Terms of service

Last updated 15 August 2026

These terms govern your use of Hubnexa Sign, a product of DACLAN Investment Limited, a company registered in New Zealand and referred to here as “we” and “us”. By creating an account or sending a document through the service, you agree to them. If you are agreeing on behalf of a business, you confirm you are authorised to bind that business.

What the service does

Hubnexa Sign lets you send documents for electronic signature, records who signed them and when, and produces a signed PDF with a certificate of completion. Part 4 of the Contract and Commercial Law Act 2017 sets out when an electronic signature has legal effect in New Zealand. The service is built to meet those requirements, but whether any particular document is validly signed and enforceable depends on the document and the circumstances. That judgement is yours, not ours.

What we do not do

We are not a law firm and we do not provide legal advice. We do not verify the identity of signers beyond confirming that the person used the signing link sent to their email address. We do not read or check the contents of your documents. If a document requires witnessing, notarisation, or a form of signature that electronic signing cannot satisfy, it is your responsibility to know that.

Your responsibilities

• Keep your account credentials secure. You are responsible for activity under your account.
• Send documents only to people who expect them. Do not use the service for unsolicited bulk email.
• Have the right to send the documents you upload, and the right to hold the personal information you enter.
• Do not upload unlawful material, malware, or content you are not entitled to distribute.

We may suspend an account that breaches these terms, or that puts the service or our email sending reputation at risk.

Documents and records

You keep ownership of everything you upload. We store it to provide the service and do not use it for any other purpose. Draft documents can be deleted at any time. Documents that have been sent or completed cannot be deleted — deleting them would destroy the audit trail that gives the signature its evidential value — but they can be archived so they no longer appear in your list.

Completed documents, certificates and audit trails are retained for at least seven years. Each signer receives a copy of the signed document and certificate by email, so copies exist independently of this service.

Availability

We aim to keep the service available but do not guarantee uninterrupted access. The service depends on third-party providers for hosting, storage and email delivery, and may be unavailable during maintenance or provider outages. We do not guarantee that an email will reach a signer’s inbox; spam filtering is outside our control.

Liability

Nothing in these terms limits rights that cannot lawfully be excluded. In New Zealand that includes rights under the Consumer Guarantees Act 1993 and the Fair Trading Act 1986. In Australia it includes the consumer guarantees under the Australian Consumer Law, which cannot be excluded, restricted or modified.

Where you use the service for business purposes in New Zealand, the parties agree that the Consumer Guarantees Act 1993 does not apply.

To the extent permitted by law, we are not liable for indirect or consequential loss, including lost profits or lost business opportunity, and our total liability in connection with the service is limited to the amount you paid us in the twelve months before the claim arose, or NZ$100 if the service was provided free of charge.

Other people at your firm

You may invite colleagues to your account. Anyone you invite can see and send envelopes, and can see your contacts and templates, so invite only people who should have that access. You are responsible for who you invite and for removing anyone who leaves.

Having more than one person with access is also how a firm keeps control of its own account. If one person loses access to their email, another can still sign in.

Signing in

Signing in takes two steps. After your password, we send a six-digit code to your email address and you enter it to continue. This is not optional: a password on its own is the most common way an account is taken over, and the documents held here are worth more than the inconvenience.

You may mark a device as trusted, in which case we will not ask for a code on that device for thirty days. Do not do this on a shared or public computer. That trust lapses on its own after thirty days.

Because the code goes to the address you sign in with, losing access to that inbox means losing access to the account. Give us a recovery email address and invite a colleague, and neither of you will be stuck.

Getting back into your account

You can reset your password from the sign-in page at any time. You may also give us a recovery email address, which should belong to a colleague rather than being another inbox of your own, so that losing access to one does not lock the firm out.

If you cannot get in by any of those means, contact us. We will help where we reasonably can, but we will not transfer control of an account without being satisfied that the person asking is entitled to it. That protects your documents as much as it may frustrate you.

If our prices change

We may change our prices. If we do, the price you are already paying does not change: a new price applies to accounts that subscribe on or after the date it takes effect.

If we ever need to change the price of an existing subscription, we will tell you at least 30 days beforehand, and you may cancel before it takes effect. We keep a record of every price and the date it applied from, so what you were charged and when can always be established.

Currency

All prices are stated and charged in New Zealand dollars, wherever your business is. If your card or bank account is held in another currency, your bank converts the amount at its own rate and may add a fee. That conversion is between you and your bank; we receive the New Zealand dollar amount shown on your invoice.

GST

DACLAN Investment Limited is registered for GST in New Zealand under number 143-879-321. All prices we quote are exclusive of GST unless we say otherwise.

If your business is in New Zealand, GST is added at the rate in force, currently 15 percent, and shown separately on your invoice with our GST number.

If your business is outside New Zealand, the supply is an export of services and is zero-rated, so no New Zealand GST is charged. You remain responsible for any tax due in your own country. An Australian business, for example, accounts for its own GST under the reverse charge rules. We rely on the country you give us in your billing settings, so please keep it accurate.

Fees

Where the service is provided free of charge, we may introduce fees on notice. We will tell you before any charge applies to your account, and you may close your account instead.

The free trial

A new account may send up to five envelopes free of charge, for up to fifteen days from sign-up, whichever limit is reached first. No payment details are required.

During the trial an envelope counts when it is sent, not when it is signed, because the trial is a chance to try the service rather than an allowance to be drawn down. If an envelope is declined or you void it, that envelope is returned to your trial. There is a separate limit on the total number of trial envelopes that may be sent, to prevent the trial being reset indefinitely.

Once either limit is reached, sending stops until you choose a plan. Documents signed during the trial are complete and valid, and remain available to view and download whether or not you go on to subscribe. We may vary the trial for new accounts at any time; a trial already under way is not affected.

Subscriptions and envelope allowances

Paid plans include a set number of envelopes each month. An envelope is counted only when it is fully signed; sending, voiding and declining cost nothing. Envelopes beyond your monthly allowance are charged at your plan’s stated rate and appear as a separate line on your next invoice.

Unused envelopes roll into the following month, up to the limit stated for your plan. A rolled-over balance has no cash value and cannot be transferred or refunded.

Ending your subscription

You may cancel at any time. When a subscription ends you can no longer send new envelopes, but you keep full access to view and download every document already signed, together with its certificate and audit trail. Envelopes already sent can still be completed by their signers.

Any unused or rolled-over envelope balance is forfeited when a subscription ends, and does not return if you subscribe again later. Your account, company and documents remain intact, so resubscribing restores sending without any need to set up again.

Dormant accounts

Where an account has had no active subscription for 24 months, we may write to you at your registered address and, if we receive no response within 30 days, close the account and delete its contents. We will always give you the opportunity to download your documents first.

This does not shorten the retention described above: completed documents and their audit records are kept for at least seven years from completion, whether or not the account remains open.

Ending your account

You may stop using the service at any time and ask us to close your account. We will retain completed documents and their audit trails for the retention period described above. We may end your access on reasonable notice, or immediately if you breach these terms.

Governing law

These terms are governed by New Zealand law, and the New Zealand courts have exclusive jurisdiction.

Contact

Questions about these terms: support@hubnexa.net.