Communications Policy

JHS Solutions LLC ("Company," "we," "our," or "us") recognizes that electronic communications are fundamental to the secure operation of the Portal Platform.

This Communications Policy describes how the Company sends, receives, routes, monitors, secures, stores, and manages electronic communications associated with the Platform.

This Policy applies to all communications transmitted through or on behalf of the Platform, including current and future communication technologies.

This Communications Policy forms part of the Portal Platform Legal Suite™ and should be read together with:

LEGAL-001 — Master Terms of Service;

LEGAL-002 — Privacy Policy; and

other applicable legal documents adopted by the Company.

1.1 Purpose

This Communications Policy establishes the rules governing electronic communications generated, transmitted, received, routed, stored, or otherwise processed through the Platform.

The Company's objective is to provide communications that are:

secure;

reliable;

transparent;

timely;

lawful;

respectful of user preferences;

consistent with applicable legal requirements.

1.2 Scope

This Policy applies to all current and future communications associated with:

Portal Platform™;

eSignare®;

Customer Workspace;

Signer Portal;

Administrator Portal;

Trust Center™;

Certificate of Completion™;

Dispatch Center™;

AI Services;

Enterprise Services;

APIs;

Mobile Applications;

future Platform products.

1.3 Communication Channels

The Platform may communicate using one or more channels, including:

email;

SMS;

MMS;

WhatsApp;

secure portal messaging;

push notifications;

browser notifications;

mobile application notifications;

voice calls where offered;

video communications where offered;

AI chat assistants;

customer support chat;

APIs;

webhooks;

enterprise integrations;

future digital communication technologies.

1.4 Communication Principles

The Company strives to ensure that Platform communications are:

accurate;

secure;

relevant;

reasonably necessary for the requested service;

respectful of applicable privacy laws;

compliant with applicable communication regulations;

delivered using commercially reasonable methods.

2.1 General Principles

The Platform generates various categories of communications necessary to operate, secure, administer, and improve the services provided by JHS Solutions LLC.

Not every User will receive every category of communication.

The communications received depend upon:

account type;

subscription level;

services used;

communication preferences;

legal requirements;

security settings;

organizational configuration;

future Platform functionality.

2.2 Transactional Communications

Transactional Communications are messages necessary to operate the Platform or fulfill services requested by the User.

Transactional Communications may include:

account registration confirmations;

email verification;

identity verification;

document invitations;

signature requests;

reminder notices;

completed document notifications;

Certificate of Completion™ notifications;

Trust Center™ verification notices;

Verification ID notifications;

account updates;

billing confirmations;

invoices;

receipts;

subscription changes;

free trial reminders;

renewal notices;

password reset messages;

Multi-Factor Authentication (MFA) codes;

security alerts;

fraud alerts;

maintenance notifications;

legal notices.

Transactional Communications are considered an essential part of the Platform and generally cannot be disabled while an Account remains active, except where required by applicable law.

2.3 Electronic Mail (Email)

Email serves as one of the primary communication methods used by the Platform.

Email communications may include:

account confirmations;

electronic signature invitations;

document reminders;

completed workflow notifications;

Trust Center™ communications;

Certificate of Completion™ delivery;

customer support responses;

billing notifications;

invoices;

receipts;

legal notices;

platform updates;

educational resources;

service announcements.

The Company encourages Users to:

maintain a valid email address;

monitor spam or junk folders;

whitelist Company domains where appropriate;

promptly update email addresses when changes occur.

2.4 SMS and MMS Communications

Where available and authorized, the Platform may communicate using SMS or MMS.

These communications may include:

authentication codes;

Multi-Factor Authentication;

document notifications;

signature reminders;

appointment reminders;

security alerts;

account verification;

billing reminders;

urgent operational notices.

Carrier message and data rates may apply.

Wireless carriers are not responsible for delayed or undelivered messages.

2.5 WhatsApp Communications

Where supported, the Platform may communicate using WhatsApp Business or successor messaging services.

WhatsApp communications may include:

document invitations;

reminder messages;

authentication assistance;

customer support;

appointment reminders;

business notifications;

future Platform communications.

Use of WhatsApp remains subject to the terms, privacy practices, technical limitations, and availability of WhatsApp and its operators.

2.6 Push Notifications

Supported mobile applications and browsers may provide Push Notifications.

Push Notifications may include:

new document alerts;

completed document notifications;

signing reminders;

account security notices;

subscription reminders;

billing notifications;

software updates;

future Platform notifications.

Users may manage Push Notification settings through supported Platform controls or device settings where available.

2.7 Secure Portal Communications

Certain communications are delivered exclusively through authenticated areas of the Platform.

Examples include:

Workspace notifications;

Administrator notifications;

document workflow status;

enterprise administration messages;

Trust Center™ notifications;

billing dashboard notices;

compliance notices;

internal Platform alerts.

Portal communications may require successful authentication before becoming accessible.

2.8 Customer Support Communications

Customer support interactions may occur through:

email;

secure messaging;

live chat;

AI assistants;

telephone where available;

video support where available;

future support technologies.

Support communications may be recorded, logged, or retained for quality assurance, security, training, dispute resolution, or legal compliance, subject to applicable law.

2.9 Artificial Intelligence Communications

Where AI Services are available, communications may occur between Users and AI-powered systems.

AI communications may include:

document summaries;

translation assistance;

workflow guidance;

customer support;

search assistance;

frequently asked questions;

onboarding guidance;

educational assistance;

future AI capabilities.

AI-generated communications are intended to assist Users and do not constitute legal, tax, accounting, immigration, financial, or other professional advice.

2.10 Marketing Communications

Subject to applicable law and any required consent, the Company may send Marketing Communications regarding:

new products;

Platform features;

educational content;

webinars;

training opportunities;

promotional offers;

newsletters;

company announcements;

conferences;

product demonstrations;

future services.

Marketing Communications remain separate from Transactional Communications.

Users may opt out of Marketing Communications using available unsubscribe mechanisms or account settings.

2.11 Enterprise Communications

Enterprise Organizations may receive additional communications including:

administrative notifications;

organization security alerts;

billing administration;

user management;

API administration;

compliance notifications;

enterprise reports;

service advisories;

integration notifications.

Enterprise administrators remain responsible for communicating applicable organizational policies to their users where appropriate.

2.12 Dispatch Center™

The Platform may utilize the Dispatch Center™ to coordinate electronic communications.

The Dispatch Center™ may:

schedule deliveries;

prioritize communications;

retry failed deliveries;

route communications across multiple delivery providers;

monitor delivery status;

maintain communication logs;

generate delivery reports;

support enterprise workflows;

coordinate future communication technologies.

The Company may modify Dispatch Center™ functionality as Platform capabilities evolve.

2.13 Future Communication Technologies

As communication technology evolves, the Company may implement additional communication methods, including technologies that provide functionality comparable to or greater than those described in this Policy.

References to specific communication methods include reasonable technological successors unless the context requires otherwise.

Where new communication technologies require additional disclosures or consent under applicable law, the Company will provide such notices before implementation.

3.1 User Consent

By creating an Account, submitting information, requesting services, electronically signing documents, or otherwise interacting with the Platform, Users consent to receive electronic communications that are reasonably necessary to provide the requested services.

Where applicable law requires additional or separate consent for specific communication methods or categories of messages, the Company will obtain such consent before sending those communications.

Consent may be obtained through:

electronic acknowledgments;

account registration;

electronic signatures;

communication preference settings;

checkboxes;

opt-in confirmations;

mobile device permissions;

other affirmative actions recognized by applicable law.

3.2 Communication Preferences

Users may manage certain communication preferences through available Platform settings or by contacting the Company.

Preferences may include:

marketing emails;

newsletters;

promotional announcements;

educational content;

product updates;

webinar invitations;

event notifications;

optional surveys;

future marketing communications.

Certain Transactional Communications remain essential to Platform operation and generally cannot be disabled while an Account remains active.

3.3 Marketing Communications

Marketing Communications are sent only where permitted by applicable law and, where required, after obtaining appropriate user consent.

Marketing Communications may relate to:

Platform enhancements;

new products;

educational resources;

special offers;

training opportunities;

industry news;

conferences;

webinars;

future Company services.

Users may withdraw consent for Marketing Communications at any time using available unsubscribe mechanisms or by updating communication preferences.

3.4 Transactional Communications

Transactional Communications are operational messages necessary to:

provide requested services;

authenticate Users;

maintain account security;

administer subscriptions;

process billing;

complete document workflows;

notify Users of important account events;

comply with legal obligations.

Examples include:

password reset emails;

Multi-Factor Authentication (MFA) codes;

document invitations;

signature reminders;

completed document notifications;

invoices;

receipts;

security alerts;

fraud alerts;

policy updates required by law.

Because these communications are necessary for Platform operation, Users generally cannot opt out of them while maintaining an active Account, except where required by applicable law.

3.5 CAN-SPAM Compliance

The Company intends to conduct commercial email communications in accordance with the Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003 (CAN-SPAM Act) and other applicable laws.

Commercial email communications will, where applicable:

accurately identify the sender;

avoid deceptive subject lines;

include legally required sender information;

provide a reasonable unsubscribe mechanism;

honor applicable opt-out requests within legally required timeframes.

Nothing in this section limits the Company's ability to send Transactional Communications necessary to provide requested services or comply with legal obligations.

3.6 Telephone Consumer Protection Compliance

Where the Platform sends SMS, MMS, voice calls, WhatsApp messages, or similar communications, the Company intends to comply with the Telephone Consumer Protection Act (TCPA) and other applicable federal, state, and local laws.

Where required by law, Users will be asked to provide appropriate consent before receiving certain automated communications.

Users may revoke consent for non-essential communications through available methods, subject to applicable legal requirements.

3.7 Florida and Other Applicable Laws

The Company operates from the State of Florida and seeks to comply with applicable Florida laws governing electronic communications, consumer protection, privacy, and electronic commerce.

Where Users are located in jurisdictions with additional communication requirements, the Company will make commercially reasonable efforts to comply with those legal obligations applicable to its operations.

3.8 International Communications

The Platform may communicate with Users located in multiple countries.

International communications may be subject to:

local telecommunications regulations;

privacy laws;

anti-spam requirements;

data protection laws;

carrier limitations;

governmental restrictions.

Availability of communication methods may vary by country or region.

3.9 Message Frequency

The frequency of communications depends upon:

user activity;

document workflows;

account settings;

security events;

subscription status;

customer support interactions;

enterprise administration;

legal obligations.

The Company does not guarantee a minimum or maximum number of communications unless expressly stated for a specific service.

3.10 Delivery of Communications

The Company uses commercially reasonable methods to transmit communications through authorized service providers.

Delivery may depend upon:

recipient email providers;

wireless carriers;

messaging platforms;

internet connectivity;

user device settings;

spam filtering;

third-party infrastructure;

other factors beyond the Company's reasonable control.

Transmission of a communication does not guarantee that the recipient has received, opened, read, or acted upon the communication.

3.11 Delivery Failures

Communications may fail due to circumstances including:

invalid contact information;

inactive accounts;

full mailboxes;

spam filtering;

carrier restrictions;

device limitations;

network outages;

service provider interruptions;

user-configured blocking;

technical failures.

The Company may, but is not obligated to, attempt alternative delivery methods where appropriate and available.

3.12 Retry Policies

The Dispatch Center™ or other Platform systems may automatically retry delivery of certain communications where operationally appropriate.

Retry schedules may vary depending upon:

communication type;

urgency;

provider limitations;

security considerations;

enterprise configuration;

future Platform functionality.

The Company reserves the right to discontinue retry attempts where further delivery attempts are unlikely to succeed or could create operational or legal concerns.

3.13 Communication Records

The Company may maintain records relating to communications, including:

transmission timestamps;

delivery status;

routing information;

sender information;

recipient information;

authentication events;

communication identifiers;

message metadata;

system logs;

future operational records.

Such records support:

customer service;

fraud prevention;

security;

audit requirements;

dispute resolution;

legal compliance;

Platform improvement.

Communication records are retained in accordance with the Company's Privacy Policy and Record Retention Policy.

3.14 Legal Notices

Certain communications may constitute official legal or contractual notices.

Where permitted by applicable law, such notices may be delivered electronically through:

email;

authenticated Platform messages;

account dashboards;

Dispatch Center™ communications;

other reasonable electronic methods.

Users are responsible for maintaining current contact information and regularly reviewing communications associated with their Accounts.

3.15 Future Communication Standards

As communication technologies and legal requirements evolve, the Company may adopt new communication methods, authentication standards, delivery mechanisms, consent procedures, or compliance practices.

References in this Policy to current communication technologies include reasonable technological successors unless the context requires otherwise.

The Company will update this Policy as necessary to reflect material changes in communication practices.

4.1 Communication Security

The Company is committed to maintaining commercially reasonable administrative, technical, organizational, contractual, and physical safeguards intended to protect electronic communications processed through the Platform.

Security measures may include, where implemented:

encrypted communications;

authenticated messaging;

Multi-Factor Authentication (MFA);

role-based access controls;

message integrity validation;

secure APIs;

audit logging;

network monitoring;

anti-spoofing technologies;

fraud detection systems;

artificial intelligence-assisted security monitoring;

vulnerability management;

incident response procedures;

future security technologies.

The Company continuously evaluates and improves its communication security practices as technology and threats evolve.

4.2 Dispatch Center™

The Platform may utilize the Dispatch Center™ as its centralized communication management system.

The Dispatch Center™ may:

schedule communications;

prioritize message delivery;

queue communications;

route messages through one or more communication providers;

retry failed deliveries;

generate delivery confirmations where available;

maintain communication logs;

support enterprise workflows;

coordinate future communication technologies.

The Company reserves the right to enhance, replace, or expand Dispatch Center™ functionality as Platform capabilities evolve.

4.3 Message Integrity

The Company employs commercially reasonable measures intended to preserve the integrity of Platform communications.

Such measures may include:

authentication mechanisms;

message validation;

transmission monitoring;

secure communication protocols;

integrity verification;

audit logging;

cryptographic technologies where implemented;

future message integrity technologies.

No electronic communication system can guarantee that every message will remain free from interception, delay, corruption, alteration, or unauthorized access.

4.4 Third-Party Communication Providers

The Company may utilize independent third-party providers for:

email delivery;

SMS messaging;

MMS messaging;

WhatsApp communications;

push notifications;

voice communications;

cloud messaging;

APIs;

enterprise messaging;

future communication services.

While the Company carefully selects service providers, it does not control the independent operation, availability, policies, or infrastructure of third-party providers.

Service interruptions affecting third-party providers may impact communication delivery.

4.5 Communication Incident Response

If the Company becomes aware of a material incident affecting Platform communications, it may:

investigate the incident;

identify affected systems;

contain operational risks;

restore communications;

implement corrective actions;

coordinate with service providers;

notify affected Users where required by applicable law;

cooperate with governmental authorities where legally required.

The Company's response procedures may evolve as communication technologies and security practices develop.

4.6 Record Retention

The Company may retain communication records for purposes including:

customer support;

security;

fraud prevention;

audit requirements;

dispute resolution;

legal compliance;

operational continuity;

Platform improvement.

Communication records may include:

message identifiers;

timestamps;

routing information;

delivery status;

authentication events;

communication metadata;

system logs;

future operational records.

Retention periods are governed by the Company's Record Retention Policy, Privacy Policy, contractual obligations, and applicable law.

4.7 User Responsibilities

Users are responsible for:

maintaining current contact information;

protecting authentication credentials;

monitoring communications associated with their Accounts;

promptly reporting suspected unauthorized communications;

reviewing important Platform notifications;

maintaining reasonable security for devices used to access the Platform.

Failure to maintain accurate contact information may delay or prevent delivery of important communications.

4.8 Availability of Communications

The Company does not guarantee:

uninterrupted communication services;

immediate message delivery;

successful delivery by third-party providers;

delivery to spam-filtered inboxes;

delivery to blocked numbers;

continuous availability of communication networks.

Communication delivery depends upon factors that may be outside the Company's reasonable control.

4.9 Disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, COMMUNICATION SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS.

THE COMPANY DISCLAIMS WARRANTIES REGARDING:

uninterrupted delivery;

transmission speed;

message routing;

carrier availability;

third-party provider availability;

compatibility with every communication platform;

continuous service availability.

Nothing in this section limits rights that cannot lawfully be disclaimed.

4.10 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES ARISING FROM:

delayed communications;

failed deliveries;

carrier interruptions;

Internet outages;

third-party messaging failures;

spam filtering;

user-configured blocking;

telecommunications failures;

communication delays beyond the Company's reasonable control.

Nothing in this section limits liability that cannot lawfully be limited.

4.11 Governing Law

This Communications Policy shall be governed by the laws of the State of Florida, together with applicable federal laws of the United States, without regard to conflict-of-law principles, except where mandatory law provides otherwise.

4.12 Relationship to Other Policies

This Communications Policy forms part of the Portal Platform Legal Suite™ and should be read together with:

LEGAL-001 — Master Terms of Service;

LEGAL-002 — Privacy Policy;

LEGAL-004 — Security Policy;

LEGAL-005 — AI Services Policy;

LEGAL-006 — Electronic Signature Disclosure & Consent;

LEGAL-007 — Cookie Policy;

LEGAL-008 — Acceptable Use Policy;

LEGAL-009 — Trust Center™ Policy;

LEGAL-010 — Record Retention Policy;

LEGAL-013 — Data Processing Addendum (where applicable); and

any additional legal documents incorporated by reference.

Where another policy specifically governs a communication-related subject, that policy shall control with respect to that subject matter while this Policy continues to govern the Company's overall communication practices.

4.13 Amendments

The Company may update this Communications Policy to reflect:

changes in communication technologies;

legal developments;

Platform enhancements;

security improvements;

operational changes;

future products and services.

Material revisions will be communicated using reasonable electronic methods where required by applicable law.

Continued use of the Platform following the effective date of revised policies constitutes acceptance of the updated Communications Policy to the extent permitted by applicable law.

4.14 Contact for Communications Questions

Questions regarding this Communications Policy or communications from the Company may be submitted to:

JHS Solutions LLC

Email: support@esignare.com

Support is available for matters including:

Email Communications

SMS Notifications

Push Notifications

Marketing Preferences

Communication Preferences

Opt-Out Requests

Communication Questions

General Customer Support

Additional contact methods and support resources may be published through the Portal Platform™ from time to time. Where required by applicable law, the Company may designate a communications or compliance representative to assist with communications-related inquiries.