Not a substitute for legal advice. This document accurately describes what Vaultform actually does today, includes a standard limitation-of-liability clause common to SaaS agreements, and names Virginia as the governing jurisdiction, but it has not been reviewed by a lawyer. Have qualified counsel confirm it before relying on it, particularly the liability and e-signature sections.

Terms of Service

Last updated: August 10, 2026

What Vaultform is

Vaultform is a document collection tool. A business ("Customer") uses Vaultform to request documents and confirmations from the people they work with ("End Users"). By creating an account, a Customer agrees to these terms on behalf of themselves and their organization.

Not certified e-signature

Vaultform's "confirmation" and "sign a PDF contract" features record a typed name, an optional drawn signature, a one-time-code-verified email address, a timestamp, and an IP address. This is not a certified ESIGN/UETA-compliant electronic signature. It does not include independent identity verification, cryptographic document sealing, or legal review confirming compliance with electronic signature law in any jurisdiction. Customers are responsible for determining whether this feature is legally sufficient for their specific use case before relying on it for any document with legal or financial consequences. If you need a certified electronic signature, use a dedicated e-signature provider instead.

Virus scanning limitations

Every uploaded file is automatically scanned for malware using a third-party scanning service. This is signature-based detection: it identifies previously known malicious files and reduces risk, but it cannot guarantee that every file is safe, including novel or zero-day threats. Customers should apply their own judgment before opening any file, regardless of scan result.

Customer responsibilities

Customers are responsible for the accuracy of the document requests they create, for reviewing content flagged by automated checks before acting on it, and for complying with any laws applicable to the documents and personal information they collect through Vaultform — including obtaining any consent required from End Users. Vaultform is a tool; it does not review or take responsibility for the content Customers request or collect.

Data retention

Uploaded files are automatically deleted 90 days after a request is completed or cancelled — see our Privacy Policy for details. Customers needing a different retention period for regulatory reasons should contact us before relying on the default.

No uptime guarantee

Vaultform is provided without any service-level uptime guarantee unless separately agreed in writing (available on Enterprise plans).

Limitation of liability

To the maximum extent permitted by law, Vaultform and its officers, employees, and affiliates will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising from or related to use of the service, even if advised of the possibility of such damages. Except for a Customer's payment obligations, each party's total liability arising out of or related to these terms will not exceed the amount the Customer paid Vaultform in the twelve (12) months preceding the claim. The service is provided "as is" and "as available" without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. Nothing in this section limits liability that cannot be limited under applicable law (for example, liability for gross negligence, willful misconduct, or fraud, where applicable law prohibits limiting it).

This is a standard, conservative liability-cap clause common to SaaS agreements — not a substitute for review by a lawyer familiar with your jurisdiction, industry, and risk tolerance. Have counsel confirm it before relying on it, particularly if you serve regulated industries (banking, healthcare, insurance) where liability expectations differ.

Termination

Either party may stop using Vaultform at any time. Upon termination, data is handled per our data retention policy — we do not immediately delete data upon account closure unless specifically requested.

Governing law

These terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-law principles. Any dispute arising out of or relating to these terms or the service will be resolved in the state or federal courts located in Henrico County, Virginia, and each party consents to the exclusive jurisdiction of those courts.

Contact

Questions about these terms: contact us or email support@vaultform.net.