Electronic Signature Agreement

This page explains what it means when you are asked to provide an electronic signature, or to click a button such as "I confirm" or "I agree", anywhere on AgentToolkit. It applies, for example, when:

• you sign off a property inspection, inventory, or check-in/check-out report;
• a contractor confirms that maintenance work described in a work order has been completed;
• a tenant confirms, on-site or remotely, that maintenance work has been carried out to their satisfaction (or declines to confirm it).

What signing electronically means

When you sign electronically, you are confirming the specific statement shown to you next to the signature at that point - for example, that you have read a report and agree with its contents, or that described work has been completed. You should read that statement, and the document or report it relates to, before signing. Signing does not, by itself, mean you have accepted any of the separate policies referenced elsewhere on this site (our Privacy Policy and Website Terms and Conditions,GDPR Policy, or Service Delivery Terms) - those are agreed to separately, where the relevant form asks you to.

What we record when you sign

When you provide an electronic signature, we record:

• the image of the signature you draw;
• the date and time of signing;
• technical identifiers associated with the device used to sign, such as the IP address and browser/user-agent string;
• a unique signing link (token) that ties your signature to the specific report or work order it was collected for.

We keep this record as part of the report or work order it belongs to, for the same purpose as that document (see the retention information in ourGDPR Policy). Draft legal basis for collecting this data: performance of a contract (UK GDPR Art. 6(1)(b)) and our legitimate interest in being able to evidence that a report or piece of work was reviewed and confirmed (Art. 6(1)(f)).

Legal effect of an electronic signature

Under the Electronic Communications Act 2000 (section 7), an electronic signature, and any certification of it, is admissible as evidence in legal proceedings in relation to questions about the authenticity or integrity of the communication or data it is attached to. The Act does not itself guarantee that a court will treat a particular electronic signature as conclusive - a court decides, on the facts of each case, how much weight to give it.

[[TO BE CONFIRMED BY CLIENT / LEGAL REVIEW: whether the specific data we capture (signature image, timestamp, IP address, user agent, and signing token) is adequate evidence for our intended use of these signatures, and whether any additional step - for example, a mandatory confirmation checkbox before every signature - should be required before a signature is treated as valid]]. This document describes the general legal background; it does not certify that our current signing process is legally sufficient for any particular purpose.

Your rights

Signature records are personal data. For your rights over this data (access, correction, deletion, objection, and how to complain to the ICO), see ourGDPR Policy.

Contact

For questions about this Electronic Signature Agreement, contactinfo@agenttoolkit.co.uk or call us at 01916401200.