Electronic Record and Signature Disclosure

Before proceeding with electronic signing in Encodian Sign, you will be asked to review the Electronic Record and Signature Disclosure (ERSD) and confirm your consent to receive records and use electronic signatures.

This article explains what the disclosure covers, who to contact about your documents and the choices available to you. The full disclosure is included below.

What does the disclosure cover?

The disclosure explains how the organisation sending you documents will provide records electronically, what you need to access and retain them, and how to request copies, update your email address or withdraw your consent.

Accepting the disclosure does not, by itself, sign a document or mean that you accept the terms of a separate agreement. It provides your consent to use electronic records and signatures as described in the disclosure.

Reading this support article does not provide that consent. You give consent using the electronic consent option presented in Encodian Sign.

Who is the disclosure from?

The disclosure is provided by the organisation sending you the documents. References to “we”, “us” and “our” mean that organisation, not Encodian solely because it provides the signing service.

The standard disclosure below contains two placeholders, which are replaced with the sender’s details in the disclosure presented to you:

For requests relating to your documents or consent, use the contact email address in the disclosure presented during your signing session.

Can I decline or withdraw consent?

You may choose not to consent. In that case, do not proceed with electronic signing and contact the organisation sending you the documents to discuss any alternative arrangements.

You may also withdraw consent later by following the instructions in the disclosure. Declining or withdrawing consent may delay a transaction or prevent it from being completed through Encodian Sign. Withdrawal does not, by itself, cancel an agreement you have already entered into.

Can I request paper copies?

Yes. The standard disclosure below allows you to request paper copies from the organisation sending you the documents, free of charge, including delivery.

Requesting paper copies is separate from signing documents. Encodian Sign supports electronic signing only. Requesting a copy does not, by itself, withdraw your consent to electronic delivery.

Default Electronic Signature Disclosure

Electronic Record and Signature Disclosure

This Electronic Record and Signature Disclosure (“Disclosure”) explains how [[CompanyName]] (“we”, “us” or “our”), the organisation sending you documents, provides records electronically and obtains your consent to use electronic signatures through Encodian Sign.

Please read this Disclosure and the technical requirements referenced below carefully. If you can access and retain this information and agree to its terms, confirm your consent using the electronic consent option presented in Encodian Sign before proceeding.

If you cannot access or retain this information, please contact us using the details below before providing consent.

Electronic delivery and scope of consent

By giving your consent, you agree to receive electronically the notices, disclosures, agreements, authorisations, acknowledgements and completed documents relating to transactions we conduct with you through Encodian Sign. This includes information we are legally required to provide in writing, where electronic delivery is permitted by applicable law.

We will provide these records through Encodian Sign and associated email communications sent to the email address you have supplied.

Your consent applies to these categories of records throughout your relationship with [[CompanyName]], unless you withdraw it as described below or applicable law requires another method of delivery. It applies only to your dealings with [[CompanyName]] and does not apply to records sent by other organisations using Encodian Sign.
Agreeing to this Disclosure does not, by itself, constitute acceptance of any separate agreement or document presented for your signature. Your consent relates only to electronic records and signatures; it is not consent to receive marketing communications and does not replace any separate consent required for another purpose.

Using electronic signatures

Encodian Sign supports electronic signing only. When you apply an electronic signature to a document through Encodian Sign, you intend it to serve as your signature on that document.

You may choose not to consent to electronic records and signatures. If you do not consent, do not proceed with electronic signing and contact us using the details below.

Keeping and requesting copies

We will provide electronic records in a form that you can retain and reproduce for future reference. Please retain a copy of this Disclosure and the records we provide.

If you need an electronic copy or cannot access or save a record, email [[ContactEmail]] with your full name, the email address associated with the transaction and sufficient details to identify the record you need.

You may also request a paper copy of a record we have provided electronically. To do so, email [[ContactEmail]] with your full name, the email address associated with the transaction, your postal address and details of the record requested.

We will provide paper copies, including delivery, free of charge. Requesting a copy does not, by itself, withdraw your consent to electronic delivery.

Withdrawing your consent

You may withdraw your consent to receive records and sign documents electronically at any time by emailing [[ContactEmail]].

Include your full name, the email address associated with the transaction and a clear statement that you wish to withdraw your consent to electronic records and signatures. Where available, include a relevant document or transaction reference to help us identify your records.

Your withdrawal will take effect within a reasonable period after we receive your request and will apply to future reliance on this consent.

Withdrawing consent does not, by itself, affect the validity of records provided or electronic signatures applied before your withdrawal takes effect. It does not, by itself, cancel an agreement you have already entered into or affect any separate cancellation, termination or other rights you may have under that agreement or applicable law.

We will not charge you a fee for withdrawing your consent.

Consequences of declining or withdrawing consent

If you decline consent, or once your withdrawal takes effect, we will not rely on this consent to provide further records electronically or obtain electronic signatures from you through Encodian Sign unless you subsequently provide fresh consent.

This applies only to your dealings with [[CompanyName]] and does not affect any separate consent you have given to another organisation.

Declining or withdrawing consent may delay a transaction or prevent us from completing it through Encodian Sign. Please contact us to discuss any alternative arrangements that may be available. We will provide notices or records in a non-electronic form where required by applicable law.

Withdrawing consent does not prevent you from requesting copies of records previously provided to you using the procedure described above.

Updating your email address

Please keep your email address up to date so that we can send you relevant electronic communications.

To change the email address we use, email [[ContactEmail]] with your full name, your previous email address and your new email address. Where available, include a relevant document or transaction reference.

If you can no longer access your previous email address, please tell us when you contact us.

Required hardware and software

To access, review, sign and retain electronic records through Encodian Sign, you will need:

• An internet connection and a device capable of running a browser supported by Encodian Sign.
• Access to the email address associated with your transaction.
• Software capable of opening the electronic file formats provided, including PDF where applicable.
• A means of saving and retaining electronic records for future reference.

The supported browsers, devices and additional technical requirements are set out in Browser Compatibility and Device Requirements. Please review these requirements before providing consent.

If a change to the hardware or software requirements creates a material risk that you will be unable to access or retain subsequent electronic records, we will provide the revised requirements and explain your right to withdraw consent.

Where required by applicable law, we will obtain renewed electronic consent in a manner that demonstrates your ability to access the relevant electronic records using the revised hardware or software requirements.

In those circumstances, you may withdraw your consent without a withdrawal fee or any condition or consequence that was not previously disclosed.

How to contact us

For questions about this Disclosure, copy requests, changes to your email address or withdrawal of consent, contact:

• Organisation: [[CompanyName]]
• Email: [[ContactEmail]]

For your security, we may request information reasonably necessary to verify your identity before providing copies of records or updating your contact details.

Acknowledgement and consent

By selecting the electronic consent option presented in Encodian Sign, you confirm that:

• You have read and understood this Electronic Record and Signature Disclosure.
• You can access and read this Disclosure and information in the electronic formats used for the records covered by your consent, and you can retain copies for future reference.
• You consent to receive the records described in this Disclosure electronically and to use electronic signatures in your dealings with [[CompanyName]] through Encodian Sign.
• You understand how to request copies of records, update your email address and withdraw your consent, including the consequences of doing so.

Your consent remains effective within the scope described in this Disclosure unless and until you withdraw it using the procedure set out above.