Are electronic signatures valid?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are documented.

When is notarization required?

Notarization depends on state law and subject matter; deeds and some powers of attorney typically require notarization. Check state notary rules before finalizing a notarized clause.

Can I use remote online notarization?

Many states permit RON with identity proofing and audio‑video recording. Requirements vary—confirm state RON rules and retention obligations before relying on remote notarization.

What if a party changes their mind about data sharing?

Include revocation procedures in the agreement. For consumer‑facing consents, ESIGN requires disclosure of the right to withdraw consent and a practicable withdrawal process.

How long must we keep signed records?

Retention varies by context: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and state rules may require longer retention for incident evidence.

What authentication level is recommended?

Choose stronger methods for sensitive operations (SMS code, knowledge‑based questions, or multi‑factor) and record the method used in the audit trail for dispute defense.

Electronic Signature
Templates
Miscellaneous
Connected Vehicle Agreement

Connected Vehicle Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CONNECTED VEHICLE AGREEMENT

This Connected Vehicle Agreement ("Agreement") is entered into as of by and between the parties identified below.

Provider Name: Provider Address: Client Name: Client Address:

RECITALS

WHEREAS, Provider develops, supplies and supports telematics hardware, embedded software, and cloud-based services that enable remote monitoring, diagnostics, data analytics and communications for motor vehicles; and

WHEREAS, Client operates vehicles and desires to engage Provider to install, configure and provide access to connected vehicle services subject to the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend to set forth their respective duties regarding installation, data collection, use, payment, confidentiality and warranties in this Agreement.

SCOPE OF WORK

Provider shall perform the services described below. Provider will supply required hardware and software components and will configure connectivity in accordance with the technical specifications and delivery schedule agreed by the parties.

Detailed Scope of Work (installation, devices, services, deliverables):

INSTALLATION; MAINTENANCE; OPERATIONAL RESPONSIBILITIES

Provider will coordinate installation and commissioning of covered devices on Client vehicles. Client will provide reasonable access to vehicles, power and facilities as required. Parties acknowledge that normal operation requires periodic maintenance and software updates; Provider will notify Client prior to scheduled maintenance where service interruption is expected.

Installation responsibility: Provider installs Client installs

DATA COLLECTION, OWNERSHIP AND USE

Provider will collect operational and sensor data from covered vehicles including but not limited to location, speed, diagnostic trouble codes, fuel consumption and device telemetry (collectively, "Telematics Data"). Unless otherwise agreed in writing, Client retains ownership of Telematics Data generated by Client's vehicles. Provider is granted a limited, non-exclusive license to use Telematics Data to provide services, improve products and for aggregated analytics in a form that does not reasonably identify Client or individual drivers.

Data retention period:

PAYMENT TERMS

Fees and Charges — Total Fee or Recurring Amount: Payment Schedule and Invoicing: Late Fee / Interest on Overdue Amounts: Payment Method:

TERM AND TERMINATION

The term of this Agreement will commence on and will continue until unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience by providing written notice to the other party at least days prior to the desired termination date. Either party may terminate for material breach if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice, or immediately if the breach is incapable of cure.

CONFIDENTIALITY

Each party shall maintain as confidential and shall not disclose to any third party any Confidential Information of the other party. "Confidential Information" includes non-public business, technical and financial information, customer data and Telematics Data designated as confidential or that which reasonably should be understood to be confidential given its nature. Confidential Information does not include information that is: (a) generally available to the public other than by breach of this Agreement; (b) rightfully received from a third party without restriction; or (c) independently developed by the receiving party without use of the disclosing party's Confidential Information.

The obligations set forth in this section shall continue for following termination or expiration of this Agreement. Notwithstanding the foregoing, either party may disclose Confidential Information to the extent required by law, provided the disclosing party gives prior notice to the other party to allow it to seek protective measures.

LIMITATION OF LIABILITY AND INDEMNIFICATION

Except for liability arising from gross negligence, willful misconduct, breach of confidentiality or indemnification obligations, neither party shall be liable to the other for incidental, consequential, special or punitive damages. Each party shall indemnify and hold harmless the other from third-party claims arising from its own negligence, willful misconduct or breach of applicable law in connection with this Agreement.

COMPLIANCE WITH LAWS; EXPORT CONTROLS

Each party shall comply with all applicable laws, rules and regulations in performance of its obligations under this Agreement, including those related to privacy, data protection, electronic communications and export controls. Client is responsible for lawful use of Telematics Data and for obtaining any consents required by local regulation for collection of driver data where applicable.

GOVERNING LAW; ENTIRE AGREEMENT

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to choice of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for disputes arising under this Agreement.

This Agreement, including all exhibits and statements of work incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties.

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Notices under this Agreement shall be given in writing to the addresses set forth above or to such other address as a party may designate by notice.

IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized representatives.

Provider Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Connected Vehicle Agreement Covers

A Connected Vehicle Agreement is a contract that defines how vehicle telematics, software, and data connectivity are authorized, managed, and shared between an owner, vehicle manufacturer, fleet operator, or third‑party service provider. It sets rights and responsibilities for data access, telemetry transmission, software updates, security controls, liability for misuse, and acceptable use of remote diagnostic or over‑the‑air features. These agreements commonly address data retention, consent for personal information, interoperability, firmware changes, and procedures for incident response to protect both privacy and operational integrity.

Why this agreement matters for connected vehicles

A clear Connected Vehicle Agreement reduces operational risk by documenting data ownership, permitted uses, security measures, and update/maintenance responsibilities. It helps avoid disputes over telemetry access, clarifies who may act on vehicle‑generated alerts, and supports regulatory compliance for privacy and safety-sensitive data.

Who commonly completes a Connected Vehicle Agreement

Different signatories bring different obligations—assign technical roles, designate data stewards, and record who can request or revoke data access.

Fleet managers and operators who control large vehicle pools and need standardized data feeds and maintenance workflows.
OEMs and Tier‑1 software vendors that supply telematics, updates, and remote diagnostics under warranty or subscription models.
Insurers and mobility service providers that require access to driving data for risk scoring, claims handling, or usage‑based products.

Core elements to include in a professional agreement

A well‑drafted Connected Vehicle Agreement includes precise clauses for data scope, security, liabilities, update management, access controls, and termination procedures to reduce ambiguity and support enforcement.

Data scope

Define types of data (location, diagnostics, sensor streams), collection frequency, and permitted aggregation or resale to third parties.

Access rights

Specify who can access data, the purpose of access, role‑based permissions, and processes for granting or revoking access in real time.

Security controls

Require technical safeguards such as encryption, patching schedules, authentication, breach notification timelines, and compliance with industry standards.

Software updates

Describe how over‑the‑air updates are authorized, tested, rolled back, and how incidents introduced by updates are remediated.

Liability & indemnity

Allocate responsibility for data breaches, misoperation caused by remote commands, and third‑party claims with defined limits and exclusions.

Termination

Detail data return or deletion obligations, transition assistance, escrow of cryptographic keys, and survival of confidentiality and indemnity clauses.

Security and compliance considerations

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES‑256 encryption

Access logging: Detailed audit trail

Privacy controls: Consent and anonymization

Regulatory fit: HIPAA and state privacy

Signature law: ESIGN and UETA compliant

How to complete a Connected Vehicle Agreement — step by step

Follow this sequence to prepare, review, and finalize the agreement with minimal rework and clear audit evidence.

01

Assemble details: Gather VINs, party legal names, and data categories.
02

Draft terms: Insert scope, security, and liability language.
03

Review and negotiate: Share with stakeholders for technical and legal input.
04

Sign and store: Obtain signatures and preserve audit trail copies.

Configuring the online workflow for signatures and data consent

Set up a consistent digital workflow so consent, authentication, and audit logs are captured every time the agreement is signed.

Field	Configuration
Authentication level	Email link with optional SMS code
Signature order	Sequential signing by designated roles
Conditional fields	Show additional clauses when vendor selected
Audit retention	Store certificates and action logs

Where to send or file the completed agreement

Decide final destinations for executed copies and integration endpoints to ensure operational use and compliance traceability.

Primary custodian: Legal or fleet manager document repository
Technical intake: Telematics platform integration endpoint
Insurance copies: Send to insurer or broker as required
Regulatory filing: Retain per state or federal requirements

Digital signing and eSubmission considerations

Ensure the eSubmission flow preserves signed copies, audit trails, and any necessary consent disclosures for consumer‑facing functions.

Integrations: Salesforce, NetSuite, Microsoft 365
File formats: PDF, DOCX, HTML supported
Authentication: Email, SMS, or stronger methods

Typical timelines and processing expectations

Establish clear deadlines for negotiation, security review, signature completion, and data onboarding to align technical and legal teams.

Negotiation window:

Allow 7–21 days depending on complexity

Security review:

2–4 weeks for vulnerability and architecture checks

Signature period:

Recommend 7–14 days for all signatories

Data onboarding:

Typically 1–4 weeks after execution

Post‑execution audit:

Complete within 30 days and archive

Common preparation mistakes to avoid

Undefined data categories or vague descriptions that permit unexpected sharing and create privacy or commercial disputes.
Omitting authentication or audit requirements for remote signers, which weakens enforceability and complicates incident investigations.
Failing to align update/rollback procedures for over‑the‑air software, exposing fleets to operational risk after patches.
Ignoring local law variations for notarization or consumer consent when agreements are used across multiple states or jurisdictions.

Consequences of incorrect or incomplete agreements

Contract disputes: Exposure to costly litigation and injunctive relief

Regulatory fines: Privacy or safety violations may trigger state or federal penalties

Data breaches: Liability for unauthorized disclosures and remediation costs

Operational downtime: Service interruptions from faulty updates or remote commands

Insurance denials: Claims may be disputed if obligations unclear

Tax/reporting penalties: Late or incorrect filings can incur IRC §6721 fines

Select eSignature solution comparison for executing vehicle agreements

Key pricing and capability points to consider when choosing an eSignature vendor for Connected Vehicle Agreements; signNow is listed first for comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Connected Vehicle Agreements

Answers to common questions on enforceability, signatures, data access, and practical execution when using electronic workflows.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are documented.
When is notarization required?
Notarization depends on state law and subject matter; deeds and some powers of attorney typically require notarization. Check state notary rules before finalizing a notarized clause.
Can I use remote online notarization?
Many states permit RON with identity proofing and audio‑video recording. Requirements vary—confirm state RON rules and retention obligations before relying on remote notarization.
What if a party changes their mind about data sharing?
Include revocation procedures in the agreement. For consumer‑facing consents, ESIGN requires disclosure of the right to withdraw consent and a practicable withdrawal process.
How long must we keep signed records?
Retention varies by context: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and state rules may require longer retention for incident evidence.
What authentication level is recommended?
Choose stronger methods for sensitive operations (SMS code, knowledge‑based questions, or multi‑factor) and record the method used in the audit trail for dispute defense.

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