ClearPolicy

Terms of Service

Last updated: July 8, 2026

These Terms of Service ("Terms") govern your use of ClearPolicy ("ClearPolicy," "we," "our," or "us"). By creating an account or using the service, you agree to these Terms.

If you do not agree, please do not use ClearPolicy.

What ClearPolicy Does

ClearPolicy helps organizations:

  • Create and manage policy documents
  • Send acknowledgment and signature requests
  • Collect electronic signatures
  • Record paper on file (upload a signed paper copy) when electronic completion is not available
  • Track when policies are viewed, acknowledged, and signed

ClearPolicy provides electronic signature functionality for internal organizational policies, and related tools to keep completion records in one place.

Accounts

To use ClearPolicy, you must:

  • Be authorized to act on behalf of your organization
  • Provide accurate account information
  • Keep your login credentials secure

You are responsible for all activity under your account.

People and Recipients

Organizations may upload or add people to request acknowledgments or signatures.

Recipients:

  • Do not need an account
  • Receive secure links by email
  • May view and acknowledge or sign policies

You are responsible for ensuring you have permission to contact recipients.

Third-party Integrations

ClearPolicy integrates with third-party platforms including Google Drive, Planning Center, Microsoft sign-in, Zapier, and authorized API or MCP clients. By connecting these integrations, you authorize ClearPolicy to access data from those platforms as described in our Privacy Policy. You are responsible for ensuring your use of third-party integrations complies with those platforms' terms of service.

Policy Content

You retain full ownership of all policies and content you create or upload.

You are responsible for:

  • The accuracy and legality of policy content
  • Determining whether acknowledgment or electronic signature is sufficient for your needs
  • Compliance with applicable laws and regulations

ClearPolicy does not review or validate policy content.

Electronic Signatures

ClearPolicy provides electronic signature functionality built to meet the core requirements of the ESIGN Act and UETA for organizational policy acknowledgments, employee handbooks, and similar internal documents.

Electronic signatures in ClearPolicy:

  • Capture typed name, timestamp, IP address, and browser details
  • Record the signer's intent to sign electronically
  • Store a durable record of the document version presented at signing
  • Include the elements ESIGN and UETA require for enforceable electronic signatures on organizational policies

Important limitations:

  • You are responsible for determining if electronic signatures meet your legal requirements
  • Some documents may require wet ink signatures or notarization
  • ClearPolicy does not provide legal advice on signature requirements

When electronic completion is not available, team members may record paper on file by uploading a signed paper copy on a pending request so status and the file stay in ClearPolicy. Paper on file is not an electronic signature under ESIGN or UETA and does not produce an attestation certificate. You remain responsible for whether a paper record is adequate for your legal and compliance needs.

If you're unsure whether electronic signatures are appropriate for your use case, consult legal counsel.

Payment and Billing

Paid Plans

Paid plans are billed monthly via Stripe. By subscribing:

  • You authorize recurring charges to your payment method
  • Charges occur automatically on your billing date
  • You're responsible for keeping payment information current

Cancellation and Refunds

  • You may cancel your subscription at any time
  • Cancellation takes effect at the end of the current billing period
  • No refunds for partial months or unused service
  • Access to paid features ends when subscription expires

We may change pricing with 30 days notice to active subscribers.

Free Trial

New organizations receive a 30-day free trial. No payment is required during the trial. At the end of the trial, continued access requires a paid subscription. We will notify you before the trial expires.

Acceptable Use

You agree not to:

  • Use ClearPolicy for unlawful purposes
  • Send abusive, deceptive, or spam communications
  • Attempt to access data belonging to other organizations
  • Interfere with or disrupt the service
  • Use the service to collect signatures on documents you don't have authority to distribute

We reserve the right to suspend or terminate accounts that violate these Terms. API access and third-party integrations (such as Zapier) are subject to these same acceptable use requirements. We reserve the right to revoke API access for misuse or excessive usage.

Service Availability

We aim to provide reliable service, but ClearPolicy is provided "as is." We do not guarantee:

  • Uninterrupted availability
  • Error-free operation
  • Suitability for a specific legal or regulatory requirement

Compliance metrics

Dashboard scores, progress indicators, and similar metrics in ClearPolicy reflect completion of assigned document acknowledgments and signatures in the product. They do not determine whether your organization, employees, volunteers, or other people are legally or regulatory compliant, or whether anyone has read, understood, or is following your policies in practice. You are responsible for your compliance program and how you use these metrics.

Data and Privacy

Your use of ClearPolicy is subject to our Privacy Policy, which explains how data is collected and used, and our Data Processing Agreement, which governs how we process personal data on your organization's behalf. By using ClearPolicy, you agree to the Data Processing Agreement on behalf of your organization.

Termination

You may stop using ClearPolicy at any time.

We may suspend or terminate access if:

  • These Terms are violated
  • The service is misused
  • Payment fails for paid plans
  • Required by law

Upon termination or organization removal:

  • You lose access to your account or organization
  • You may request export of your data within 30 days
  • If your organization has completed signatures or acknowledgments, we deactivate the organization and retain completion records as described in our Data Processing Agreement
  • If your organization has no completed signatures or acknowledgments, we may delete other data from active systems after 30 days

Limitation of Liability

To the maximum extent permitted by law:

  • ClearPolicy is not liable for indirect, incidental, or consequential damages
  • Our total liability is limited to the amount paid for the service in the past 12 months
  • We are not responsible for how you use signature data or whether electronic signatures meet your legal requirements

Indemnification

You agree to indemnify and hold ClearPolicy harmless from claims arising from:

  • Your use of the service
  • Your policy content
  • Your violation of these Terms
  • Your violation of applicable laws

Changes to These Terms

We may update these Terms from time to time. Changes will be posted with an updated date. Continued use of the service constitutes acceptance of the updated Terms.

Governing Law

These Terms are governed by the laws of the United States and the state of Montana, without regard to conflict of law principles.

Contact

Questions about these Terms? Email: [email protected]