1. Acceptance and parties
These terms (the "Terms") form an agreement between ATOM Solutions (NEQ 1182200098) ("we", "us", "ATOM") and the organization subscribing to the ATOM Signatures service (the "Customer"). By creating an account, deploying the Outlook add-in or using the service (the "Service"), the administrator represents that they have authority to bind the Customer and accepts these Terms on its behalf.
Where the Customer accesses the Service through a reseller partner, separate terms agreed with that reseller may apply to their commercial relationship (pricing, billing); in the event of a conflict on those aspects, the terms agreed with the reseller prevail, subject to the reseller program described in Section 5, under which the Customer is billed directly by ATOM at the price displayed before it subscribes.
2. Description of the Service
The Service provides centralized creation, management and deployment of email signatures for a Microsoft 365 organization: a web admin console, targeting by group, shared mailbox or individual address, dynamic fields populated from the directory (Microsoft Graph), an Outlook add-in that automatically applies the signature when messages are composed and updates it if the recipients or the sender change, and a "My signature" pane letting each user view their signature and, where their administrator allows it, adjust certain contact details.
The Service also includes a "reply" version distinct from the signature (full, compact, custom or none, at the Customer's choice), scheduled and targeted banner campaigns with up to three variants compared against each other (A/B), and aggregated, anonymous click statistics on links inserted in signatures, replies and banners, described in Section 3 of our privacy policy. These features are included in the subscription at no extra charge, and click tracking can be disabled at any time from the console's Settings.
3. Accounts and access
Access to the console uses the Customer's Microsoft (Entra ID) authentication. The Customer is responsible for managing its own Microsoft 365 accounts, the roles it assigns, and any activity performed by its administrators in the console. The Customer agrees to notify us promptly of any unauthorized access.
4. License
For the duration of the subscription, we grant the Customer a non-exclusive, non-transferable, revocable license to use the Service and the Outlook add-in for its internal business purposes only. The add-in is provided at no additional charge: it is tied to the Customer's subscription.
The Customer must not: resell, sublicense or redistribute the Service (except under a reseller program agreed with us); circumvent its security or seat-counting mechanisms; decompile or reverse engineer the Service, except to the extent permitted by mandatory law.
5. Pricing and billing
- The Service is billed in Canadian dollars (CAD), per seat, monthly or annually depending on the cycle chosen by the Customer at subscription, at the rate displayed on our website at the time of subscription or agreed directly with the Customer.
- A preferred rate is available, on request at info@atomsolutions.ca, to non-profit organizations, municipalities, healthcare institutions and other public-sector bodies; the rate then indicated or agreed prevails over the standard rate.
- A reduced rate obtained through a promotional code applies for its full duration, including to renewals and to seats added during the subscription.
- Under the reseller program, the reseller freely sets the per-seat price it charges its clients: monthly, at a minimum of CA$0.75 per seat per month, and/or annually, at a minimum of CA$9 per seat per year, plus taxes. The use of the Service by the reseller's own organization is not billed. A Customer attached to a reseller is billed directly by ATOM, through Stripe, at that price, which is displayed to it before it subscribes and replaces the standard rate; where the reseller offers both intervals, the Customer chooses monthly or annual at subscription, and the switch from monthly to annual described below is only possible if the reseller offers an annual price. A price change decided by the reseller applies from the next renewal. ATOM then pays the reseller, through Stripe Connect, the margin due to it on the amounts actually collected, net of the Stripe payment-processing fees attached to those amounts, provided the reseller has completed its Stripe sign-up; the margin attached to any refunded or disputed amount is cancelled pro rata. The reseller is not ATOM's agent.
- Billing is processed by Stripe, in advance, for the current monthly cycle or annual period, as applicable; the Customer authorizes the corresponding recurring charges.
- Applicable taxes (GST/QST) are added to the displayed rate.
- On monthly or annual billing: any increase in the number of subscribed seats is billed immediately, prorated for the time remaining until renewal, for only those seats not already paid for in the current period; any decrease results in no refund or credit — seats already paid for remain usable until renewal, and the reduced number applies, and is billed, starting with the next renewal.
- The Customer may switch from a monthly to an annual subscription at any time from the console; this switch immediately bills the annual period, with a prorated credit, calculated by Stripe, for the unused portion of the current month. Switching back from annual to monthly is not offered as self-service outside of the cancellation described in Section 9.
- Displayed prices may change with at least 30 days' notice; changes take effect at the next billing cycle or period.
6. Seats
A seat corresponds to a distinct sender email address for which the Service applies a signature during the current cycle. An address already counted keeps its signature until the next counter reset, even if the number of subscribed seats is subsequently reached by other addresses. A shared mailbox used through the Service never uses up a seat.
Once the number of subscribed seats is reached, a sender address not yet counted does not receive a signature until a seat frees up. The seat counter resets: automatically every Monday at 4 a.m. (Eastern time), after which only addresses that compose an email again are counted; or at an administrator's request from the console, at most once per 24-hour period. Reducing the number of subscribed seats does not reset the counter and takes effect at renewal (Section 5). The Customer may also increase its number of seats at any time to raise the limit.
7. Free trial
A free trial, whose length (currently 14 days) is indicated at the time of subscription, may be offered. Only one trial is offered per organization (Customer); an organization that has already used a trial, or already subscribed, cannot use another one. No payment method is required for the trial. If no valid payment method is on file at the end of the trial period, the service (signatures) is suspended, at no charge; adding a payment method reactivates it. The subscription is then cancelled automatically after 30 days of suspension.
8. Non-payment
As soon as a payment remains unpaid, the application of signatures is suspended automatically, and Stripe issues its customary automatic reminders. The console remains accessible during this period so the Customer can bring its account back into good standing (update its payment method, settle the outstanding invoice). Suspension does not relieve the Customer of amounts owed. As long as the subscription is not cancelled, Customer data remains stored, in accordance with Section 11 and our privacy policy.
9. Termination
The Customer may cancel its subscription in self-service, at any time, from the console or by email; cancellation takes effect at the end of the period already paid — the monthly cycle or, on annual billing, the end of the paid annual period — with no refund or prorated credit for the unused portion. It can be reversed as long as the current period has not ended. We may terminate or suspend the account in the event of a material breach not cured after notice.
Upon termination, the application of signatures stops and Customer data is deleted in accordance with Section 11 (Personal Information Processing Mandate) and our privacy policy (Section 8 — Retention). Sections that by their nature should survive termination do so, including: Intellectual Property and Microsoft (13), Confidentiality and Force Majeure (19), Warranties and Disclaimers (16), Limitation of Liability (17), Indemnification (18), Business Customers and Language (20) and Governing Law (22). Section 11 survives until the destruction it provides for is fully carried out.
10. Customer data
The Customer retains ownership of its data (signature templates, logos, directory attributes, configuration). It grants us only the license needed to operate the Service on its behalf. The Customer warrants that it is entitled to entrust us with its directory information for the purposes of the Service and that it has informed its staff as required by applicable laws. The processing of personal information it entrusts to us is described in Section 11 (Personal Information Processing Mandate) and in our privacy policy, which forms an integral part of these Terms.
11. Personal information processing mandate
For personal information contained in the directory and concerning the Customer's staff, ATOM Solutions acts as the Customer's mandatary, following its documented instructions and within the limits strictly necessary to provide the Service, in accordance with section 18.3 of the Act respecting the protection of personal information in the private sector.
In that capacity, we undertake to:
- process this information only for the purposes of the Service and according to the Customer's instructions;
- keep it confidential and apply the security measures described in Section 10 of our privacy policy;
- use only the subprocessors listed in Section 6 of that policy, bound by equivalent confidentiality obligations;
- notify the Customer without delay of any confidentiality incident affecting this information, and assist it with the notices it must itself give to the Commission d'accès à l'information and the individuals concerned;
- reasonably assist the Customer in responding to access, correction or deletion requests made by the individuals concerned;
- destroy or anonymize this information within 30 days of the cancellation taking effect, subject to the exceptions set out in Section 8 of the privacy policy (billing records, audit logs, consent records). The Customer may request an export of this information before that deadline, by writing to info@atomsolutions.ca.
12. Acceptable use
The Customer agrees not to use the Service to distribute content that is unlawful, misleading, defamatory or that infringes third-party rights (including in signature content), nor in a manner likely to harm the Service or its other users.
13. Intellectual property and Microsoft
The Service, the add-in, their code, design and trademarks remain our exclusive property or that of our licensors. No rights are granted other than the license described in Section 4.
ATOM Solutions is a member of the Microsoft AI Cloud Partner Program. This membership does not make ATOM Signatures a product published, approved or endorsed by Microsoft. Microsoft, Outlook, Microsoft 365 and related marks are trademarks of Microsoft Corporation; ATOM Signatures is an independent product, neither affiliated with nor endorsed by Microsoft.
14. Availability, maintenance and support
We use commercially reasonable efforts to keep the Service available and secure. Planned (maintenance) or unplanned interruptions may occur; we strive to limit their duration and impact. Support is provided by email at info@atomsolutions.ca (see the support page). The Service also depends on third-party platforms (Microsoft 365, Outlook) whose propagation delays and changes are beyond our control.
15. Preview features
Certain features may be offered as a preview (beta), identified as such in the console. They are provided "as is", without warranty, may be changed, interrupted or withdrawn at any time, and are not subject to any availability or support commitment.
16. Warranties and disclaimers
The Service is provided "as is" and "as available". To the extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and uninterrupted or error-free operation. No advice obtained from the Service creates any warranty not expressly stated in these Terms.
17. Limitation of liability
To the extent permitted by law: (a) our total aggregate liability under the Service is limited to the amounts paid by the Customer in the 12 months preceding the event giving rise to the claim; (b) we are not liable for indirect, incidental or consequential damages (loss of profits, business, data or use). Nothing in these Terms excludes or limits liability arising from gross or intentional fault, or relating to bodily or moral injury, in accordance with article 1474 of the Civil Code of Québec, or any other liability that cannot be limited under mandatory law.
18. Indemnification
The Customer indemnifies and holds us harmless from any claim, loss, damage or reasonable expense (including professional fees) arising from the content it incorporates into its signatures — including legal notices, trademarks, images and links — and from any infringement of a third party's rights that this content may cause.
19. Confidentiality and force majeure
Each party undertakes to protect the confidentiality of the other party's non-public information it becomes aware of in performing these Terms, to use it only for that purpose, and not to disclose it to third parties, except where legally required.
Neither party is liable for a delay or failure caused by an event reasonably beyond its control, including changes, interruptions or limits imposed by Microsoft platforms. For example, on Outlook mobile, signature insertion is only possible with a tokenized manifest deployed by the Customer, and recipient-based updates do not exist there: these limitations arise from the Microsoft platform, not from the Service.
20. Business customers and language
The Service is intended exclusively for organizations for their internal needs; these Terms do not constitute a consumer contract, and provisions applicable to contracts entered into with a consumer do not apply to them.
The parties have required that these Terms be drafted in French, in accordance with section 55 of the Charter of the French language. The English version is provided for convenience; in the event of a discrepancy between the two versions, the French version prevails.
21. General provisions
- These Terms, together with our privacy policy, constitute the entire agreement between the parties and supersede any prior agreement on the same subject.
- If a provision is found invalid or unenforceable, the remaining provisions remain in effect (severability).
- The Customer may not assign these Terms without our prior written consent; we may assign these Terms in connection with a merger, acquisition or sale of assets.
- Failure to exercise a right under these Terms does not constitute a waiver of that right.
- Any notice required under these Terms is validly given by email, to the account administrator's address or to info@atomsolutions.ca.
22. Governing law
These Terms are governed by the laws of Québec and the federal laws of Canada applicable therein. Any dispute is subject to the exclusive jurisdiction of the courts of Québec.
23. Contact us
ATOM Solutions (NEQ 1182200098) — info@atomsolutions.ca — atomsolutions.ca