of any breach of any contractual terms will be deemed to be a waiver of any other right or of any later breach.
    3. Rights of Third Parties. The parties to this Contract do not intend that any term of this Contract will be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999 by any person that is not a party to it.
    4. Assignment. Customer shall not assign Their rights and/or obligations under this Contract without Our prior written consent. We shall be permitted to subcontract part or all of the Training Course and/or assign Our rights and/or obligations under this Contract.
    5. Notices. Any notice given under this Contract by either party to the other must be in writing and may be delivered by raising a case with Ancoris Support, by email to or by first-class post, and in the case of post will be deemed to have been given two working days after the date of posting. Notices will be delivered or sent to the postal or email addresses of the parties on the order, online registration or to any other address notified in writing by either party to the other for the purpose of receiving notices after the date of this Contract.
    6. Governing Law and Jurisdiction. This Contract is governed by and construed according to English law and the parties submit to the exclusive jurisdiction of the English courts of England and Wales.


In these Terms of Service, unless the context otherwise requires:-

“Authorised Users” means any individuals the Customer permits to use the Services;
“Customer Administrators” means Authorised Users who are also designated “Administrators” for the client domain(s) in the customer’s Google Apps Administrative Console or in the administration sections of our Services.
“Reseller” means an authorised Ancoris reseller partner who Customer is paying to provide access to and use of the Services;
“Contract” means these Terms of Service and the online subscription or purchase order form;
“Intellectual Property Rights” means any copyright, database right, know how, confidential information or other industrial or intellectual property right subsisting anywhere in the world and in any application for any of the above;
“Content” means all content accessible in the Services;
“Software” means any software or applications supplied by Ancoris which are installed by Customer to provide access to the Services;
“Subscription” means subscription to the Services by the online subscription, registration or purchase order form placed on Ancoris by Customer or a Reseller on behalf of Customer;
“Subscription Fee” means the  subscription fee as set out on the Website or Our quotation or pricelist based on the specific services, the number of User Logins required and the user fee band and the Subscription Period;
“Subscription Period” means the period in respect of which a Subscription Fee is payable;
“Free Licence” means incremental entitlement to User Logins granted under and incentive scheme offered by Ancoris, these are either incremental to paid Subscription ;
“Free Licence Period” means the period of validity of Free Licences, normally one year from date of grant unless otherwise specified at grant time, after which the entitlement expires;
"Term" means either the Subscription Period, Free Licence Period or Trial Period;
“User Login” means any Authorised User’s personal subscription login details configured to access the Services including either a username and password specific to the Services or authorisation for authentication with a Google Apps account login;
“Admin Console” means the online administration console provided by Ancoris with the Services to configure functionality, reporting, User Logins and other administration functions;
“Google Cloud Services” means Google’s hosted or managed services including Google App Engine, Google Cloud SQL,  Google Compute Engine, Google Big Query, Google Apps and Google Maps as described at
“Google Acceptable Use Policy” means the Google Cloud Platform acceptable use policy listed at “
“Data Protection Laws” means any applicable law, statute, regulation or subordinate legislation and all policies, codes of conduct, direction, policy rule or order issued by any regulatory body having jurisdiction over a party that is from time to time in force including the Information Commissioner’s Office, relating to data protection, privacy and the processing of Personal Data, including:
  • the Data Protection Act 2018;
  • Privacy and Electronic Communications (EC Directive) Regulations 2003;
  • the GDPR; and
  • any corresponding or equivalent national laws or regulations to any of the above and any applicable laws replacing, amending, extending, re-enacting or consolidating any of the above from time to time.
“Data Subject Requests” means a request made by a Data Subject to exercise any rights of Data Subjects under Data Protection Laws;
“GDPR” means, as applicable: (a) the EU GDPR; and/or (b) the UK GDPR;
“EU GDPR” means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC
“UK GDPR" means the EU GDPR as amended and incorporated into UK law under the UK European Union (Withdrawal) Act 2018, if in force;
“DPA Act” means the UK Data Protection Act 2018;
"Personal Data" has the meaning given to it by the Data Protection Laws.
“Customer Personal Data” means the Personal Data processed by or on behalf of Ancoris pursuant to this Contract; 
“Customer Data” means data provided, generated, transmitted or displayed via the Services by Customer, or Reseller on behalf of Customer, or End Users as more specifically identified in clause 4 above.
“Transfer Solution” means a solution, that enables the lawful transfer of personal data to a third country in accordance with Article 45 or 46 of the GDPR (for example, the EU-U.S. Privacy Shield).
“Service Level Agreement” means the service level agreement described on the Ancoris website at
“Ancoris Products Support” means the support service for Customer Administrators as described at
“Ancoris Blog” means the blog located at
“URL Terms” means these Terms of Service as maintained at
“Ancoris Privacy Policy” means the policy found at
“Marketplace” means the Google Apps Marketplace which allows the provisioning of and registration for the Ancoris services;
“Websites” means the Ancoris website at which described the Ancoris services and prov