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Webroot Client Information Form

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WEBROOT CLIENT INFORMATION FORM

Client Name:    Service Provider Name:

Effective Date:

WHEREAS

WHEREAS, Service Provider is engaged in the business of providing cybersecurity software, managed detection and response, and related professional services; and

WHEREAS, Client desires to receive those services and to provide certain administrative, technical and billing information necessary for Service Provider to perform, invoice and support the services; and

NOW, THEREFORE, the parties record the Client Information and agree the terms set forth below which govern the provision of services and the exchange of information between the parties.

CLIENT INFORMATION

               If Other, specify:

Phone:

Email:

SCOPE OF WORK

The Service Provider shall provide services as selected below and as further described in the Scope of Work field. All services shall be delivered in accordance with industry standards and the specific requirements agreed by the parties.






PAYMENT TERMS

Client agrees to pay Service Provider the fees set forth below in consideration for the services described in this Form and any attached SOW. All amounts are due in U.S. dollars unless otherwise agreed in writing.

Invoices are issued in accordance with the Billing Schedule. Unless otherwise stated, payment is due within the number of days set forth in the Billing Schedule measured from the invoice date. Overdue amounts accrue interest at the rate specified in the Late Payment Fee field and Client shall reimburse Service Provider for reasonable collection costs, including attorneys' fees.

TERM AND TERMINATION

This agreement commences on the Effective Date and continues for the Initial Term specified below unless earlier terminated in accordance with this section.

Start Date:    End Date:

Either party may terminate for material breach if the breaching party fails to cure within the notice period specified above after receipt of written notice. Termination does not relieve Client of obligations to pay for services performed and expenses incurred up to the effective date of termination.

CONFIDENTIALITY

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with this agreement, including technical, business, and security information. Confidential information shall not be disclosed except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as restrictive as those set forth herein. Confidentiality obligations survive termination for a period of three (3) years, or longer if required by applicable law for certain security or privacy records.

DATA SECURITY AND PRIVACY

Service Provider shall maintain administrative, technical and physical safeguards reasonably designed to protect Client data. Service Provider will notify Client of any security incident affecting Client data in accordance with mutually agreed notification procedures and applicable law.

GOVERNING LAW

This Form and any dispute arising from it shall be governed by and construed in accordance with the laws of the state chosen by the parties below, without regard to conflicts of law principles.

ENTIRE AGREEMENT

This Form, together with any referenced Scope of Work and order forms executed by the parties, constitutes the entire agreement between Client and Service Provider with respect to its subject matter and supersedes all prior discussions and agreements. Any amendment must be in writing and signed by duly authorized representatives of both parties.

CERTIFICATION

By signing below, the undersigned represent and warrant that they are authorized to bind their respective party to the terms herein, that the information provided in this Form is true and accurate to the best of their knowledge, and that they accept the terms and conditions set forth above.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

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What the Webroot Client Information Form Is and when it’s used

The Webroot Client Information Form collects standard onboarding and account details from a new or existing client, including legal entity name, contact information, technical environment, for licensing, support, and security assessment purposes. It serves as a primary record for provisioning software, assigning licenses, configuring support access, and documenting data-handling requirements. Organizations use the form to reduce back-and-forth emails, to capture consent for data use, and to create a consistent record that supports billing, compliance checks, and incident response planning.

Why a clear client information form matters

A well-structured Webroot Client Information Form centralizes critical onboarding details, reduces manual entry errors, and documents client consent and security settings. Accurate forms speed provisioning, support escalation, and compliance checks while providing an auditable source of truth for future account changes.

Why a clear client information form matters

Who typically completes and reviews this form

Teams completing or verifying the Webroot Client Information Form vary by organization role and use case.

  • IT Administrator — Prepares technical environment details and verifies endpoint counts before licensing.
  • Procurement / Finance — Confirms billing entity, payment terms, and purchase order numbers for invoicing.
  • Customer Success / Account Manager — Reviews service options, support contact information, and consent provisions.

Assign clear ownership for completing, reviewing, and storing the form to maintain accuracy across onboarding and support workflows.

Typical signer roles and responsibilities

IT Administrator

Usually provides software deployment details, lists of devices or endpoints, and administrator account assignments. They confirm compatibility requirements and maintain configuration records used by support and security teams for troubleshooting.

Procurement Lead

Signs off on billing entity and financial terms, supplies purchase order references, and confirms authorized signatory authority for payments and contracts. Their approval ties the form to purchase workflows.

Security, compliance, and technical data captured

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
HIPAA handling: BAA required
Audit trail: Timestamps and IPs
Access controls: Role-based permissions
Supported formats: PDF | DOCX

Key risks if the form is incomplete or incorrect

Incorrect TIN: Backup withholding
Missing consent: ESIGN dispute risk
Wrong billing entity: Invoice rejection
Incomplete security data: SLA delays
HIPAA non-compliance: 45 CFR §164.530(j)
Tax filing penalties: IRC §6721

Common mistakes to avoid when preparing the form

  • Providing a trade name instead of the legal entity name, causing mismatches on invoices and tax documents.
  • Entering partial addresses or P.O. boxes only, which can prevent legal service and delay contract acceptance.
  • Omitting required technical details (OS versions, agent counts), which slows deployment and support actions.
  • Skipping clear consent language for electronic records, increasing enforceability risk under ESIGN when challenged.

Real-world examples of how organizations use the form

Two brief examples show common adoption patterns for onboarding and compliance.

Martin Properties — Tim Martin, Founder

A small property management firm uses the form to capture tenant-server mappings and support contacts during onboarding.

  • The form reduced back-and-forth by centralizing contact, license, and site counts.
  • Outcome: Tim reports faster provisioning and a single source of record that simplified audits and seasonal onboarding of temporary staff.

Fertility Centers of Illinois — John Butler, Founder

A healthcare provider completed the form with data-handling and contact details, then requested a BAA.

  • The BAA aligned HIPAA controls before deployment.
  • Outcome: The organization documented security responsibilities, retained a compliant audit trail, and reduced legal review time before patient-data access.

Step-by-step: completing the Webroot Client Information Form

Follow these sequential steps to collect accurate client data, verify identities, and finalize the form for systems provisioning.

  • 01
    Gather documents: Collect legal entity, W-9 if required, and administrative contact information.
  • 02
    Enter contact details: Provide full legal name, email, phone, and physical address in MM/DD/YYYY format where needed.
  • 03
    Confirm technical inventory: List device counts, platform versions, and administrative access accounts for installation.
  • 04
    Sign and store: Sign electronically with audit trail and retain a copy in the client record.

How the completed form moves through your process

This simple flow shows typical routing from collection to activation and archival.

  • Intake: Form submitted by client or account manager into onboarding system.
  • Verification: Admin or procurement validates identity and billing details.
  • Provisioning: Licenses deployed and technical teams receive configuration details.
  • Recordkeeping: Signed copy archived with audit trail for retention.

Essential elements of a professional Webroot Client Information Form

Design the form to capture legal, billing, technical, and consent information in distinct sections to make verification and processing efficient.

Legal and billing

Fields for legal entity name, tax identification, billing address, and purchase order references that align to invoice records and reduce payment disputes.

Technical inventory

Structured entries for device counts, operating systems, subscription SKUs, and administrative access to ensure correct license allocation and support readiness.

Contact and escalation

Named support contacts, phone numbers, and preferred notification methods for incident response and scheduled maintenance communication.

Consents and authorizations

Clear consent checkboxes for electronic communications, data-sharing permissions, and BAA requests where required for regulated data.

Practical tips for accurate and efficient completion

Apply these practices to minimize errors, accelerate provisioning, and simplify compliance reviews.

Use the legal entity name exactly
Enter the registered company name as shown on tax or incorporation records. Mismatched names can delay invoicing and cause tax reporting issues.
Provide full physical addresses
Include street, city, state, and ZIP. Avoid P.O. boxes for legal service addresses and contract performance locations.
Confirm technical counts and versions
Verify endpoint totals and software versions in advance. Inaccurate counts lead to provisioning delays and potential compliance gaps.
Record consent for electronic records
For consumer-facing data, secure ESIGN-compliant consent language that documents the right to receive records electronically and how to withdraw consent.

Key onboarding milestones from form submission to activation

Track these stages to set expectations for both your team and the client during onboarding.

01

Form Submission

Client provides completed form and supporting documents.

02

Verification and Review

Billing and identity checks completed by procurement and IT.

03

License Allocation

Licenses or subscriptions assigned and access granted.

04

Final Confirmation

Client notified and record archived with audit trail.

Typical timing and expected processing windows

Use these timing guidelines to plan internal SLAs and client communications around form processing.

Initial review window:

1–3 business days after form receipt for verification tasks.

License provisioning:

Same day to 5 business days depending on inventory and payment.

BAA or legal review:

Up to 10 business days for legal or compliance review.

Urgent activations:

Expedited processes may complete within 24 hours with full data provided.

Archival:

Signed records stored immediately after completion for retention.

Six sections to include on the Webroot Client Information Form

Organize the form into distinct, labeled sections so each stakeholder can provide or verify only the fields they control.

Client identity

Capture legal entity name, DBA if applicable, tax identification number, and company registration details to link the form to billing and tax records.

Primary contacts

List administrative, technical, and billing contacts with email and phone numbers, and specify escalation contacts for incidents or outages.

Technical profile

Record endpoint counts, operating systems, network segmentation, and agent deployment preferences required for accurate license assignment.

Service selections

Indicate chosen products, subscription tiers, add-ons, and any optional managed services or monitoring preferences.

Security requirements

Note required access controls, two-factor methods, data residency constraints, and whether a BAA is required for protected health information.

Authorizations

Specify who may sign, accept invoices, and request changes; include signature blocks and date fields for each authorized party.

Configuring the online form and automated workflow

Set up the electronic form with conditional fields and routing so each data point goes to the right reviewer automatically.

Field Configuration
Authentication method Email link with optional SMS code
Auto-fill and detection Use magic fields to extract contact data from uploaded PDFs
Conditional routing Route BAAs or legal review when PHI is indicated
Storage format Save signed PDF/A with audit trail

Paper versus eForm: practical differences for the client information form

Compare core attributes so teams understand trade-offs when choosing paper, fillable PDF, or hosted eForm options.

Criteria Paper Form Fillable eForm
Legality
Speed slow fast
Verification manual automated audit trail
Storage physical digital

Typical eSignature vendor pricing and feature snapshot

Basic pricing and selected capabilities for common eSignature vendors. signNow is listed first per vendor comparison requirements.

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

Technical considerations for digital completion and eSubmission

Confirm platform compatibility, file formats, and integrations before you deploy the online form.

  • Supported file types: PDF, DOCX, HTML
  • Integrations: Salesforce | Microsoft 365 | NetSuite
  • Authentication options: Email link, SMS code, or advanced auth

Choose a solution that supports audit trails, secure storage, and any required compliance (for example, HIPAA BAA). Verify integrations with your CRM or ERP for automated record sync.

Frequently asked questions and troubleshooting

Answers to common questions about completing, signing, storing, and validating the Webroot Client Information Form.


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