Last Updated: December 2, 2025

Agreement and Eligibility

By registering for and using Convoia Docs (the “Service”), you agree to these Terms & Conditions. The Service is intended for users who are the minimum legal age in their jurisdiction generally at least 18 years old and have full legal capacity to agree to contracts. The Service is not directed at children under 18, and we do not knowingly collect personal data from anyone under 18. If you are under the age of majority in your jurisdiction, you must have parental or guardian consent to use the Service. You certify that all information you provide during registration is accurate and that you will keep it updated.

Account Responsibility

You are responsible for keeping your account password and other login credentials confidential. You assume all activities that occur under your account. You agree to notify Convoia immediately if you suspect any unauthorized use of your account or breach of security. Your account is personal to you, and you must not transfer or share it with others.

Acceptable Use

You agree to use the Service lawfully and in a manner that does not infringe the rights of others. Prohibited conduct includes but is not limited to unlawful activities, harassment or hate speech, distribution of malware or any unauthorized software, spam or phishing schemes, and any action that interferes with or disrupts the Service for other users. You may not attempt to access the Service by means other than through the provided interfaces, or copy, modify, sell or distribute any portion of the Service, except as expressly permitted. If you violate these rules, Convoia may suspend or terminate your account and may take legal action if necessary.

Intellectual Property

All content provided through the Service such as software, text, graphics, logos, and trademarks is owned by Convoia or its licensors. Convoia grants you a limited, non-exclusive license to access and use the Service in accordance with these Terms. You may not use Convoia’s trademarks or copyrighted material without permission. You retain ownership of any content you upload to Convoia Docs, but you grant Convoia a license to use, store, and display that content as necessary to provide the Service. As an example, one site’s terms emphasize that all site content is the property of the company and protected by copyright and trademark law.

Disclaimers and Limitation of Liability

We provide the Service ‘as is’ and ‘as available,’ without warranties of any kind. Convoia does not guarantee the Service will meet your needs or be uninterrupted, error-free, or secure. You assume all risks arising from your use of the Service. To the fullest extent permitted by law, Convoia and its affiliates will not be liable for any indirect, incidental, special, consequential or punitive damages (including loss of data or profits), even if advised of the possibility of such damages. In no event shall Convoia’s total liability for any claims related to the Service exceed the lesser of: (a) the total amount of fees you have paid to Convoia for the Service in the twelve (12) months immediately preceding the claim; or (b) $60 (USD) as a nominal cap for this free service. This limitation applies even if the remedies in this clause fail of their essential purpose.”

Legal Validity of Electronic Signatures

Convoia Docs provides functionality for the electronic execution of documents, using methods designed to comply with applicable electronic signature laws, including the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN), the Uniform Electronic Transactions Act (UETA), and the European Union’s eIDAS Regulation. These laws generally provide that electronic signatures and records may not be denied legal effect or enforceability solely because they are in electronic form. By using Convoia Docs to sign or send documents, all parties consent to conduct transactions electronically and intend that their electronic signatures have the same force and effect as handwritten signatures, to the extent permitted by applicable law. Convoia Docs maintains an electronic audit trail to help establish signer identity, intent, and document integrity. However, Convoia does not and cannot guarantee the legal enforceability of any electronically signed document. Enforceability may depend on a variety of factors, including the nature of the document, the identity and intent of the parties, and local legal requirements. It is the responsibility of each user to determine whether an electronic signature is appropriate, valid, and enforceable for their specific use case and jurisdiction. Certain types of documents (such as wills, court filings, powers of attorney, or real estate transactions) may be excluded from electronic signature laws or subject to additional legal requirements. Users are encouraged to consult legal counsel if they are uncertain about the applicability of electronic signatures to their documents.

Consent to Electronic Transactions

By signing documents electronically via Convoia Docs, you affirmatively consent to conduct business electronically. You agree that you have the ability to access and retain electronic records and that you choose to use electronic signatures and electronic records for your transactions. Convoia Docs will typically require you to confirm this consent before you proceed to sign. This ensures that each signer voluntarily opts in to electronic signing. By providing your consent, you agree to receive all documents, disclosures, and communications electronically through the Convoia platform. If you do not wish to sign electronically or withdraw your consent, do not use Convoia’s e-signature features in such cases, you should inform the document sender so that alternative arrangements can be made in accordance with applicable law.

Signer Identity Verification

Convoia employs industry-standard methods to authenticate the identity of signers before allowing an electronic signature, to ensure that each signature is attributable to the correct individual. Depending on the settings chosen by the document sender or the sensitivity of the transaction, Convoia may utilize one or more verification steps, including but not limited to:

Email Verification

Confirming the signer’s email address by requiring the signer to access a unique link or code sent to that email. This links the signature to a verified email identity (and associated account) of the signer.

SMS / Phone Verification

Sending a one-time passcode via text message or an automated phone call to the signer’s phone. The signer must enter this code into the Convoia system to prove control of the phone number before they can view or sign the document.

Knowledge-Based Authentication (KBA)

Presenting the signer with security questions drawn from public or credit records (for example, past addresses or financial history) that the signer must answer correctly to proceed. This offers an additional layer of identity proof for high-value or high-security transactions.

Government ID Verification

Requiring the signer to upload a photograph or scan of a government-issued identification document (such as a driver’s license or passport), and possibly a real-time photo (for facial comparison or “liveness” check). Convoia uses this information to digitally verify the signer’s identity using advanced technologies (e.g. automated ID checking and face matching).

These authentication measures are designed to meet or exceed legal standards for electronic signature processes. Convoia records which verification method was used for each signer as part of the transaction details e.g. whether a signer was verified via SMS code, knowledge quiz, or ID upload. By signing electronically, you agree to cooperate with any necessary identity verification steps and affirm that the information you provide for verification is accurate and yours.

Audit Trail and Recordkeeping

Convoia Docs maintains a secure, detailed audit trail for each electronic signature transaction. This means that every action taken on a document is logged and preserved, creating a reliable record of the signing process. The audit trail includes information such as:

Document and Signer Details

A unique document ID or envelope number for each transaction, the identities of the sender and all signers e.g. names, email addresses of the parties involved, and even a snapshot of each electronic signature applied to the document.

Timestamped Events

A chronological history listing each significant event in the signing process – for example, when the document was sent out, when each recipient viewed or opened the document, and when each recipient signed or declined to sign. Each event is recorded with an exact date and time stamp. This provides a complete timeline of the transaction.

Device and Location Information

Technical details about where and how the document was signed, including the IP address associated with each signer at the time of signing and other device identifiers. If enabled and permitted by the signer’s device settings, the audit trail may also capture a general geo-location of the signer at the time of signing. This data helps establish the authenticity of the signature by showing it came from an identifiable source.

Consent and Authentication Records

Evidence that each signer agreed to sign electronically and passed any identity checks. The audit trail will note that the signer checked the consent box or agreed to an electronic records disclosure, and it will record the method of authentication used such as “SMS code sent to +1-xxx-xxx-1234                  verified” or “Government ID verified” for each signer. This ensures there is proof of the signer’s intent and consent to e-sign.

Document Integrity Measures

A digital checksum or tamper-evident seal applied to the signed document file. This ensures that any alteration of the document after completion can be detected. If a fully signed document is changed in any way, the digital signature certificates will indicate the document is no longer valid. Convoia’s system thus preserves the integrity of your signed documents.

All audit trail data is stored securely by Convoia. We implement measures to prevent any tampering with these records, and each record is linked to the transaction in a manner that can be independently verified. The audit trail sometimes called a Certificate of Completion in industry terms is accessible to all parties to the transaction and can be downloaded or presented as evidence of the electronic signing process. It contains the information needed to prove in court that the document was signed electronically by the parties, at a certain time, and without interference. Convoia retains these audit logs in accordance with legal requirements to ensure that your electronic agreements remain provable and enforceable.

International E-Signature Law Compliance

Convoia Docs electronic signature features are designed to comply with the requirements of international e-signature laws, including the U.S. ESIGN Act, UETA, and the EU eIDAS Regulation. We have incorporated the core principles of these laws intent to sign, consent to electronic records, reliable association of signatures with the document, and record retention into our platform. We also ensure that electronic signature records are retained and can be accurately reproduced for reference by all parties, as required by law. By adhering to these standards, Convoia helps ensure that documents signed via our service will be recognized as valid and enforceable under applicable electronic signature laws. In summary, an electronic signature through Convoia has the same legal validity as a traditional signature, provided the platform’s procedures are followed and all parties have consented to e-sign per ESIGN/UETA. We warrant that our e-signature process meets or exceeds the legal requirements so that your Convoia-signed documents will be in compliance with ESIGN, UETA, eIDAS, and other relevant e-signature regulations.

Termination

Convoia may suspend or terminate your access to the Service at any time, with or without notice and for any reason for example, if you breach these Terms or engage in prohibited conduct. Upon termination, your right to use the Service immediately ends. Convoia may delete or disable your account and delete your data in accordance with the Privacy Policy. You remain responsible for all obligations incurred prior to termination. Provisions that by their nature should survive termination such as intellectual property rights, disclaimers, and limitations of liability will remain in effect.

Governing Law

These Terms are governed by the laws of the State of Washington, USA without regard to conflict of laws. Any disputes will be resolved in the courts of Washington. You and Convoia consent to exclusive personal jurisdiction in those courts.

Changes to Terms

Convoia may modify these Terms at any time by posting updated terms. You should review the Terms periodically. Continued use of the Service after changes indicates your acceptance of the revised Terms.

Indemnification

You agree to indemnify, defend, and hold harmless Convoia and its affiliates, officers, employees, and agents from and against any and all third-party claims, demands, suits, or proceedings, and all related liabilities, damages, losses, settlements, penalties, fines, costs or expenses including reasonable attorneys’ fees arising out of or relating to: (a) Your Content or your use of the Service; (b) your violation of any provision of these Terms or any policy referenced herein such as the Acceptable Use Policy; (c) your violation of any applicable law or regulation in connection with your use of the Service for example, if you use Convoia Docs in a manner that violates anti-spam laws or data privacy laws; (d) any allegation that any information or materials provided by you including Your Content or any communications by you via the chat infringe or misappropriate the intellectual property, privacy, or other rights of any third party; or (e) your interactions with your own customers or website visitors, including any promises or obligations you make to them via the chat. We reserve the right, at our own expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you without limiting your indemnification obligations. In that event, you agree to cooperate with our defense of such claim and you may not settle any such claim without our prior written consent. Your indemnification obligations will survive any termination of these Terms or your use of the Service.

Dispute Resolution and Governing Law

• Governing Law: These Terms and any dispute arising out of or related to them or the Service will be governed by and construed in accordance with the laws of the State of Washington, USA, without regard to its conflict of laws principles. However, if you are a consumer residing outside the United States, you may be entitled to the protection of the mandatory consumer protection provisions of your local consumer protection law. This governing law provision applies only to the extent permitted by such laws.
• Jurisdiction and Venue: Except where prohibited by applicable law, or as provided below under “Arbitration” (if applicable), you agree that any disputes or claims arising out of or in connection with these Terms or the Service shall be subject to the exclusive jurisdiction of the state or federal courts located in Seattle, Washington, USA. You consent to personal jurisdiction in such courts. We and you waive any objection on the grounds of venue, inconvenient forum, or any similar grounds, and agree that process may be served in the manner authorized by Washington law or international treaties. Notwithstanding this, Convoia retains the right to apply for injunctive remedies or an equivalent emergency legal relief in any jurisdiction.
• Arbitration (If User is in the USA): If you are using the Service as a business user in the United States, any dispute, claim, or controversy arising out of or relating to these Terms or the Service that cannot be resolved through good-faith negotiation within 30 days shall be settled by binding arbitration administered by the Judicial Arbitration and Mediation Services (JAMS) under its Commercial Arbitration Rules. The arbitration will be conducted by a single arbitrator and, by default, will take place in Seattle, Washington, unless you and Convoia agree on a different location or a remote/online process. The arbitrator’s decision and award will be final and binding and may be entered in any court of competent jurisdiction. The arbitrator is empowered to grant any relief that a court could, including injunctive or declaratory relief and attorneys’ fees if provided by law. Each party will bear its own costs and attorneys’ fees, unless the arbitrator finds that a claim was frivolous or brought in bad faith, in which case the arbitrator may award attorneys’ fees to the other party to the extent permitted by law.
• Class Action Waiver: To the extent permitted by law, you and Convoia agree that any arbitration or court proceeding will be conducted on an individual basis only and not on a class, collective, or representative basis. You further agree that you and Convoia are each waiving the right to a trial by jury and the right to participate in or facilitate any class or collective proceeding whether as a plaintiff, class member, or otherwise. No dispute may be consolidated with another without the prior written consent of all parties to all affected disputes. If this class action waiver is found to be unenforceable in a particular case, then the entirety of this Dispute Resolution section other than the Governing Law provision shall be null and void with respect to that case.
• Opt-Out: If you are a new user, you can choose to reject the arbitration agreement and class action waiver above by mailing us a written opt-out notice within 7 days of accepting these Terms, to Convoia, Attn: Legal Department Arbitration Opt Out, 600 Broadway Suite 320C, Seattle, WA 98122, USA. The opt-out notice must include your name, address, the email associated with your Convoia docs account, and an unequivocal statement that you wish to opt out of arbitration and class waiver. Note that the opt-out applies only to you; other users cannot rely on your opt out. Opting out of arbitration will not affect any other parts of these Terms, including the Governing Law or jurisdiction provisions.
• Exceptions: Notwithstanding the foregoing arbitration agreement, either party may choose to bring an individual action in small claims court for disputes or claims within the scope of that court’s jurisdiction. Additionally, claims for injunctive or equitable relief for intellectual property infringement or misappropriation may be brought in court rather than arbitration. This Dispute Resolution section shall survive termination of your account or these Terms.