Agenda Item
b. Incident IQ Ticketing System (Not to exceed $522,300.75)
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education approve the contract renewal for the Incident IQ Ticketing System (Not to exceed $522,300.75). This represents a spending increase of $370,474.76 and covers the licensing of additional modules, including a one-time implementation cost. This is a one-year agreement.
High-Level Breakdown of Cost
Existing
Product
Description
Cost
IIQ Ticketing with current add-on
Current Functionality with Asset Management and additional advanced features
$151,825.99
New
Product
Description
Cost
IIQ IT Enterprise
Asset Management and Advance Feature to support DCSD's growing needs
$187,174.01
IIQ Facilities
Work Order - Supports all aspects of Facilities
$135,803.04
On-Boarding (one-time cost)
Implementing the new functionality/modules
$47,497.71
Why: The purpose of this agenda item is to renew Incident IQ and approve the purchase and implementation of additional modules to support IT Asset management and Facilities Operations. The district is currently utilizing Incident IQ for the purpose of help desk ticketing and change control. To optimize district operations, it is proposed to expand the platform's functionality by incorporating modules for IT asset management, facilities operations, and advanced features designed to support business operations. This expansion will effectively transform Incident IQ into a centralized hub for the management of all work requests, leading to the streamlining of processes and the enhancement of communication across departments.
Details: The DeKalb County School District is currently utilizing Incident IQ for the purpose of help desk ticketing and change control. To optimize district operations, it is proposed to expand the platform's functionality by incorporating modules for IT asset management, facilities operations, and advanced features designed to support business operations. This expansion will effectively transform Incident IQ into a centralized hub for the management of all work requests, leading to the streamlining of processes and the enhancement of communication across departments.
Incident IQ offers a user-friendly interface for the submission and tracking of support requests, empowering teachers, staff, and students to easily report issues. Its robust workflows and detailed analytics facilitate efficient task management and data-driven decision-making for support teams and administrators. By centralizing all work requests within Incident IQ, we can ensure the timely resolution of issues, improve resource allocation, and gain a holistic view of district operations. This comprehensive system has already proven effective, enabling us to address and resolve over 103,200 tickets last fiscal year.
The integration of Incident IQ Ticketing with the Facilities module offers significant advantages. This unified approach streamlines operations by establishing a single point of contact for all maintenance and support needs, thereby reducing confusion and preventing requests from being overlooked. The centralized system provides a comprehensive overview of ongoing work, enabling better resource allocation, improved progress tracking, and data-driven decision-making. This fosters greater collaboration between departments, enhances transparency, and ultimately improves responsiveness to the needs of our students, teachers, and staff.
Furthermore, the integration of Incident IQ with Asset Management increases visibility and provides principals and support staff with real-time data on student devices. This tool has the potential to assist site coordinators in their daily duties and provide their leadership with insights into technical devices.
This is an increase in spending of $370,474.76. Included in the requested approval is a one-time cost of $47,497.71 for implementation of the additional modules.
Breakdown of Additional Costs
Product
Description
Cost
IIQ IT Enterprise
Asset Management and Advance Features to support DCSD growing needs
$187,174.01
IIQ Facilities
Work Order - Supports all aspects of Facilities
$135,803.04
On-Boarding (one-time cost)
Implementing the new functionality/modules
$47,497.71
Pursuant to Board of Education Policy DJE, the purchase of Incident IQ services meets the policy definition of a single source. Incident IQ is a legacy system with a multitude of historical data that requires a significant implementation period (spanning multiple years) with ongoing compatibility and standardization with other systems and district processes.
Financial impact: $522,300.75
General Funds
100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678.676.1274
Effective: March 2025
Status: Upon Legal Approval
INCIDENT IQ CLOUD SERVICES
ORDER FORM
THIS ORDER FORM FOR CLOUD SERVICES (“ORDER FORM”), ALONG WITH
THE APPLICABLE TERMS OF THE MASTER SUBSCRIPTION AGREEMENT AND
ANY APPLICABLE EXHIBITS, GOVERN YOUR RENEWAL AND USE OF
INCIDENT IQ CLOUD SERVICES (“CLOUD SERVICES”) UNDER THESE TERMS.
BY EXECUTING THIS DOCUMENT YOU AGREE TO THE TERMS AND
CONDITIONS OF THIS AGREEMENT AND ALL APPLICABLE TERMS OF THE
MASTER SUBSCRIPTION AGREEMENT. IF YOU ARE ENTERING INTO THIS
AGREEMENT ON BEHALF OF A SEPARATE LEGAL ENTITY, YOU REPRESENT
THAT YOU HAVE THE AUTHORITY TO BIND SUCH ENTITY TO THESE TERMS
AND CONDITIONS, IN WHICH CASE THE TERMS "YOU" OR "YOUR" SHALL
REFER TO SUCH ENTITY. IF YOU DO NOT HAVE SUCH AUTHORITY, OR IF YOU
DO NOT AGREE WITH THESE TERMS AND CONDITIONS, YOU MUST NOT
ACCEPT THIS AGREEMENT AND MAY NOT USE THE CLOUD SERVICES.
These terms were last updated as of November 1, 2024. It is effective
between You and Us as of the date You execute this agreement (the
“Effective Date”).
1. ORDER FORM AND TABLE OF AGREEMENT
This Order Form as issued by Incident IQ, LLC is an offer by Incident IQ,
LLC. When signed and returned to Us by You, it becomes a binding
agreement for the Incident IQ Cloud Services listed in this order form and is
effective on the date signed by You.
This Order Form is governed by and incorporates the following documents in
effect as of the effective date. All documents are listed in order of precedence,
and collectively referred to as the “Agreement”:
Document Location
Order Form
Incident IQ Cloud Services Master Subscription Exhibit 1
Agreement, eff. November 1, 2024
Support Policy for Cloud Services Exhibit 2
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2. SERVICES ORDER
The below summarizes the agreed upon Products/Services and agreed upon
prices and fees purchased by You under the contract as described in Quote
Number 45392, hereby incorporated by reference.
3. TERM AND TERMINATION
3.1. The Services Period for the Cloud Services under this Order Form
begins on March 31, 2025 and expires on June 30, 2026, unless otherwise
supplemented or amended in writing.
3.2 No rights, access, or authorization to use the Cloud Services or
Content enabled by this Order Form, nor any portion thereof, shall Auto-
Renew past the date unless expressly agreed to by both parties in writing.
4. PAYMENT AND INVOICES
4.1. Fees and Invoicing. You will provide a Purchase Order to
orders@incidentiq.com by July 11, 2025.
A. All fees will be invoiced by Us and paid by You by the date outlined in
Section 4.2 in advance. Incident IQ may provide invoices to
Emma_Oakley@dekalbschoolsga.org unless directed to send
elsewhere.
B. Fees for any non-recurring implementation services will be invoiced by
Incident IQ on a one-time basis and paid by You upon commencement of
the Services Period.
4.2. Payment. You will pay all fees reflected in Quote Number 45392 by
July 11, 2025. Payment is not dependent upon completion of any
implementation or other services.
5. AUTHORIZED ADMINISTRATORS & LEGAL NOTICES
Your contact for order confirmation and system notices are:
Authorized Administrator
Name:Emma Oakley
Authorized Administrator Email: Emma_Oakley@dekalbschoolsga.org
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All legal notices will be in writing and given when delivered to the address or
email address given below.
If to Incident IQ:
Attn: Legal
750 Glenwood Ave SE, Suite 320
Atlanta, GA 30316
legal@incidentiq.com
If to You:
Dekalb County School District
1701 Mountain Industrial Blvd Stone Mountain, GA 30083 United States
Attn: Emma Oakley
Emma_Oakley@dekalbschoolsga.org
The parties understand and agree that day-to-day communications made in
the ordinary course of business may be made between others than those
referenced above.
The undersigned has the authority to enter into and to bind the respective
party to this Agreement as outlined in the Order Form, the accompanying
MSA, and all accompanying exhibits contained herein.
For Dekalb County School District
BY:
NAME:
DATE:
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INCIDENT IQ (iiQ) CLOUD SERVICES
MASTER SUBSCRIPTION AGREEMENT (MSA)
THIS DOCUMENT GOVERNS YOUR ACQUISITION AND USE OF iiQ’s
CLOUD SERVICES.
THIS DOCUMENT APPLIES TO ALL AGREEMENTS ENTERED INTO ON
AND AFTER NOVEMBER 1, 2024; AGREEMENTS PREDATING THIS
AGREEMENT SHALL BE GOVERNED BY THE TERMS APPLICABLE AT THE
DATE OF EXECUTION.
YOU ACCEPT THE TERMS OF THIS MSA BY EXECUTING AN ORDER FORM
AND/OR AGREEMENT AND/OR SUBMITTING A PURCHASE ORDER THAT
DIRECTLY OR INDIRECTLY REFERENCES THIS DOCUMENT.
IF YOU ARE ENTERING INTO AN AGREEMENT ON BEHALF OF A
SEPARATE LEGAL ENTITY, YOU REPRESENT THAT YOU HAVE THE
AUTHORITY TO BIND SUCH ENTITY TO THESE TERMS AND CONDITIONS,
IN WHICH CASE THE TERMS "YOU" OR "YOUR" SHALL REFER TO SUCH
ENTITY. IF YOU DO NOT HAVE SUCH AUTHORITY, OR IF YOU DO NOT
AGREE WITH THESE TERMS AND CONDITIONS, YOU MUST NOT ACCEPT
THIS AGREEMENT AND MAY NOT USE THE CLOUD SERVICES.
1 DEFINITIONS
1.1 "Acceptable Use Policy” or “AUP” is defined in Section 2.
1.2 “Agreement” means this Master Subscription Agreement.
1.3 “Beta” means Cloud Services or functionality that may be made available
to Customer to try at its option at no additional charge. which is clearly
designated as “beta,” “pilot,” “limited release,” “developer preview,” “non-
production,” “pre-production,” “evaluation,” or by a similar description,
and is subject to the terms of the “Beta Services/Software Addendum.”
1.4 “Cloud Services” means products using Our proprietary cloud service,
(“Incident IQ Platform” or “iiQ Platform” or “Platform”) and any related
offerings, as identified in the relevant Order and as modified from time to
time. The Cloud Service includes Our Software and Documentation but
not Professional Services deliverables or Third-Party Content.
1.5 “Content” means information obtained by Incident IQ from publicly
available sources or third-party content providers and made available to
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You through the Cloud Services or pursuant to an Order Form.
1.6 “Confidential Information” means information disclosed by or on behalf of
one party (as discloser) to the other party (as recipient) under this
Agreement, in any form, which (a) the discloser identifies to recipient as
“confidential” or “proprietary” or (b) should be reasonably understood as
confidential or proprietary due to its nature and the circumstances of its
disclosure.
1.6.1 Our Confidential Information includes:
1.6.1.1 technical or performance information (including
Service Analyses),
1.6.1.2 trade secret(s) as defined under applicable state
and/or federal law and regulations,
1.6.1.3 Usage Data;
1.6.1.4 Feedback; and/or
1.6.1.5 any sensitive information about the Cloud Service,
including offered via Beta.
1.6.2 Customer’s Confidential Information includes Customer
Data.
1.7 “Customer” means the party purchasing Cloud Services from Us.
1.8 “Customer Affiliate” means any entity that directly or indirectly controls, is
controlled by, or is under common control with the subject entity.
1.9 “Customer Data” means any data, content or materials that a Customer
(including its Users and any other interested stakeholders) and/or its
authorized User(s) uploads into, enters into, or submits to its Cloud
Service accounts, including from Third-Party Platforms.
1.10 “Customer Materials” means materials and resources that Customer
makes available to Us in connection with Professional Services.
1.11 “Documentation” means Our standard usage documentation for the
Cloud Services.
1.12 “Effective Date” means the first day that Customer has access to the
Cloud Services purchased with an Order Form.
1.13 “Feedback” means any information provided by You to Incident IQ
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regarding an existing or potential future product, service, or other
performance provided by or sought from Incident IQ.
1.14 “Force Majeure” means an unforeseen event beyond a party’s
reasonable control, such as a strike, blockade, war, pandemic, act of
terrorism, riot, third-party Internet or utility failure, refusal of government
license or natural disaster, where the affected party takes reasonable
and customary measures to avoid or mitigate such event’s effects.
1.15 “Laws” means all laws, regulations, rules, court orders or other binding
requirements of a governmental authority that apply to a party.
1.16 “Order Form” means an ordering document or online order specifying the
Cloud Services and related services to be provided by Us under the
terms of this Master Subscription Agreement (MSA), including any
addenda and supplements thereto. Typically includes a purchase order
submitted by You in response to a price quotation (“quote”) provided by
Us or a third party authorized by Us to resell the Cloud Services. The
purchase order and the quote together constitute an “Order Form” for the
purposes of any relevant Agreement.
1.17 “Personal Data” means Customer Data relating to an identified or
identifiable natural person.
1.18 “Protected Student Information” means “Student Personally Identifiable
Information” or “Student Education Records,” within the meaning of the
Family Educational Rights and Privacy Act (FERPA) of 1974 and its
related provisions under the Code of Federal Regulations, as well as any
applicable related state or local laws or regulations
1.19 “Professional Services” means any training, data migration or other
professional services that We furnish to You related to the Cloud
Services.
1.20 “Renewal” is the process by which the Services Period of certain Cloud
Services under an Order Form is extended for an additional Services
Period beyond the initial term, unless such Cloud Services are otherwise
terminated in accordance with the terms of the Order Form or this
Agreement. Your Order Form defines which Cloud Services are eligible
for Renewal as well as any terms applicable to any such renewal.
1.21 “Services Analysis” or “Services Analyses” refers to our analysis
(analyses) of Usage Data for security and operations management, to
create statistical analyses, and/or for research and development
purposes;
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1.22 “Services Period” refers to the period of time for which You ordered the
Cloud Services as specified in any Order Form.
1.23 “Statement of Work” means a statement of work for Professional
Services that is executed by the parties and references this Agreement.
1.24 “Support” means support provided by Us to Customers for the
onboarding and use of the Cloud Services, as governed by the Support
Policy.
1.25 “Support Policy” is defined in Support Policy.
1.26 “Suspension Event” means (a) Customer’s account is 30 days or more
overdue for renewal and/or payment, (b) Customer is in breach of AUP,
and/or (c) Customer’s use of the Cloud Service risks material harm to the
Cloud Service or others.
1.27 "Third-Party Claim” means a claim, action, allegation, or other dispute
described in Defense & Indemnification brought by a person, entity, or
other party that is: (a) not a contracting party to this Agreement or an
Order governed by this Agreement; or (b) is an Affiliate of a contracting
party to this Agreement (except in the case of a Customer Affiliate that
enters into a contract or Order directly with Us and such Order is
governed by this Agreement).
1.28 “Third-Party Content” means all text, files, images, graphics, charts,
tables, illustrations, information, applications, products, services, data,
audio, video, photographs and other content and material, in any format,
that are obtained or derived from third-party sources outside of Incident
IQ and made available to You through, within, or in conjunction with Your
use of, the Cloud Service.
1.29 “Usage Data” means Our technical logs, data and learnings about Your
use of the Cloud Service, including, but not limited to, the number of
reports run, the frequency of User log-ins, location of User log-ins, and
User behavioral data, such as the types of searches run and features
heavily used).
1.30 “User” means those employees, contractors, students, parents, staff,
and/or end users, as applicable, authorized by You to use the Cloud
Services in accordance with this Agreement and/or Your Order Form.
1.31 “We,” “Us” or “Our” means Incident IQ, LLC.
1.32 “You” or “Your” means the legal entity for which you are accepting this
Agreement.
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2 ACCEPTABLE USE POLICY (AUP):
2.1 You will be responsible for:
2.1.1 Users’ compliance with this Agreement and applicable
Order Forms, the accuracy, quality and legality of Your
Data and the means by which You acquired Your Data;
2.1.2 using commercially reasonable efforts to prevent
unauthorized access to or use of the Cloud Services and
Content,
2.1.3 notifying Us promptly of any such unauthorized access or
use;
2.1.4 using the Cloud Services and Content only in accordance
with this Agreement, Order Forms, and applicable laws
and government regulations, including, but not limited to,
Children’s Online Privacy Protection (COPPA);
2.1.5 complying with terms of service of any Third-Party Content
with which You use the Cloud Services.
2.2 You will not:
2.2.1 make the Cloud Services or Content available to, or use
the Cloud Services or Content for the benefit of, anyone
other than You or authorized Users;
2.2.2 sell, resell, license, sublicense, distribute, make available,
rent or lease the Cloud Services or Content;
2.2.3 use the Cloud Services to store or transmit infringing,
libelous, or otherwise unlawful or tortious material, or to
store or transmit material in violation of third-party privacy
rights;
2.2.4 Use the Cloud Services in a manner that violates
applicable U.S. export compliance and/or sanctions
regulations;
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2.2.5 interfere with or disrupt the integrity or performance of the
Cloud Services or third-party data contained therein;
2.2.6 attempt to gain unauthorized access to the Cloud Services
or Content or its related systems or networks;
2.2.7 permit direct or indirect access to or use of the Cloud
Services or Content in a way that circumvents a contractual
usage limit, or use any of the Cloud Services to access or
use any of Our intellectual property except as permitted
under this Agreement or an Order Form;
2.2.8 copy, reverse engineer, or attempt to reverse engineer the
Cloud Services or any part, feature, function or user
interface thereof;
2.2.9 assist or advise any competitor in their attempts to
engineer, reverse engineer, or otherwise copy the Cloud
Services or any part, feature, function, or user interface
thereof;
2.2.10 copy Content except as permitted by Us in a written
agreement;
2.2.11 access the Cloud Services or Content in order to build a
competitive product or service or to benchmark with a Non-
Incident IQ product or service;
2.2.12 otherwise misuse the Platform in any way contrary with the
letter and intent of this Agreement or inconsistent with
governing law and/or regulations;
2.2.13 permit users under the age of 13 to use Incident IQ without
ensuring all requirements and regulations under COPPA
and related state/local regulations are strictly adhered to.
2.3 Any use of the Cloud Services in breach of this Agreement or applicable
Order Form by You or Users, that in Our judgment threatens the security,
integrity or availability of Our services, may result in immediate
suspension of the Cloud Services and/or termination of the Subscription;
however, We will use commercially reasonable efforts under the
circumstances to provide You with notice and an opportunity to remedy
such violation or threat prior to such suspension.
2.4 You agree to accept all patches, bug fixes, updates, maintenance and
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service packs (collectively, “Patches”) necessary for the proper function
and security of the Cloud Services. Except for emergency or security-
related maintenance activities, We will notify You of the scheduling of
application of Patches, where possible.
3 INCIDENT IQ RIGHTS AND RESPONSIBILITIES
3.1 We will:
3.1.1 make all commercially reasonable efforts to provide the
Cloud Services and Content available to You pursuant to
this Agreement and the applicable Order Form;
3.1.2 provide applicable support for the Cloud Services as
outlined in our Support Policy at no additional charge
following completion of onboarding;
3.1.3 use commercially reasonable efforts to make the online
Cloud Services available 24 hours a day, 7 days a week,
except for:
3.1.3.1 planned downtime (of which We shall give
reasonable advance electronic notice), and
3.1.3.2 any unavailability caused by force majeure.
3.2 We may:
3.2.1 Monitor, observe, compile, store, and/or analyze statistical
and other information related to the performance,
operation, and use of the Cloud Services;
3.2.2 Perform Service Analyses;
3.2.3 Make Service Analyses publicly available; however,
Service Analyses will not incorporate Your Data in a form
that could serve to identify You or any individual. We retain
all intellectual property rights in Service Analyses.
3.2.4 From time to time, make Beta Services/Software available
to You at no charge. You may choose to try such Beta
Services/Software or not in Your sole discretion after our
approval. Any use of Beta Services is subject to the Beta
Services/Software Addendum available at
https://www.incidentiq.com/legal;
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4 Intellectual Property
4.1 Neither party grants the other any rights or licenses not expressly set out
in this Agreement. Except for Our express rights in this Agreement, as
between the parties, Customer retains all intellectual property and other
rights in Customer Data and Customer Materials provided to Us.
4.2 Except for Customer’s express rights in this Agreement, as between the
parties, We retain all intellectual property and other rights in the Cloud
Services, deliverables and related technology (including, but not limited
to, all underlying software, source code, design, modules, organization,
format, algorithm, and other technology), and all modifications or
enhancements thereto and derivatives thereof.
4.3 We may use any “Feedback” from You or Your Users regarding
improvement or operation of the Cloud Services, Support or Professional
Services without restriction or obligation.
4.4 “Feedback” is provided “AS IS” and We will not publicly identify You as
the source of feedback without Your permission.
4.5 We will not treat as confidential any “Feedback” You provide to Us, and
nothing in this Agreement or in the parties’ dealings arising out of or
related to this Agreement will restrict Our right to use, profit from,
develop, disclose, publish, keep secret, or otherwise exploit “Feedback,”
without compensating or crediting You.
4.6 “Feedback” will not be considered Customer’s Confidential Information,
intellectual property, or its trade secret. Once received by Us, such
“Feedback” becomes Our Confidential Information, Intellectual Property,
and/or trade secret.
4.7 You grant to Us a worldwide, perpetual, irrevocable, royalty-free license
to use and incorporate into Our services any suggestion, enhancement
request, recommendation, correction or other “Feedback” provided by
You or Users relating to the operation of Our services.
5 SAFEGUARDS FOR YOUR DATA.
5.1 Subject to this Agreement, We will access and use Your Data solely to
provide, develop, enhance, and maintain the Cloud Services, Support,
and Professional Services under this Agreement. Such use includes
sharing Your Data as You direct through the Cloud Services, but We will
not otherwise disclose Customer Data to third-parties except as
permitted in this Agreement, or otherwise required by law.
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5.2 We will implement and maintain reasonable Security Measures that:
5.2.1 Are consistent with all federal, state, and local law and
regulations;
5.2.2 Will use appropriate and reasonable technical and
organizational measures designed to prevent unauthorized
access, use, alteration or disclosure of Customer Data.
5.2.3 Will be audited by an external auditor, at Our expense and
no less frequently than annually, to verify the adequacy of
Our control measures according to SOC 2 standards
and/or such other similar standards that are substantially
equivalent to such control standards. Such audit will result
in the generation of an audit report;
5.2.3.1 Such audit reports will be deemed Our Confidential
Information, and
5.2.3.2
Such audit reports may be made available to You
upon your request to legal@incidentiq.com and
execution of a separate non-disclosure agreement
provided by us. This provision does not constitute an
entitlement by You to any such audit report.
5.3 Any release of such audit reports are at our sole discretion. We may
provide any reason or no reason at all for deciding to disclose or not
disclose an audit report.
5.4 For any of Your Data residing in the Cloud Services environment and
identified by You or Your Users or the law as “Protected Student
Information,” We will undertake the following measures with respect to
such data:
5.4.1 Only collect, process and store such Protected Student
Information as is necessary to provide the cloud services
under this Agreement;
5.4.2 Under no circumstances will We use such information to
market or advertise to students or their family members or
legal guardians, or otherwise use such information to
inform, influence or enable marketing, advertising or other
commercial efforts by a third party directed at students,
their family members, or legal guardians;
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5.4.3 Shall not change how Protected Student Information is
collected, maintained, used or disclosed under the terms
of the Agreement, without advance notice to and prior
written consent from You.
5.5 Upon notice of a request for a copy of certain Protected Student
Information in Our possession from You or a Person authorized under
federal, state, and/or local law and regulations, we will ensure that:
5.5.1 A complete and readable digital copy of the requested
Protected Student Information in Our possession is
delivered to You within 30 days (or the maximum time
permitted under law, whichever is greater) of our receipt of
Your request;
5.5.2 Upon delivery of the copy to a Person authorized under
federal, state, and/or local law and regulations, we will
notify You of such disclosure if permitted by law. Such
notification will be within the timeframe outlined in 5.4.1
above.
5.5.3Such notice under 5.4 must be submitted to
legal@incidentiq.com to constitute “notice” under section
5.4.
5.6 Upon notice of a request from You that certain Protected Student
Information be deleted, we will:
5.6.1 permanently destroy (i.e., undertake a nonrecoverable
deletion process in accordance with Department of
Defense standard 5220.22-M) all copies of the Protected
Student Information identified for deletion by You held by
Us or any of Our agents, or subcontractors ; and
5.6.2 Within 30 days of Your notice, we will deliver a written
confirmation to You certifying that the permanent
destruction of the requested Protected Student Information
has been accomplished. Upon delivery of such written
confirmation of deletion, you must provide notice to Us of
Your receipt and understanding of said notice confirming
deletion made at Your request.
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5.6.3 Such notice under 5.5 must be submitted to
legal@incidentiq.com to constitute “notice” under section
5.5
5.7 Regardless of whether we receive any request, we shall delete or
otherwise destroy all of Your Protected Student Information, using the
methods described above, following expiration of a 60-day period after
termination of this Agreement.
5.8 We will operate the Cloud Services and collect, process and store
Protected Student Information in accordance with NIST data
security standards and current industry best practices, and maintain all
technologies, policies, procedures and practices necessary to secure
and protect the confidentiality and integrity of Protected Student
Information, and prevent unauthorized access, disclosure and use.
5.9 We will never use Protected Student Information that we acquire through
Your use of the Cloud Services for any commercial purposes, except as
part of a “corporate action” (i.e., purchase, sale, merger, or other type of
acquisition), if so permitted by law.
5.9.1 We will notify you if such a “corporate action” occurs. In
such a case, we warrant any successor entity shall be
contractually obligated to comply with the terms of this
Agreement related to the treatment of Protected Student
Information, as well as all other applicable legal
requirements governing the use, disclosure, and security
of the previously acquired Protected Student Information.
5.10 In the event of any security incident (including any actual or suspected
data breach) that affects Your Data, we will follow our Information
Security Policy. Unless specified in Your Order Form, or otherwise
required by law, We will notify you at a time and in a manner consistent
with reasonable industry standards if we detect or suspect a security
incident affecting Your data occurs.
6 SUBSCRIPTION TERMS
6.1 Unless otherwise provided in the applicable Order Form and/or any other
addenda/supplements, each Subscription Term will last for an initial 12-
month period.
6.1.1 Suspension Event: we also reserve the right to limit or
otherwise suspend access to all services that have not
been paid for after the lapse of a Subscription Term.
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6.2 Such Term starts on the “Effective Date” and continues until the end of
the Subscription Term, unless sooner terminated in accordance with
these terms. If no Subscription Term is in effect, either party may
terminate this Agreement for any or no reason with notice to the other
party.
6.3 Additional offerings and/or subscriptions may be added during a
subscription term, and will be prorated for the portion of that original
subscription term remaining at the time the subscriptions are added.
Unless otherwise indicated on an Order Form or similar document, any
products/services added during a subscription will terminate on the same
date as the preceding, underlying subscriptions.
7 FEES & PAYMENTS
7.1 All fees payable to Incident IQ are due within 30 days from the invoice
date or as otherwise outlined in the Order Form.
7.2 Late payments are subject to a charge of 1.5% per month, or the
maximum amount allowed by Law, whichever is less. All fees and
expenses are non-refundable except as expressly set out in this
Agreement.
7.3 You will pay any sales, value-added or other similar taxes imposed by
applicable law that Incident IQ must pay based on the Cloud Services
You ordered, except for taxes based on Incident IQ’s income.
7.4 If You dispute an invoice in good faith, You will notify Us within the
Payment Period and the parties will seek to resolve the dispute over a
15-day discussion period. You are not required to pay disputed amounts
during the discussion period, but will timely pay all undisputed amounts.
After the discussion period, either party may pursue any available
remedies.
7.4.1 Any such notification of dispute under 7.4 must be sent to
accounting@incidentiq.com.
8 NON-INCIDENT IQ PROVIDERS
8.1 We or third-parties may make available Third-Party Content. Incident IQ
does not control and is not responsible for any such Third-Party Content
accessible from or provided through the Cloud Services, and You bear
all risks associated with any such access and use. Any Third-Party
Content made accessible by Incident IQ in or through the Cloud Services
is provided on an “as-is” and “as available” basis without any warranty of
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any kind.
8.2 If You choose to utilize any Third-Party Content, You grant Us
permission to allow the relevant provider of such Third-Party Content to
access Your Data as required for the interoperation of that Third-Party
Content with the Cloud Services. We are not responsible for any
disclosure, modification or deletion of Your Data resulting from access by
such Third-Party Content or its provider.
9 CONFIDENTIALITY
9.1 By virtue of this Agreement, the parties may have access to information
that is confidential to one another (“Confidential Information”). We each
agree to disclose only information that is required for the performance of
obligations under this Agreement or in order to comply with any
governing law or binding court order.
9.2 Confidential information shall be limited to Your Data residing in the
Cloud Services, and all information identified as confidential at the time
of disclosure.
9.3 A party’s Confidential Information shall not include information that: (a) is
or becomes a part of the public domain through no act or omission of the
other party; (b) was in the other party’s lawful possession prior to the
disclosure and had not been obtained by the other party either directly or
indirectly from the disclosing party; (c) is lawfully disclosed to the other
party by a third party without restriction on the disclosure; or (d) is
independently developed by the other party. Provided, however, Student
Education Records shall never not be deemed Confidential Information.
9.4 We each agree not to disclose each other’s Confidential Information to
any third-party other than as set forth in the following sentence for a
period of three (3) years from the date of the disclosing party’s disclosure
of the Confidential Information to the receiving party; however, We will
hold Your Confidential Information that resides within the Cloud Services
in confidence for as long as such information resides in the Cloud
Services.
9.5 We each may disclose Confidential Information only to those employees,
agents or subcontractors who have a demonstrated need to know. Such
recipients are required to protect it against unauthorized disclosure in a
manner no less protective than required under this Agreement.
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9.5.1 Incident IQ will protect the confidentiality of Your Data
residing in the Cloud Services in accordance with the
Incident IQ security practices defined as part of Your Order
Forms.
9.5.2 In addition, Your Data will be treated in accordance with
the terms outlined above. Nothing shall prevent either party
from disclosing Confidential Information as required by
law.
9.6 In performing the Cloud Services, We will comply with the Incident IQ
Privacy Policy, (available at https://www.incidentiq.com/privacy-policy)
and incorporated herein by reference, as well as any additional
requirements contained in applicable Order Forms or other documents.
9.6.1 The Incident IQ Privacy Policy is subject to change at Our
discretion; however, policy changes will not result in a
material reduction in the level of protection provided for
Your Data during the Services Period described in Your
Order Form.
9.7 We will maintain industry-standard administrative, physical, and technical
safeguards for protection of the security, confidentiality and integrity of
Your Data. Those safeguards will include, but will not be limited to,
measures for preventing access, use, modification or disclosure of Your
Data by Our personnel except (a) to provide the purchased Cloud
Services and prevent or address service or technical problems, (b) as
compelled by law, or (c) as You expressly permit in writing.
10 TERMINATION
10.1 In addition to any other remedies it may have, either party may also
terminate this Agreement upon thirty (30) days’ notice (or without notice
in the case of nonpayment), if the other party materially breaches any of
the terms or conditions of this Agreement or an applicable Order Form.
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10.1.1 In the event we terminate for cause under 10.1 and you
have not yet paid, You agree we have the right to
immediately collect all sums due from You between the
date of termination under 10.1 and the first day of the
subscription.
10.1.2 In the event we terminate for cause under 10.1 after
payment, we have full discretion on whether we will refund,
whether in whole or in part, the balance of any payments
made by You between the date of termination under 10.1
and the last day of the subscription.
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10.2 We reserve the right to suspend services and/or terminate any
agreement at any time if we reasonably determine that continued service
could adversely affect the platform’s continued functionality and/or
reputation. Such termination determination would be made, if at all, upon
ninety (90) days’ notice.
10.3 We reserve the right to suspend services and/or terminate any
agreement at any time if we reasonably determine that You have violated
the Acceptable Use Policy outlined above.
10.4 We reserve the right to suspend services and/or terminate any
agreement at any time if we reasonably determine that You have violated
the applicable terms of confidentiality.
10.5 You must pay in full for the Cloud Services up to and including the last
day on which the Cloud Services are provided.
10.5.1 In the event we terminate under 10.2, 10.3, and/or 10.4,
and you have not yet paid, You agree we have the right to
immediately collect all sums due from You between the
date of termination following the notice periods under 10.2,
10.3, and/or 10.4 and the first day of the subscription.
10.5.2 In the event we terminate under 10.2, 10.3, and/or 10.4
after payment, we will refund you the balance of any
payments made by You between the date of termination
and the last day of the subscription, less any additional
reasonable costs we incur in remediating your breach.
10.6 Termination for Non-Appropriation: The Parties acknowledge and agree
that if Customer is subject to legal requirements that prevent it from
committing to the payment of funds beyond its current fiscal year, and if
funds are not allocated for the Cloud Services captured in an applicable
Quote, Order Form, or Agreement that are the subject of this Agreement
following the commencement of any succeeding fiscal year, then the
Parties agree that the Quote, Order Form, or Agreement will terminate
and Customer will have no liability for any charges, fees, or penalties at
the end of its last fiscal period for which funds were appropriated.
Customer will be obligated to pay all charges incurred through the end of
the last fiscal period for which funds were appropriated. Customer will
give Incident IQ written notice that funds have not been appropriated (a)
immediately after Customer receives notice of such non-appropriation;
and (b) at least thirty (30) days prior to the effective date of such
termination. Customer will not utilize this clause as a right to terminate
any Quote nor this Agreement for convenience. Incident IQ reserves the
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right to seek documentation evidencing such non- appropriation of funds.
10.7 All aspects of this Agreement which by their nature should survive
termination will survive termination, including, but not limited to, accrued
rights to payment, confidentiality obligations, warranty disclaimers, and
limitations of liability.
11 WARRANTIES, REMEDIES AND DISCLAIMERS
11.1 Incident IQ warrants that it will make all reasonable efforts to perform the
Cloud Services in all material respects as described in Your Order Form.
If the Cloud Services provided to You were not performed as warranted,
You must promptly provide written notice to Incident IQ in the manner
outlined in Section 5.4 describing the purported deficiency.
11.2 Incident IQ does not guarantee that:
11.2.1 The services will be performed error-free or uninterrupted,
or that Incident IQ will correct all services errors;
11.2.2 The services will operate in combination with your content
or your applications, or with any other hardware, software,
systems or data not provided by Incident IQ, and the Cloud
Services will meet your requirements, specifications or
expectations.
11.3 You acknowledge that Incident IQ does not control the transfer of data
over communications facilities, including the internet, and that the cloud
services may be subject to limitations, delays, and other problems
inherent in the use of such communications facilities.
11.4 Neither party shall be responsible for any delays, delivery failures, or
other damage resulting from such problems.
11.5 Incident IQ is not responsible for:
11.5.1 any issues related to the performance, operation or
security of the cloud services that arise from your data or
third-party content;
11.5.2 Any representation or warranty regarding the reliability,
accuracy, completeness, correctness, or usefulness of
third-party content, and disclaims all liabilities arising from
or related to third party content is true.
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11.6 For any breach of the Cloud Services warranty, Your exclusive remedy,
and Incident IQ’s entire liability, shall be the correction of the deficient
Cloud Services that caused the breach of warranty, or, if Incident IQ
cannot substantially correct the deficiency in a commercially reasonable
manner, You may end the Subscription, and Incident IQ will refund to
you the fees for the terminated services that you pre-paid to Incident IQ
for the period following the effective date of termination, in a manner
consistent with 10.5 above.
11.7 To the extent not prohibited by law, these warranties are exclusive and
there are no other express or implied warranties or conditions including
for software, hardware, systems, networks or environments or for
merchantability, satisfactory quality and fitness for a particular purpose.
12 LIMITATION OF LIABILITY
12.1 To the maximum extent permitted by law, each party’s entire liability
arising out of or related to this Agreement will not exceed the amounts
paid or payable by You to Us over the preceding twelve (12) months
under this Agreement immediately preceding the first incident giving rise
to liability.
12.2 Neither party will have any liability arising out of or related to this
Agreement for indirect, special, incidental, reliance or consequential
damages or damages for loss of use, lost profits or interruption of
operations, even if informed of their possibility in advance.
12.3 The waivers and limitations in this Section apply regardless of the form of
action, whether in contract, tort (including negligence), strict liability or
otherwise and will survive and apply even if any limited remedy in this
Agreement fails of its essential purpose.
13 DEFENSE & INDEMNIFICATION
13.1 We will defend You and Your employees and trustees (hereinafter and
for purposes of this Section, collectively referred to as “You”) against any
claim, demand, suit or proceeding made or brought against You by a
third-party alleging that the Cloud Services infringe or misappropriate
such third-party’s intellectual property rights (a “Claim Against You”), and
will indemnify and hold harmless You from any damages, attorney fees
and costs ultimately awarded against You as a result of, or for amounts
paid by You under a settlement approved by Us in writing of, a Claim
Against You.
13.2 In order to receive the benefit of this indemnification, you must:
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13.2.1 promptly give Us written notice of the Claim Against You
via email to legal@incidentiq.com;
13.2.2 give Us sole control of the defense and settlement of the
Claim Against You (except that We may not settle any
Claim Against You unless it unconditionally releases You
of all liability); and
13.2.3 give Us all reasonable assistance.
13.3 If We receive information about an infringement or misappropriation
claim related to the Cloud Services, We shall, in Our discretion and at no
cost to You:
13.3.1 modify the Cloud Services so that they are no longer
claimed to infringe or misappropriate, without breaching
Our warranties described above; or
13.3.2 terminate Your subscriptions for the Cloud Services upon
30 days’ written notice and refund You any prepaid fees
covering the remainder of the term of the terminated
subscriptions, consistent with 10.5 above.
13.4 The above defense and indemnification obligations do not apply to the
extent a Claim Against You arises from Content, Third-Party Content or
Your use of the Cloud Services in violation of this Agreement or
applicable Order Forms; provided such Claim Against You would not
have arisen but for Your use in violation of this Agreement or applicable
Order Forms.
13.5 Unless otherwise prohibited by state law and/or local regulations,
You will defend and indemnify Us against any claim, demand, suit or
proceeding made or brought against Us by a third-party alleging that any
of Your Data infringe or misappropriate such third-party’s intellectual
property rights, or arising from Your use of the Cloud Services or Content
in violation of the Agreement, Order Forms or applicable law (each a
“Claim Against Us”), and You will indemnify Us from any damages,
attorney fees and costs ultimately awarded against Us as a result of, or
for any amounts paid by Us under a settlement approved by You in
writing of, a Claim Against Us, provided We (a) promptly give You written
notice of the Claim Against Us, (b) give You sole control of the defense
and settlement of the Claim Against Us (except that You may not settle
any Claim Against Us unless it unconditionally releases Us of all liability),
and (c) give You all reasonable assistance, at Your expense.
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13.6 This Section states the indemnifying party’s sole liability to, and the
indemnified party’s exclusive remedy against, the other party for any type
of claim described in this Section.
14 MISCELLANEOUS PROVISIONS
14.1 Severability. If any provision of this Agreement is held to be invalid or
unenforceable, the invalidity or unenforceability will not affect the other
provisions of the Agreement.
14.2 No Waiver. A waiver of any breach of this Agreement is not deemed a
waiver of any other breach.
14.3 Notices. All notices will be in writing, transmitted via certified or
registered mail, postage prepaid, and delivered to the address set forth
in Your Order Form. Notices may also be transmitted via e-mail and
delivered to the addresses set forth in the Order Form. Notices from You
to Incident IQ sent via email must be sent to legal@incidentiq.com to
constitute proper notification.
14.4 Force Majeure. Neither party is liable for a delay or failure to perform this
Agreement due to a Force Majeure. If a Force Majeure materially
adversely affects the Cloud Service for 15 or more consecutive days,
either party may terminate the affected Order(s) upon notice to the other
and We will refund to Customer any pre-paid, unused fees for the
terminated portion of the Subscription Term. However, this Section does
not limit Customer’s obligations to pay fees owed.
14.5 Assignment. Neither party may, without the prior written consent of the
other party, assign or transfer this Agreement (or any of its rights or
obligations) to any other party, except We may assign Our interests as
required under any potential corporate action (i.e., acquisition, sale,
merger, etc.). In the event of such a corporate action, We warrant that
any successor entity will agree to abide by the terms of this agreement
for the remainder of any applicable subscription term.
14.6 Relationship of the Parties. The parties are independent contractors, and
no partnership, franchise, joint venture, agency, fiduciary or employment
relationship between the parties is created by this Agreement.
14.7 No Third-Party Beneficiaries. There are no third-party beneficiaries to
this Agreement. For clarification, even though an employee of a
Customer Affiliate may be a User under this Agreement, Customer
Affiliates may not bring a claim against Us arising from, based on, or
under this Agreement unless such Customer Affiliate has entered into its
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own Order directly with Us.
14.8 Governing Law. Unless prohibited by state law and/or local
regulation, this Agreement and any claims relating to its subject matter
will be governed by and construed under the laws of the State of
Georgia, without reference to its conflicts of law principles. All disputes
will be subject to the exclusive jurisdiction of the courts located in Fulton
County, Georgia or the Federal Court of the Northern District of Georgia.
Either party must initiate a cause of action for any claim(s) relating to this
Agreement and its subject matter within one year from the date when the
party knew, or should have known after reasonable investigation, of the
facts giving rise to the claim(s).
14.9 Entire Agreement. This Agreement and the information which is
incorporated into this Agreement by written reference (including
reference to information contained in a uniform resource locator or
referenced policy), together with the applicable Order Form and
accompanying Exhibits, is the complete agreement for the Cloud
Services ordered by You and supersedes all prior or contemporaneous
agreements or representations, written or oral, regarding such Cloud
Services.
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SUPPORT POLICY FOR CLOUD SERVICES
This Support Policy for Cloud Services (“Policy”) sets forth the Support
Services identified in Your applicable Order Form. The Services are
governed by and subject to the terms and conditions specified in the
Master Subscription Agreement and applicable Order Form signed by You
(collectively the “Agreement”).
1. Support Tiers
a) Tier One Support for Users.
I. Incident IQ Help Center. All of Your Users may access to written
help documentation and video tutorials via the Cloud Services
help center located at https://help.incidentiq.com, and through
Incident IQ Academy at learn.incidentiq.com.
II. Support Request within Cloud Services Environment. All of Your
Users may submit an “Incident IQ Help Ticket” using the Cloud
Services. These requests first route to Your Administrator Users
for resolution. If necessary, Your Administrator Users may
forward the request within the Cloud Services environment to the
Incident IQ product support team.
b) Tier Two Support for Users.
I. Your Administrator Users can escalate other User help
requests within the Cloud Services to the Cloud Services
product support team or make such requests to the product
support team directly.
II. Your Administrator Users also may access toll-free telephone
support (866-899-9169) and email support
(support@incidentiq.com) from the product support team
during ordinary business hours (Monday through Friday, 8AM
to 8PM Eastern Standard Time, excluding holidays).
2. Response Time Service Level
The Cloud Services product support team will strive to respond to support
requests from Your Administrator Users within one (1) business day.
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