ProcessBuilder Terms of Service
Version: 1.1 Effective date: 2026-08-23 Last updated: 2026-08-23
This is a DRAFT and it has not been reviewed by a lawyer. It is written by
the people who built the product and it is accurate about what the software
does. It is not legal advice, and it must be reviewed by a qualified lawyer
before a paying customer is asked to accept it. The open item for that review
is PB-07.
Placeholders in
[SQUARE BRACKETS]are facts only the vendor can supply.
docs/legal/LEGAL-OPEN-ITEMS.mdlists every one of them.
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1. Who these terms are between
These terms are an agreement between [LEGAL ENTITY NAME], company number [COMPANY NUMBER], of [REGISTERED ADDRESS] ("we", "us", "our") and the organisation that installs or uses ProcessBuilder ("you", "your", "the Customer").
If you are accepting these terms during installation, you confirm that you are authorised to bind your organisation. Installation requires administrative rights over your organisation's Microsoft 365 environment, and we rely on that as evidence of your authority.
We record your acceptance. When you tick the box on the installation page we store, in our own systems, which documents you accepted, their version numbers, a SHA-256 hash of the exact text that was on your screen, your directory object identifier and sign-in name, and the time. The record is append-only: nothing can change or delete a row afterwards. Section 5.10 of the privacy policy describes it and section 8 of that policy tells you how to ask us what your organisation accepted and when.
Where a separate signed agreement, order form or enterprise agreement exists between us, that document governs and these terms apply only where it is silent.
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2. What ProcessBuilder is
ProcessBuilder is software that runs inside your own Microsoft 365 environment. It lets your people design forms and approval processes, submit and route them, apply electronic signatures, and keep an audit record of what happened.
Two parts make it work together:
The application, which is installed into your own SharePoint environment and runs there.
The service, which we operate in our own Microsoft Azure subscription. It performs the operations that must not be performed by a browser, most importantly applying the access rules that protect each submission.
Your content is stored in your own Microsoft 365 environment. The service holds a narrow permission over the single SharePoint site you register during installation, so that it can do its work on that site and no other.
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3. Installation, permissions and what we ask for
Installing ProcessBuilder requires you to grant permissions in your own Microsoft 365 environment. We list them here rather than only in the consent screen, because an administrator should be able to read them before they start.
During installation, the installation tool acts using the sign in of the administrator who is running it. It uses that sign in to read your directory so that it can show you a list of sites, to upload the application package to your app catalogue, to create the site's lists and security groups, and to make the permission grant described below. The installation tool stores nothing. It holds nothing after the browser tab is closed.
Permanently, the service holds one permission: control over the single SharePoint site you registered. It needs this level rather than a lesser one because it applies access rules to individual submissions on your behalf, and Microsoft requires this level to do that. It cannot reach any other site in your environment. This restriction is enforced by Microsoft and not by our own code.
We will not describe any permission as temporary unless it is actually withdrawn afterwards. The permission above is not withdrawn after installation. It is what the service runs on, and if it is removed the product stops working.
You can revoke it at any time, from your own Microsoft 365 administration, without asking us. Doing so stops the service. It does not delete anything, because your content is in your environment and not in ours.
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4. Your responsibilities
You are responsible for the content your organisation creates with ProcessBuilder, for deciding what personal data to collect through it, and for having a lawful basis to collect it.
You are responsible for who you give access to, for the roles you assign inside the product, and for who holds administrative rights over your Microsoft 365 environment. A person who administers your SharePoint environment can reach what is stored in it. This is a property of the storage and not of our software, and we have documented its exact limits in the administrator access paper referenced in section 14.
You will not use ProcessBuilder to break the law, to infringe anybody's rights, to store content you have no right to store, or to attack, probe or degrade the service or anybody else's use of it. You will not attempt to reach another customer's data.
You will keep your users' accounts secure. We do not issue or hold passwords.
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5. Electronic signatures, and what they are and are not
ProcessBuilder produces electronic signatures supported by a detailed evidence record, including who signed, when, from where, and a cryptographically chained log designed so that a later alteration of an earlier entry can be detected.
What we assert. The signatures produced correspond to a simple or general electronic signature as those terms are used in the EU eIDAS Regulation and in Israel's Electronic Signature Law, supported by a strong evidentiary trail.
What we do not assert. ProcessBuilder does not produce an advanced electronic signature, a qualified electronic signature, or the Israeli "secure" or "certified" signature levels. Those require the signing means to be under the sole control of the signatory and, for the highest levels, a certificate issued by a recognised certification authority and held by the signatory. Our software does not provide that, and it refuses to publish a process that claims a level it cannot produce rather than quietly producing a weaker signature under a stronger name.
What that means for you. For most internal approvals a general electronic signature with a strong evidence record is sufficient and is admissible. Where the law or your own risk appetite requires a higher level for a particular document, you should not rely on ProcessBuilder for that document. If you are unsure, take legal advice on the specific use rather than on the product.
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6. Availability and support
We aim to keep the service available and will use reasonable efforts to do so. Where a service level commitment applies it is set out in [SERVICE LEVEL DOCUMENT OR ORDER FORM]. In the absence of such a document, the service is provided without a specific availability commitment.
Support is provided at [SUPPORT CONTACT] during [SUPPORT HOURS].
We may perform maintenance. Where maintenance is planned and will interrupt the service, we will give reasonable notice to the administrative contact.
Your own Microsoft 365 environment is not ours to keep available. Interruptions caused by Microsoft, by your network, or by changes you make to your own environment are outside our control.
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7. Fees
Fees, the billing period and the payment terms are set out in [ORDER FORM OR PRICE LIST]. Unless stated otherwise, fees are exclusive of value added tax and any other applicable tax, which you are responsible for.
If a subscription expires or is cancelled, the service stops. Your content remains in your own Microsoft 365 environment and remains readable by you there. We do not hold it hostage and we have no ability to.
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8. Your data, and getting it out
Your content is yours. We claim no ownership of it and we acquire no rights in it beyond what is needed to provide the service.
Because your content is stored in your own Microsoft 365 environment throughout, an export is not a request you make of us. It is already in your hands. On request we will document the structure of the stored data so that your own team or a third party can work with it directly.
Our handling of personal data is set out in the Privacy Policy at [PRIVACY POLICY URL], which forms part of these terms. Where your organisation requires a separate data processing agreement, we will enter into one.
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9. Confidentiality
Each of us will keep the other's confidential information confidential and will use it only for the purposes of this agreement. This does not apply to information that is already public through no fault of the receiving party, that was already known without an obligation of confidence, or that must be disclosed by law, in which case the disclosing party will be told first where it is lawful to tell them.
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10. Intellectual property
We own ProcessBuilder, its software, its documentation and everything we develop in providing the service. You are granted a non exclusive, non transferable right to use it for your own internal business purposes for as long as your subscription is current.
You will not copy, decompile, reverse engineer or create derivative works from the software except to the extent that applicable law expressly permits it notwithstanding this restriction.
Where you give us feedback we may use it freely to improve the product, without obligation to you and without acquiring any rights in your content.
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11. Warranties and disclaimers
We warrant that we will provide the service with reasonable skill and care, and that we have the right to grant the rights we grant here.
Beyond that, and to the fullest extent the law allows, the service is provided as it is. We do not warrant that it will be uninterrupted or error free, that it will meet a particular requirement of yours, or that any given electronic signature will be accepted by any given court, counterparty or regulator.
Nothing in these terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, and for fraud.
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12. Liability
Subject to the paragraph above, and to the fullest extent the law allows:
Neither of us is liable to the other for loss of profit, loss of revenue, loss of anticipated savings, loss of business opportunity, or any indirect or consequential loss.
Our total aggregate liability arising out of or in connection with these terms, whether in contract, tort including negligence, or otherwise, is limited to the fees paid or payable by you in the twelve months before the event giving rise to the claim.
We are not liable for loss of your content held in your own Microsoft 365 environment, including loss caused by an act of one of your own administrators, by your Microsoft configuration, or by Microsoft itself. Backup of your Microsoft 365 environment is your responsibility.
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13. Term, suspension and termination
These terms begin when you first install or use ProcessBuilder and continue for as long as your subscription is current.
Either of us may terminate for material breach that is not remedied within thirty days of written notice.
We may suspend the service immediately, with notice to your administrative contact, if continuing to provide it would put the service, its other customers, or any person at material risk, or if it is required by law. We will restore it as soon as the cause is resolved.
On termination, your right to use the software ends and the service stops. Your content stays in your own Microsoft 365 environment. Sections 8 to 12, and any provision which by its nature should survive, survive termination.
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14. Related documents
The following form part of your agreement with us where they are made available to you:
Privacy Policy, at [PRIVACY POLICY URL] Administrator access paper, which states what an administrator of your own environment can technically reach and what no application can prevent Data processing agreement, where one is entered into Order form, price list or service level document, where one exists
Where any of these conflicts with these terms, the more specific document governs on the point of conflict.
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15. General
Changes. We may change these terms. We will publish the new version at [TERMS URL] and, where a change materially affects your rights or obligations, we will notify your administrative contact at least thirty days before it takes effect. If you do not accept a material change you may terminate before it takes effect and receive a pro rata refund of fees paid for the unused period.
Assignment. Neither of us may assign this agreement without the other's consent, except that either may assign it as part of a merger, reorganisation or sale of substantially all of its business, on notice.
Entire agreement. These terms, together with the documents in section 14, are the whole agreement between us on their subject matter and replace anything said or written before.
Severance. If any provision is found unenforceable, the rest continues in force.
No waiver. A failure to enforce a right is not a waiver of it.
Governing law and jurisdiction. These terms are governed by the laws of [GOVERNING LAW JURISDICTION], and the courts of [COURTS JURISDICTION] have exclusive jurisdiction, without prejudice to any mandatory right you may have to bring proceedings in the courts of your own country of residence.
Export and sanctions. You confirm that you are not located in, and will not use ProcessBuilder from, a country or territory subject to comprehensive sanctions by the United Nations, the European Union, the United Kingdom, the United States or Israel, and that you are not a person or entity designated on any applicable sanctions list.
Governing language. These terms are published in English and may be provided in translation. Where there is any inconsistency, the English version governs.
Contact [LEGAL ENTITY NAME] [REGISTERED ADDRESS] [GENERAL CONTACT EMAIL]