What is an Employee Klaviyo Agreement?

A written contract that sets permitted uses, access roles, authentication requirements, and data handling rules for employees using a Klaviyo account. It documents consent and provides evidence for audits and incident response.

Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Who needs to sign the agreement?

The employee who will receive access plus an authorized manager or HR representative. For high-risk roles, include a security approver and IT witness to confirm provisioning controls.

How do you remove access after termination?

Revoke Klaviyo credentials immediately, change shared credentials, and document the revocation in the agreement record. Tie revocation actions to signed termination or separation paperwork.

Are HIPAA concerns relevant?

If the data includes PHI, include a HIPAA business associate addendum and limit exports. Ensure breach notification and retention meet 45 CFR §164.530(j) requirements.

How can I update or cancel an agreement?

Amendments should be signed by the same authorized parties. To cancel, follow termination clauses; retain original signed records for audit and legal hold purposes.

Electronic Signature
Templates
HR
Employee Klaviyo Agreement

Employee Klaviyo Agreement

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

EMPLOYEE KLAVIYO AGREEMENT

Parties and Effective Date

This Employee Klaviyo Agreement (the Agreement) is entered into between Employer Name: and Employee Name: . The effective date of this Agreement is .

Personal Information

Full Legal Name Home Address Phone Email

Position Information

Job Title Department Reporting Manager Start Date Compensation (if applicable)

Employment History (Most Recent Two Employers)

Employer 1 - Company Name

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures

At-Will Employment: Nothing in this Agreement creates a contract for employment for any definite term. Employment with Employer Name is at-will and may be terminated by either party at any time, with or without cause, subject to applicable law.

Equal Opportunity: Employer Name is an equal opportunity employer. Employment decisions are made without regard to protected characteristics as defined by applicable law.

Authorization and Background Checks

By signing below, Employee authorizes Employer to verify the information provided, contact prior employers and references, and conduct background checks to the extent permitted by law. Employee consents to such checks and certifies that the information provided is true, complete and correct.

I authorize background and reference checks and attest that the information provided is accurate.

Agreement Specifics: Klaviyo Access, Data and Security

1. Definitions: For purposes of this Agreement, "Platform" refers to the Klaviyo account, associated dashboards, databases, mailing lists, templates, integrations, and other tools made available by Employer. "Employer Data" means all customer lists, analytics, segments, templates, campaign content, and any other data uploaded, created or processed in the Platform.

2. Access and Account Ownership: Employee will be granted access credentials to Employer's Klaviyo account for authorized job duties only. Account credentials, administrative privileges, and any Platform-based configuration remain the sole property of Employer. Employee acknowledges that they have no ownership interest in any account, list, template, or analytics created while employed.

3. Authorized Use: Employee shall use the Platform only for activities directly related to their job responsibilities and in accordance with Employer's written policies. Employee will not export, copy, transfer, or use Employer Data for personal or third-party commercial purposes without prior written authorization.

4. Confidentiality: Employee will treat Employer Data and account configurations as Employer Confidential Information. Employee shall not disclose, publish, or otherwise make available any Confidential Information to any person or entity except as required in performing assigned duties. This obligation continues after termination of employment.

5. Data Protection and Privacy: Employee must adhere to applicable data protection obligations, including secure handling of personal data contained in email lists and analytics. Employee shall follow Employer's data retention, deletion, and consent procedures and promptly report any suspected unauthorized access or data incident.

6. Credential Management and Security: Employee must maintain the confidentiality of all access credentials, enable multifactor authentication where required, and not share passwords. Employee must not store credentials in unsecured locations. Employer reserves the right to require password reset, revoke access, and audit account activity.

7. Prohibited Activities: Employee shall not (a) send unsolicited or unlawful communications; (b) export Employer Data to personal devices for non-work purposes; (c) create or use unauthorized integrations; or (d) circumvent monitoring or security controls.

8. Monitoring and Audit: Employer may monitor Platform use and audit account activity. Employee consents to such monitoring and acknowledges records of activity may be used for compliance and disciplinary actions.

9. Return of Access and Data on Termination: Upon termination or upon Employer's request, Employee will promptly return any exported Employer Data, surrender credentials, remove any local copies of Employer Data, and cooperate with steps to secure the account.

10. Training and Policy Compliance: Employee agrees to complete required Platform training and to comply with Employer's email marketing, privacy, and acceptable use policies.

11. Breach Notification and Cooperation: In the event of suspected compromise or data breach, Employee will immediately notify Employer and fully cooperate with any investigation and remediation.

12. Remedies, Indemnification and Limitation of Liability: Employee agrees to indemnify Employer for losses arising from Employee's willful breach, negligence, or unauthorized disclosure of Employer Data. Employer's recovery will be limited to actual damages directly resulting from Employee's breach to the extent permitted by law.

13. Governing Law and Severability: This Agreement is governed by the laws of the state indicated in Employer records. If any provision is found unenforceable, the remaining provisions remain in full force.

14. Entire Agreement and Amendment: This Agreement, together with Employer's written policies referenced herein, constitutes the entire agreement regarding Employee's use of the Platform. Any amendment must be in writing and signed by both parties.

Acknowledgments and Certifications

I certify that I have read and understand the terms of this Employee Klaviyo Agreement. I agree to comply with all provisions herein and with Employer's related policies. I understand that violations may result in disciplinary action up to and including termination and potential legal remedies.

I certify that the information provided in this form is true and complete and I accept the terms of this Agreement.

Additional Notes

Notes or Special Access Requirements

Employee:

By:

Date:

Employer:

By:

Date:

What the Employee Klaviyo Agreement Covers

An Employee Klaviyo Agreement documents the terms governing an employee's access to and use of an organization's Klaviyo marketing account, data exports, and customer lists. It typically defines permitted activities, access roles, authentication requirements, data handling and retention, confidentiality obligations, consent for electronic records under ESIGN/UETA, and procedures for provisioning, monitoring, and termination of access.

Why this agreement matters for risk and compliance

A written agreement reduces operational risk by setting clear access limits, audit expectations, and data-use restrictions. It helps fulfill regulatory obligations (for example, HIPAA or state privacy laws), supports internal security reviews, and documents consent and attribution for electronic records under ESIGN and UETA.

Who typically completes and relies on this agreement

Maintain a signed copy for audit trails, onboarding, and to support investigations of suspected misuse or data incidents.

Marketing managers and campaign owners responsible for list segmentation, sends, and templates who need documented permissions and auditability.
IT and security administrators who provision accounts, enforce MFA, and require contractual controls for third-party integrations and data exports.
HR and legal teams that approve acceptable-use terms, training requirements, and disciplinary measures tied to account misuse.

Step-by-step: Completing an Employee Klaviyo Agreement

Follow these core steps to prepare, sign, and enforce the agreement consistently.

01

Draft Terms: Define access scope, permitted actions, and data export rules.
02

Assign Roles: Specify Klaviyo role and least-privilege access level.
03

Authorize Signatures: Obtain signatures from employee and authorized manager.
04

Provision Access: Grant account access only after signed agreement is stored.

How to configure the online completion workflow

Set up a digital workflow that enforces identity checks, stores signed records, and triggers provisioning automatically.

Field	Configuration
Authentication Method	Email verification plus SMS code or SSO
Access Role Mapping	Map agreement role to Klaviyo role
Approval Steps	Manager approval required before provisioning
Storage Location	Secure, auditable repository with retention policy

Where to file and how to route completed agreements

Establish a single routing path to ensure signed agreements are archived, visible to security, and tied to provisioning actions.

Employee Copy: Provide a signed copy to the employee for their records
HR Archive: Save a copy in the HR personnel file
Security Repository: Store in a secure, access-controlled audit repository
Provisioning Queue: Link stored agreement to the access provisioning workflow

Digital signing and distribution requirements

Choose an e-sign and storage platform that supports secure audit trails and conditional routing for approvals.

Authentication: Email, SMS, or SSO
Audit Trail: IP + timestamp required
Storage Format: PDF with embedded audit log

Key timelines and expected processing windows

Track deadlines for signature, provisioning, revocation, and periodic access reviews to maintain compliance and reduce risk.

Agreement Execution Deadline:

Sign before account access is provisioned

Provisioning Window:

Access granted within 1–3 business days after signature

Annual Review:

Revalidate access roles and permissions yearly

Immediate Revocation:

Revoke access within 24 hours on termination or incident

Audit Retention Check:

Confirm archived records during scheduled audits

Typical processing milestones from request to termination

These sequential milestones show the lifecycle from initial request through access removal and archive.

01

Request Submitted

Employee or manager requests Klaviyo access via workflow

02

Agreement Signed

Signed agreement recorded and linked to the request

03

Access Provisioned

IT/security grants role-based access and documents credentials

04

Access Revoked

Terminate access on role change, termination, or incident

Common mistakes to avoid when preparing the agreement

Leaving data scope vague which can permit unauthorized exports and complicate incident response.
Assigning broad admin rights by default instead of applying least-privilege and role separation.
Failing to tie signature evidence to provisioning, resulting in unproven access authorizations during audits.
Not updating agreements when employee roles change, creating stale permissions and compliance gaps.

Penalties and risks of incomplete or incorrect agreements

HIPAA Fines: Significant civil penalties possible

Data-Breach Costs: Notification and remediation expenses

Regulatory Enforcement: Investigations and sanctions

Contract Liability: Third-party indemnities may apply

Employment Actions: Discipline or termination

Reputational Harm: Customer trust erosion

Required information and data fields to collect

Full Name: Employee legal name

Company Email: Work email address

Job Title: Official HR title

Klaviyo Role: Assigned platform role

Data Access Scope: Lists, segments, and export rights

Effective Dates: Start and end dates for access

Core components of a professional Employee Klaviyo Agreement

A complete agreement balances operational clarity with enforceable controls: specify actions, protections, monitoring, and termination processes.

Access and Roles

Clearly define allowed Klaviyo roles, permissions, and any restrictions on creating or exporting lists to reduce data exposure and enforce least-privilege principles.

Data Use Rules

State permitted uses of customer data and prohibited activities such as unauthorized sharing, resale, or combining with externally sourced data sets.

Confidentiality

Require confidentiality for customer data and campaign strategies, including obligations that survive termination for a specified period.

Authentication Requirements

Specify MFA, SSO, or approved authentication methods and procedures for identity verification before account provisioning.

Audit and Monitoring

Document logging, access reviews, and the right to audit exports and activity logs to support incident response and compliance reviews.

Termination and Revocation

Spell out immediate revocation triggers, data retention after termination, and steps to return or delete exported customer data.

Representative eSignature pricing and feature comparison

Compare common plan starting prices and feature signals. Place signNow first in the table to show cost and compliance baselines without implying endorsement.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of Employee Klaviyo Agreements in use

Examples show how different teams tailor agreements for operational and regulatory needs.

Midmarket Retailer

Marketing teams limited export rights to anonymized segments

One-year access review required
Outcome: clearer audit trail and reduced exposure during a third-party review requiring proof of controls and assignments.

Regional Healthcare Provider

Added HIPAA addendum and strict MFA requirement

PHI prohibited from exports
Outcome: aligned marketing activities with HIPAA controls and reduced risk of regulatory disclosure.

Practical tips for accurate and efficient completion

Implement standardized templates, automate approvals, and enforce role-based access to reduce errors and speed processing.

Use templates

Standardize clauses for access, data scope, and termination to reduce review time and inconsistency.

Automate provisioning

Link signed agreements to provisioning workflows so access is granted only after signature verification.

Enforce least privilege

Limit exports and admin rights; review roles quarterly to prevent privilege creep.

Log and audit

Capture audit trails, export logs, and certificate-of-completion PDFs for investigations and compliance checks.

FAQs and troubleshooting for Employee Klaviyo Agreements

Answers to common questions about execution, enforceability, signing methods, and handling of access after separation.

Need help? Contact support

What is an Employee Klaviyo Agreement?
A written contract that sets permitted uses, access roles, authentication requirements, and data handling rules for employees using a Klaviyo account. It documents consent and provides evidence for audits and incident response.
Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Who needs to sign the agreement?
The employee who will receive access plus an authorized manager or HR representative. For high-risk roles, include a security approver and IT witness to confirm provisioning controls.
How do you remove access after termination?
Revoke Klaviyo credentials immediately, change shared credentials, and document the revocation in the agreement record. Tie revocation actions to signed termination or separation paperwork.
Are HIPAA concerns relevant?
If the data includes PHI, include a HIPAA business associate addendum and limit exports. Ensure breach notification and retention meet 45 CFR §164.530(j) requirements.
How can I update or cancel an agreement?
Amendments should be signed by the same authorized parties. To cancel, follow termination clauses; retain original signed records for audit and legal hold purposes.

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