Terms of Service

Platform / Service: The software, websites, apps, API, and features operated by Codweb under the CodSign brand.

Account Holder / User: The natural person or legal entity that creates an account and contracts or uses the Service.

Sender: The Account Holder or a member of their account who uploads a document and sends it for signature.

Signer: The person the Sender asks to sign a document. The Signer does not need to create a CodSign account.

Document: The file (PDF or Word) the Sender uploads to the Platform for electronic signature, along with its fields, signers, and metadata.

Electronic signature: The Signer's expression of intent made through the methods the Platform offers (drawing, typographic text, image, or signing from a phone), associated with the technical evidence of the process.

Audit certificate: The document generated by the Platform that consolidates the technical evidence of a signing process (declared identity, dates and times, IP, device, cryptographic fingerprint, etc.).

SHA-256 fingerprint: The unique cryptographic value that identifies a file and makes any later alteration detectable.

Phone notification: The notice sent to a Signer's phone by WhatsApp and, if not delivered, by automatic SMS fallback.

Monthly notification allowance: The number of phone notifications included in each plan per billing cycle for sends made from the web app.

Token: A unit consumed for each phone notification sent through the API, or for each notification from the app that exceeds the monthly allowance. Tokens purchased separately accumulate and never expire.

Sandbox mode: A test environment with no legal validity, for evaluating the Platform without consuming real quota or producing documents with legal effect.

Trial account: A free account with a limited number of documents and notifications, granted once at sign-up, to get to know the Platform before subscribing to a paid plan.

CodSign lets the Sender send electronic documents for one or more people to sign, defining signature, initials, text, and date fields on the document, and verifying the declared identity of each Signer before granting access.

Identity verification: Access to the document is granted through a unique link sent to the Signer's email and, if the Sender enables it, also by SMS or WhatsApp to the declared phone number. Exclusive control over that receiving channel, together with the Signer's express acceptance, is what reasonably confirms that the person signing is the intended recipient. CodSign verifies control of the contact channel, not the Signer's legal identity via an ID document, biometrics, or other reinforced mechanisms, unless such features are expressly offered and enabled.

Signing methods: The Signer can sign by drawing their signature on screen, typing it and choosing a font style, uploading an image of their signature, or scanning a QR code to sign from their phone.

Reminders and management: The Platform lets you send reminders (within frequency limits), set a deadline, allow or disallow rejection of the document, prevent download by the Signer, add a custom message, use reusable templates, run bulk sends, and check the status and history of each document.

Certification and public verification: Once all signatures are complete, the Platform generates the final document, calculates its cryptographic fingerprint (SHA-256), seals it with CodSign's own digital certificate, and attaches an audit page. Anyone can verify the document's authenticity and status by entering its verification code or scanning its QR code, with no account required.

API and webhooks: The Platform exposes a REST API and webhooks to integrate electronic signature into the Account Holder's systems. API use is subject to these Terms, the published technical documentation, and the limits of the contracted plan.

Plans: The Service is offered through subscription plans (monthly, quarterly, yearly, or one-time) with a set number of documents per period. Email notifications are unlimited. Phone notifications are included through a monthly allowance; API sends and any overflow beyond the allowance are billed through tokens purchased separately. Current plans, prices, and allowances are published at codsign.co/precios and may be updated periodically; price changes do not affect a period already paid for.

Service evolution: We may add, modify, or discontinue features. If a modification substantially reduces an essential feature of your plan during a period already paid for, you may request early termination and a pro-rata refund of the unused portion.

Eligibility: You must be at least 18 years old and have the legal capacity to contract on your own behalf or on behalf of the company you represent. The Platform is designed for professional and business use; it is not directed at minors.

Accuracy of information: The information you provide at registration and while using the Service (name, email, company, billing details, your signers' data) must be accurate, complete, and kept up to date. You are responsible for keeping it current.

Account security: You are responsible for keeping your credentials, your API token, and all activity under your account confidential. You must notify us immediately of any unauthorized use or security breach. We strongly recommend enabling two-factor authentication (2FA).

Team accounts: The Account Holder may invite members with Admin (full access, including billing and team management) or Collaborator (documents only) roles. The Account Holder is responsible, toward Codweb and toward third parties, for all actions taken by the members they invite and for revoking their access where appropriate.

One account per holder: You must not create multiple accounts to circumvent plan, trial-period, or promotion limits.

Legal framework: Signatures generated through CodSign constitute an electronic signature under Colombian Law 527 of 1999 (Electronic Commerce Law), which grants legal validity and evidentiary weight to data messages, and Decree 2364 of 2012 (compiled into Sole Regulatory Decree 1074 of 2015), which gives electronic signatures the same validity and legal effects as a handwritten signature when reliable methods appropriate to the purpose for which the data message was generated or communicated are used. Colombia's General Code of Procedure (Law 1564 of 2012, articles 244 and 247) presumes documents in the form of data messages to be authentic and allows them to be assessed as evidence.

CodSign is not an accredited digital certification entity: CodSign provides electronic signature under the general regime of Law 527 of 1999, not "digital signature" in the strict, qualified sense that requires accreditation as a Digital Certification Entity or Trust Service Provider before Colombia's National Accreditation Body (ONAC). The validity of the electronic signature generated by CodSign rests on the reliability of the method used (verification of control over a contact channel, the Signer's express acceptance, technical evidence, and cryptographic fingerprint of the document), not on an accreditation of that nature. CodSign also does not provide qualified time-stamping (accredited TSA); the recorded timestamps come from the Platform's servers and from the messaging providers.

Scope of certification: Each signed document includes an audit certificate that consolidates the technical evidence of the process: each Signer's declared identity and the verification method used; the date and time of sending, opening, signing, or rejection; the IP address, device, operating system, and browser recorded at the moment of signing; and the SHA-256 fingerprint of the original and signed documents. This certificate documents only the declared data and the technical evidence recorded by the Platform. It does not constitute notarial public faith, does not validate the authenticity of the base document or the truth of its content, and does not replace legal advice.

Audit evidence: The certificate and audit trail for each document can be downloaded from the dashboard and checked online publicly via the verification code or QR code. Signer data is shown partially masked on the public verification page to protect their personal information.

Content responsibility: Codweb is not a party to the documents signed through the Platform. The existence, validity, lawfulness, content, interpretation, performance, and legal effects of each document are the sole responsibility of the Sender and the Signers.

Signer duties and non-repudiation: The Signer is responsible for keeping exclusive control over access to their email, phone, and the verification codes (OTP) sent through those channels, and for not sharing them with third parties. Once completed, a signature cannot be repudiated by simply denying the act, unless it is shown that the verification channel was compromised for reasons beyond the Signer's control.

Acts requiring additional formalities: Certain legal acts require, by law, a handwritten signature, a public deed, notarization, signature acknowledgment, physical presence, or registration before an authority (for example, and without limitation: some acts disposing of real estate, wills, certain powers of attorney, marital capitulations, negotiable instruments in physical form, and certain filings before public entities). It is the sole responsibility of the Sender and the Signers to verify, before using the Platform, whether the document in question admits electronic signature and meets the required formalities. Codweb is not liable for documents that turn out to be unenforceable, ineffective, or void for lack of formalities.

A Signer may sign without registering. In that case, their relationship with Codweb is limited to the specific acceptance they make within the signing flow (acceptance of these Terms to the extent relevant and of the Privacy Policy, and consent to the processing of their data). The Signer does not acquire an account or any rights to use the Platform beyond that specific signing process and the public verification of the resulting document.

Relationship with the Sender: The Signer acknowledges that it was the Sender — not Codweb — who asked them to sign. Any claim about the content of the document, the timing of the send, or the underlying relationship must be directed to the Sender.

In addition to what is provided elsewhere in these Terms, the Account Holder agrees to:

Legitimacy of use: Send for signature only legitimate documents in which it has a legal interest and the authority to request the signature, and whose recipients are actually meant to sign them.

Authorization over third-party data: Have the authorization or legal basis to provide Codweb with the personal data of its Signers (name, email, phone) and to have informed them, where applicable, of the applicable processing.

Due diligence: Verify by its own means the real identity and capacity of its counterparties where the nature of the transaction requires it; the verification the Platform performs over control of the contact channel does not replace the Account Holder's own know-your-customer (KYC), anti-money-laundering, or other obligations.

Own regulatory compliance: Comply with the regulations applicable to its activity (tax, labor, financial, consumer protection, data protection, sector-specific, etc.) when using the Platform.

Custody of its copies: Download and keep by its own means the copies of signed documents and their certificates it needs for evidentiary, accounting, or record-retention purposes. Availability on the Platform is a consultation service, not indefinitely guaranteed archival storage.

Email: Email notifications (signature requests, reminders, receipts) are included in all plans without limit and at no additional cost.

Monthly phone-notification allowance: Each plan includes a monthly allowance of phone notifications (WhatsApp with automatic SMS fallback) for sends made from the web app, regardless of how many Signers a document has. That allowance resets each billing cycle and is neither cumulative nor transferable.

Tokens: Tokens are consumed only for (i) each phone notification sent through the API and (ii) each notification from the app that exceeds the monthly allowance. Tokens purchased separately accumulate and never expire. Add-on token prices are published at codsign.co/precios.

Allowance exhaustion: If the monthly allowance runs out and no tokens are available, phone notifications are skipped but email keeps being sent; sending the document is never blocked for this reason.

Fair use and abuse prevention: The monthly allowance is sized for normal business use. Codweb may temporarily limit phone notifications, require the purchase of tokens, or suspend the account in the face of a sending pattern that manifestly exceeds that use, suggests spam, or triggers complaints or blocks from the messaging carriers. Email is not limited for this reason.

Third-party dependency: Delivery of SMS and WhatsApp depends on telecom carriers and on Meta Platforms, Inc. Codweb does not guarantee the delivery, timeliness, or reading of these messages, and is not liable for blocks, filters, or delays attributable to those providers or to the recipient's device.

Billing: Paid plans are billed in advance according to the chosen periodicity, through the Wompi or PayPal gateways. Prices are shown in the currency indicated at the time of purchase (COP or USD, as applicable) and include or exclude taxes as indicated in the payment process and on the invoice.

Renewal: Unless stated otherwise in the purchase process, subscriptions do not renew automatically: at the end of each period the Account Holder must renew manually from the dashboard. The Account Holder may change plans at any time; changes that involve a higher amount are charged immediately and lower-amount changes apply from the next period.

Non-cumulative allowances: Unused documents in a period and the monthly phone-notification allowance do not carry over to the next period. Tokens purchased separately and bonus documents earned through the referral program do accumulate and never expire while the account is active.

Cancellation: You can cancel your subscription at any time from the dashboard; the Service remains active until the end of the paid period. No refunds are issued for partially used periods or allowances, except (i) where required by applicable law, (ii) the right of withdrawal where it applies under the Consumer Statute, or (iii) the cases in section 2 "Service evolution".

Non-payment: If a payment is declined or reversed, we may suspend access to the paid features after reasonable notice, keeping read-only access to already-signed documents for a reasonable time.

Coupons and promotions: Discount coupons are subject to the validity, amount, and usage conditions defined at the time they are issued, are not exchangeable for cash, and do not combine with other promotions unless expressly stated.

On request only: The formal electronic invoice (with tax validity before the DIAN) is issued only when the Account Holder expressly requests it at the time of purchase, by checking the corresponding box and having complete and correct billing details (legal name, tax ID/document, tax regime, email, and city). It is the Account Holder's responsibility to keep that data accurate.

Internal receipt: When the Account Holder does not request an electronic invoice, each purchase still generates an internal receipt downloadable as a PDF with the details of the transaction, for reference and control. This receipt does not replace an electronic invoice.

Timelines: The electronic invoice is issued within the legal timelines once payment is confirmed and the data is validated. If the billing details are incorrect or incomplete, issuance may be delayed or require a later correction.

Use of CodSign, whether by Account Holders or Signers, implies authorization for the processing of personal data under our Privacy and Personal Data Processing Policy, pursuant to Law 1581 of 2012, Decree 1377 of 2013, and related rules.

Roles: Regarding the Signers' data provided by the Account Holder, the Account Holder acts as Data Controller and Codweb as Data Processor, processing them only to provide the Service according to the Account Holder's instructions and the law. Regarding the Account Holder's account data and the audit evidence, Codweb acts as Data Controller.

Your signers' data: If you send a document to third parties for signature, you represent that you have the authorization or legal basis required to provide us with their personal data for the sole purpose of managing the signing process, and you assume responsibility toward those Signers for the accuracy of the data and for having informed them of the applicable processing, where required.

Signer consent: Before signing, each Signer must expressly accept the processing of their personal data under the Privacy Policy via the consent checkbox presented during the signing process.

More information: Full details on what data we collect, how we use it, who we share it with, international transfers, retention periods, and how to exercise your rights as a data subject (Habeas Data) are in the Privacy and Personal Data Processing Policy.

During the term: While your account is active, your documents, certificates, and audit history remain available for consultation and download from the dashboard.

Export: You can download your signed documents, the originals, and the audit certificates at any time. We recommend exporting the relevant information before canceling the account.

After cancellation or closure: After termination of the relationship we will retain data for the periods stated in the Privacy Policy. We may retain, even after account closure and in a segregated manner, the audit evidence and the hashes of already-signed documents, for the sole purpose of allowing their public verification and evidentiary value, and to meet legal, accounting, or authority requirements.

Deletion: You may request deletion or anonymization of your personal data by writing to [email protected]. We will address the request within legal timelines, unless a retention obligation exists or it is necessary to keep audit evidence of already-signed documents.

When using CodSign, you agree NOT to:

Send or request the signature of documents with illegal, fraudulent, deceptive, or defamatory content, that infringes third-party rights (intellectual property, image, honor), or that promotes unlawful activities.

Impersonate another person, misrepresent a Signer's identity, or request signatures from people who are not meant to sign the document.

Use the Platform for money laundering, terrorism financing, fraud, phishing, or to circumvent legal or judicial controls.

Attempt to breach the Platform's security, circumvent technical or plan limits, reverse-engineer the software, scan or test for vulnerabilities without prior written authorization, or access data or accounts of other users.

Overload or interfere with the infrastructure (for example, through abusive automation, mass scraping, or denial of service).

Use bulk sending or the API for spam or unsolicited communications. You must have the authorization or legal basis to contact each recipient and limit use to genuine signature documents.

Resell, sublicense, or offer the Service as your own to third parties without express written authorization from Codweb.

Consequences: Breach of this section may result in feature limitation, immediate suspension or cancellation of the account without refund, retention and delivery of evidence to authorities where required by law, and pursuit of any applicable legal action.

CodSign's: The Platform, its software, code, brand, logos, design, documentation, and content are the property of Codweb SAS or its licensors and are protected by intellectual property laws. These Terms grant you only a limited, non-exclusive, non-transferable, revocable license to use the Service as agreed here, with no right to copy, modify, distribute, or create derivative works.

Your documents: You retain all rights to the documents you upload and send for signature. Codweb only processes and stores them to provide the Service and claims no ownership over their content.

Feedback: If you send us suggestions or feedback about the Service, we may use them freely to improve it, without any right to compensation for you.

Best effort: We strive to keep the Platform continuously available, but the Service is provided "as is" and "as available". We do not guarantee uninterrupted, timely, secure, or error-free service, unless a specific written service-level agreement (SLA) is agreed, generally available for Enterprise plans.

Maintenance: We may perform scheduled maintenance (aiming to give reasonable advance notice and use low-impact windows) and unscheduled maintenance for technical or security reasons, and temporarily suspend access when necessary to protect the Platform or its users.

Third-party services: Some features depend on external providers (payment gateways, SMS/WhatsApp messaging, cloud infrastructure, transactional email). We are not responsible for interruptions, changes of terms, or suspensions originating from those providers.

Neither party will be liable for failure or delay in its obligations (other than payment obligations already accrued) when caused by events beyond its reasonable control, such as natural disasters, widespread power or internet outages, massive cyberattacks, acts of authority, conflicts, pandemics, or failures of essential providers. The affected party must inform the other as soon as possible and make reasonable efforts to mitigate the impact.

CodSign is a technology tool. Neither the Platform, nor the documentation, nor the support team provides legal, tax, or accounting advice. The information about the validity of electronic signatures provided here is general and does not replace consulting a professional about your specific case. You decide, at your own risk, which documents to sign by this means.

The Account Holder will indemnify and defend Codweb, its partners, officers, employees, and providers against any claim, demand, penalty, loss, damage, or expense (including reasonable attorney fees) arising from: (i) the content, validity, lawfulness, or effects of the documents it sends for signature; (ii) the use of its Signers' personal data without the required authorization or legal basis; (iii) breach of these Terms or of applicable law by the Account Holder or the members of its account; or (iv) improper or unauthorized use of the Platform under its account. Codweb will promptly notify the Account Holder of the claim and may participate in its defense.

To the maximum extent permitted by law, Codweb will not be liable for indirect, incidental, special, punitive, or consequential damages arising from the use or inability to use the Platform, including loss of data, revenue, opportunities, or reputation, even if advised of their possibility.

Codweb is not liable for: the unenforceability, ineffectiveness, or nullity of a document for lack of legal formalities; the falsity of data declared by the Account Holder or the Signers; the repudiation of a signature where the Signer failed to safeguard their contact channels or codes; or decisions made based on information from the Platform.

Codweb's total and aggregate liability for any claim related to the Service is limited to the amount actually paid by the Account Holder to Codweb for the Service during the twelve (12) months prior to the event giving rise to the claim. For trial accounts or free plans, that limit is zero, without prejudice to what the law imperatively provides.

Nothing in these Terms excludes or limits Codweb's liability for willful misconduct or gross negligence, for harm to the life or integrity of persons, or in the other cases where Colombian law does not permit such limitation.

By Codweb: We may suspend or cancel your account, with prior notice where reasonably possible: (i) if you breach these Terms or the Acceptable Use section; (ii) if we detect fraudulent, unlawful activity or activity that endangers the Platform, other users, or Codweb; (iii) for non-payment after reasonable notice; or (iv) if a legal or authority requirement compels us. In serious cases or of imminent risk, suspension may be immediate.

By the Account Holder: You may cancel your subscription or request the permanent closure of your account at any time from the dashboard or by writing to [email protected].

Effects: Upon termination, your access to the Service features will cease. We will retain your documents and data for the period stated in the Privacy Policy, and the audit evidence of already-signed documents per section 11. Provisions that by their nature should survive (intellectual property, indemnity, limitation of liability, confidentiality, governing law) will remain in effect after termination.

The Account Holder may not assign or transfer its account or the rights or obligations under this contract without prior written authorization from Codweb. Codweb may assign this contract, in whole or in part, to an affiliate or in the context of a reorganization, merger, or sale of assets, notifying you by a reasonable means; if the new contract holder substantially changes the conditions to your detriment, you may terminate the relationship with a pro-rata refund.

We may update these Terms to reflect changes in the Service, in our providers, or in applicable regulations. We will update the "last updated" date and, where changes are substantial, notify you by email to the registered address or through a prominent notice on the Platform, with reasonable advance notice before they take effect. Continued use of the Service after the changes take effect constitutes acceptance; if you do not accept them, you may terminate the relationship before that date.

You agree to receive Service-related communications (operational, security, billing, and legal) by electronic means, primarily to the email address registered in your account and through notices on the Platform. It is your responsibility to keep that email current and to check it. Notices to Codweb under this contract must be sent to [email protected]. An electronic communication will be deemed received on the business day following its sending, unless proven otherwise.

Entire agreement: These Terms, together with the Privacy Policy and the specific conditions of each plan, constitute the entire agreement between the parties regarding the Service and supersede any prior agreement or communication on the same subject.

Severability: If a clause of these Terms is held invalid or unenforceable by a competent authority, the remaining clauses will remain in full effect, and the affected clause will be interpreted as closely as possible to the original intent within what the law allows.

No waiver: The fact that Codweb does not exercise a right or does not require the performance of an obligation at a given time does not imply a waiver of doing so later.

Relationship of the parties: These Terms do not create a partnership, agency, employment relationship, or joint venture between the parties. Each party acts on its own account.

Headings: Section headings are for reference only and do not affect the interpretation of these Terms.

Language: These Terms may be available in several languages; in case of discrepancy, the Spanish version prevails.

These Terms are governed by the laws of the Republic of Colombia. The parties will endeavor in good faith to resolve any dispute through direct discussion before resorting to judicial proceedings. Any dispute not resolved that way will be submitted to the courts of the Republic of Colombia with jurisdiction in Medellín, Antioquia, unless a mandatory rule provides for a different venue (for example, the consumer's domicile where the Consumer Statute applies).

If you have questions about these Terms, or to send any legal notice, contact us:

Company: Codweb SAS

Tax ID (NIT): 901.144.915-0

Email: [email protected]

WhatsApp: +57 304 645 0798

Location: Medellín, Antioquia, Colombia