011325thomson-reuters-general-terms-and-conditions-us-version

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Agenda Item

b. CLEAR Attendance Zone Verification Software (Not to exceed $141,548)

Summary: Presented by: Presented by: Triscilla Weaver, Ph.D., Chief of Access & Opportunity, Division of Access & Opportunity
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve access and usage of THOMSON REUTERS CLEAR, a public record information database software not to exceed $141,548.
Why: DeKalb County School District relies on school registrars to review and process thousands of documents families enter into the Infinite Campus (IC) student information system to verify residency in our attendance boundary. This process is particularly difficult for schools with large grade band shifts, such as elementary to middle school and middle to high school. Through registrar interviews, school visits, and IC audits, we have discovered fidelity challenges and inaccurate documents leading to attendance zone imbalances.

Approval of a comprehensive attendance zone verification software will support registration across the district and will ensure we have accurate data in the student information system (Infinite Campus). CLEAR provides access to a comprehensive collection of public records information we will use to cross-reference family attendance zone documentation information. Annually, the registration team will run a batch verification process to determine accuracy and support families with attendance options and programs. The seven registration support staff will uphold the standard operating procedures (SOP) and run individual school requests and residency affidavits.

Please note this is a sole source vendor and documentation is attached.

The approval of this contract aligns with Strategic Goal Area 6: Organizational Excellence and Goal Area 2: School, Family, and Community Engagement.
Details: Approval of a comprehensive attendance zone verification software will support registration across the district and will ensure we have accurate data in the student information system (Infinite Campus). The CLEAR software will alert DSCD registration administrators of inconsistent addresses, and we will further review based on the SOP process (attached).

DCSD has several departments and programs for families that need support in providing documentation to complete annual verification and the new student registration process. We also have a team and process for families experiencing unstable or inadequate housing (McKinney Vento), as we want to be sensitive to these situations. Lastly, we have a process for families living with another family in the DCSD boundaries.

The registration team will allow 10 administrator users on the platform with strict search criteria guidelines. The student assignment leaders will use the CLEAR platform to run internal audits and manage families' safety and security.
Financial impact: The initial contract duration shall be effective through June 30, 2025.

The total budget for these services will be allocated from the supplies and materials (computer software) student assignment budget 100-2210-561200-00011-7010-9990-8010-092-0000 in the amount of $141,548.
Contact: Triscilla Weaver, Ph.D., Chief of Access and Opportunity, Division of Access & Opportunity, 678.676.0485
Ms. Sarita Smith, Executive Director of Student Assignments, Division of Access & Opportunity, 678.676.0207
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
                                                                                                      Thomson Reuters General Terms and Conditions
                                                                                                                                             Version 5.0 (US)
                                                                                                                        Last Modified: November 15, 2023
       These General Terms and Conditions (“Terms”) govern your access and use of Thomson Reuters Services, as such term is defined below.
       “We”, “our” and “Thomson Reuters” means the Thomson Reuters entity or entities providing Services (and thus the entity or entities with all
       rights and obligations with respect to those Services) under the applicable Ordering Document. “You” and “your” means the client, customer
       or subscriber agreeing to or accepting these terms.
       1.    DEFINITIONS
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       b. “Agreement” means each Ordering Document, any applicable incorporated documents, and these Terms.
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       may delete or disable Your Data if required under applicable law, in which case we will use our reasonable efforts to provide notice to you.
       We acknowledge that, as between the parties, all intellectual property rights in Your Data are owned by you or your licensors.




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       f. Delivery. We will deliver our Services and any Documentation electronically, on tangible media, or by other means, in our sole
       discretion. When you download or access our Services or Documentation, you are accepting it for use in accordance with the Agreement.
       g. Ordering Document. Your Ordering Document identifies the Services, quantities, charges and other details of your order. The applicable
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       3.    OUR SERVICES
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       to train any artificial intelligence (“AI”) or machine learning algorithms or software or create any derivative works, compilations or collective
       works or in any manner or for any purpose that infringes, misappropriates, or otherwise violates any intellectual property right or other right
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       g. Security. Each of us will use and will require any subcontractors to use industry standard organizational, administrative, physical and
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       h. Compliance. Each of us shall at all times comply with applicable law, including export controls and economic sanctions that apply to us in
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       i. Your Responsibilities. You are responsible for (i) proper use of our Property in accordance with all Documentation, usage instructions and
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       (iv) your combination of our Property with any other products, services, data or other property;(v) implementing and maintaining proper and
       adequate virus or malware protection and proper and adequate backup and recovery systems; and (vi) installing updates.


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       4.    CHARGES
       a. Payment and Taxes. You must pay our charges that are not the subject of a good faith dispute within 30 days of the date of invoice in the
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       b. Changes. We may increase, or adjust the basis for calculating, the charges for our Services with effect from the start of each renewal
       term by giving you at least 60 days written notice; any other price changes or adjustments will be as set out in your Ordering Document.
       c. Excess Use. You must pay additional charges if you exceed the scope of use specified in the applicable Ordering Document, based on the
       rates specified on the applicable Ordering Document or our current standard pricing, whichever is greater. We may change the charges if you
       merge with, acquire or are acquired by another entity which results in additional access to our Services or data.
       5.    PRIVACY
       The parties agree that the terms of the Data Processing Addendum (“DPA”) available at: http://tr.com/data-processing-addendum shall apply
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       Controllers (as those terms are defined in the DPA), each party will comply with, and be independently liable under, all applicable laws that
       apply to it.
       6.    CONFIDENTIALITY
       Each party agrees to (i) protect any Confidential Information received from the other party using the same standard of care it uses to protect its
       own Confidential Information (which shall be no less than a reasonable degree of care) and (ii) not disclose any part of it to any third party
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       to that information; (c) was lawfully in the possession of the receiving party prior to such disclosure as established by documentary evidence;
       or (d) is independently developed by the receiving party, as established by documentary evidence, without reference to or use of, in whole or
       in part, any of the disclosing party's Confidential Information. This section shall survive three (3) years after the termination of the Agreement
       or until the Confidential Information is no longer deemed confidential under applicable law, whichever occurs first. In the event of any breach of
       the confidentiality provisions of this Section 6, the non-breaching party may be irreparably and immediately harmed and might not be made
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       7.    WARRANTIES AND DISCLAIMERS
       a. LIMITED WARRANTY. EXCEPT WITH RESPECT TO INSTALLED SOFTWARE OR PROFESSIONAL SERVICES, WE
       WARRANT THAT PROPERLY LICENSED SERVICES WILL MATERIALLY CONFORM TO ANY DOCUMENTATION THAT
       ACCOMPANIES THE SERVICES. THIS LIMITED WARRANTY APPLIES FOR THE DURATION OF THE TERM. YOUR
       ONLY REMEDY IN THE EVENT WE BREACH THIS LIMITED WARRANTY SHALL BE THE REPAIR OR REPLACEMENT
       OF THE SERVICES AT NO CHARGE. THIS LIMITED WARRANTY DOES NOT COVER PROBLEMS CAUSED BY YOUR
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       MADE BY YOU OR CAUSED BY EVENTS BEYOND OUR REASONABLE CONTROL.
       b. INSTALLED SOFTWARE. WE WARRANT THAT OUR INSTALLED SOFTWARE WILL MATERIALLY CONFORM TO
       OUR DOCUMENTATION FOR 90 DAYS AFTER DELIVERY. IF DURING THIS WARRANTY PERIOD WE ARE UNABLE TO
       CORRECT, WITHIN A REASONABLE TIME PERIOD AND MANNER, AN INSTALLED SOFTWARE ERROR YOU REPORT
       TO US, YOU MAY TERMINATE THE APPLICABLE ORDERING D O C U M E N T FOR THE AFFECTED INSTALLED
       SOFTWARE BY PROMPT WRITTEN NOTICE TO US FOLLOWING THE REASONABLE TIME PERIOD AND THE
       LICENSES WILL IMMEDIATELY TERMINATE. YOUR ONLY REMEDY AND OUR ENTIRE LIABILITY FOR BREACH OF
       THIS WARRANTY WILL BE A REFUND OF THE APPLICABLE CHARGES.
       c. PROFESSIONAL SERVICES. WE WARRANT THAT WE WILL PROVIDE ANY PROFESSIONAL SERVICES USING
       REASONABLE SKILL AND CARE.
       d. DISCLAIMER OF WARRANTIES. THE FOREGOING WARRANTIES DO NOT APPLY, AND WE STRICTLY DISCLAIM
       ALL WARRANTIES, WITH RESPECT TO ANY THIRD-PARTY DATA OR THIRD- PARTY SOFTWARE, OR FOR ANY
       MODIFICATIONS OR CUSTOMIZATIONS YOU MAKE TO OUR PRODUCTS OR SERVICES. EXCEPT FOR THE LIMITED
       WARRANTIES PROVIDED IN SECTIONS 7(A), (B), and (C) HEREIN, OUR SERVICES ARE PROVIDED “AS IS”, AND ALL
       WARRANTIES, CONDITIONS AND OTHER TERMS IMPLIED BY STATUTE OR COMMON LAW INCLUDING, WITHOUT
       LIMITATION, WARRANTIES OR OTHER TERMS AS TO SUITABILITY, MERCHANTABILITY, SATISFACTORY QUALITY
       AND FITNESS FOR A PARTICULAR PURPOSE, ARE EXCLUDED TO THE MAXIMUM EXTENT PERMITTED BY


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       APPLICABLE LAW. IN ENTERING THE AGREEMENT, NEITHER PARTY HAS RELIED UPON ANY STATEMENT,
       REPRESENTATION, WARRANTY OR AGREEMENT OF THE OTHER PARTY EXCEPT FOR THOSE EXPRESSLY
       CONTAINED IN THE AGREEMENT. UNLESS OTHERWISE EXPRESSLY STATED IN THE AGREEMENT, AND TO THE
       FULLEST EXTENT PERMISSIBLE UNDER APPLICABLE LAW, WE DO NOT WARRANT OR REPRESENT OR INCLUDE
       ANY OTHER TERM THAT THE SERVICES WILL BE DELIVERED FREE OF ANY INACCURACIES, INTERRUPTIONS,
       DELAYS, OMISSIONS OR ERRORS, OR THAT ANY OF THESE WILL BE CORRECTED, AND WE WILL NOT BE LIABLE
       FOR ANY DAMAGES RESULTING FROM SUCH FAULTS. WE DO NOT WARRANT THE LIFE OF ANY URL OR THIRD-
       PARTY WEB SERVICE.
       e. NO ADVICE. WE ARE NOT PROVIDING FINANCIAL, TAX AND ACCOUNTING, LEGAL, COMPLIANCE OR ANY OTHER
       PROFESSIONAL ADVICE BY ALLOWING YOU TO ACCESS AND USE OUR SERVICES, DOCUMENTATION OR DATA.
       SOME INFORMATION MAY CONTAIN THE OPINIONS OF THIRD PARTIES, AND THOMSON REUTERS IS NOT
       RESPONSIBLE FOR THESE OPINIONS. YOUR DECISIONS MADE IN RELIANCE ON THE SERVICES, DOCUMENTATION
       OR YOUR INTERPRETATIONS OF OUR DATA ARE YOUR OWN FOR WHICH YOU HAVE FULL RESPONSIBILITY. WE
       ARE NOT RESPONSIBLE FOR ANY DAMAGES RESULTING FROM ANY DECISIONS BY YOU OR ANYONE ACCESSING
       THE SERVICES THROUGH YOU MADE IN RELIANCE ON THE SERVICES, INCLUDING FINANCIAL, TAX AND
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       SERVICES AT YOUR OWN RISK IN THESE RESPECTS. YOU ARE SOLELY RESPONSIBLE FOR THE PREPARATION,
       CONTENT, ACCURACY AND REVIEW OF ANY DOCUMENTS, DATA, OR OUTPUT PREPARED OR RESULTING FROM
       THE USE OF ANY SERVICES AND FOR ANY DECISIONS MADE OR ACTIONS TAKEN BASED ON THE DATA CONTAINED
       IN OR GENERATED BY THE SERVICES.
       8.    LIABILITY
       a. LIMITATION. EACH PARTY’S OR ANY OF ITS THIRD PARTY PROVIDERS’ ENTIRE LIABILITY IN ANY CALENDAR
       YEAR FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE AGREEMENT, INCLUDING FOR NEGLIGENCE,
       WILL NOT EXCEED THE AMOUNT PAYABLE IN THE PRIOR 12 MONTHS FOR THE SERVICE THAT IS THE SUBJECT OF
       THE CLAIM FOR DAMAGES (OR, IF THE CLAIM IS MADE WITHIN THE FIRST 12 MONTHS, 12 TIMES THE AVERAGE
       OF THE MONTHLY CHARGES PAID).
       b. EXCLUSIONS. IN NO EVENT SHALL WE OR OUR THIRD-PARTY PROVIDERS BE LIABLE FOR ANY PENALTIES,
       INTEREST, TAXES OR OTHER AMOUNTS IMPOSED BY ANY GOVERNMENTAL OR REGULATORY AUTHORITY.
       NEITHER PARTY IS LIABLE TO THE OTHER FOR INDIRECT, INCIDENTAL, PUNITIVE, SPECIAL OR CONSEQUENTIAL
       DAMAGES, FOR LOSS OF DATA, OR LOSS OF PROFITS (IN EITHER CASE, WHETHER DIRECT OR INDIRECT) EVEN IF
       SUCH DAMAGES OR LOSSES COULD HAVE BEEN FORESEEN OR PREVENTED.
       c. Unlimited Liability. Section 8(a) does not limit either party’s liability for (i) fraud, fraudulent misrepresentation, willful misconduct, or
       conduct that demonstrates reckless disregard for the rights of others; (ii) negligence causing death or personal injury; (iii) its infringement of
       the other party’s intellectual property rights or violation of the use restrictions in Section 3(f); (iv) our indemnification obligations in Section
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       all amounts for use of the Services that exceed the usage permissions and restrictions granted to you. Nothing in the Agreement limits liability
       that cannot be limited under law.
       d. Third Party Intellectual Property. If a third party sues you claiming that our Services, excluding any portions of the same provided by
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       products, services or data not supplied by Thomson Reuters; (ii) modification of all or part of our Services other than by Thomson Reuters or
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       breach of the Agreement. Our obligation in this Section 8(d) is conditioned on you (1) promptly notifying Thomson Reuters in writing of the
       claim; (2) supplying information we reasonably request; and (3) allowing Thomson Reuters to control the defense and settlement. We may
       remedy any alleged or anticipated infringement of a third-party intellectual property right by (a) procuring the right for you to continuing using
       the Service in accordance with this Agreement; (b) replacing the affected Property with replacements that do not alter the fundamental nature
       of the relevant Service; or (c) taking any of the actions in 9(b).
       e. Your Obligations. You are responsible for any loss, damage or cost we and our Affiliates incur arising out of or in connection with a third-
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       other materials provided to us by you or on your behalf, which we are required to host, use or modify in the provision of our Services infringes
       the intellectual property rights of a third party (except to the extent of any indemnity we provide you under Section 8(d) (Third Party Intellectual
       Property); (ii) your or your subcontractors’ use of our Property in breach of the Agreement or in violation of applicable law;(iii) our or our
       Affiliates’ compliance with any instruction given by you to us in the course of the provision of our Services; or (iv) an assertion by any person
       accessing or receiving the benefit of any part of our Services through you.
       f. Customer Assistance. We will not be responsible if our Service fails to perform because of your third-party software, your hardware
       malfunction, or your actions or inaction. If we learn that our Service failed because of one of these, we also reserve the right to charge you for our
       work in investigating the failure. At your request we will assist you in resolving the failure at a fee to be agreed upon by us.
       9.    TERM, TERMINATION
       a. Term. The term and any renewal terms for the Services are described in the applicable Ordering Document. If not otherwise stated in the
       applicable Ordering Document, the Agreement will automatically renew annually unless either of us gives the other at least 30 days written
       notice before the end of the then current term.




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       b. Suspension and Termination. We may on notice terminate, suspend or limit your use of any portion or all of our Services, or modify the
       terms on which it is provided, if (i) requested to do so by a third-party provider, court or regulator; (ii) you become or are reasonably likely to
       become insolvent; (iii) there has been or it is reasonably likely that there will be: (1) a breach of security; a breach of your obligations under
       the Agreement or another agreement between us; (2) a breach of our agreement with a third-party provider; (3) a violation of third party rights
       or (4) applicable law. Our notice will specify the cause of the termination, suspension or limitation and, if the cause of the termination,
       suspension or limitation is reasonably capable of being remedied, we will inform you of the actions you must take to reinstate the Service. If
       you do not take the actions or the cause cannot be remedied within 30 days, we may suspend, limit or terminate the Agreement in whole or in
       part. Charges remain payable in full during periods of suspension or limitation arising from your action or inaction. We may, upon reasonable
       notice, terminate all or part of the Agreement in relation to a Service which is being discontinued.
       c. Material Breach. Either of us may terminate the Agreement immediately upon written notice if the other commits a material breach and
       fails to cure the material breach within 30 days of written notice. Any misrepresentation by you or failure to fully pay any amount when due
       under the Agreement is a material breach for this purpose. Where (i) we terminate a Service, other than for a termination for your breach
       pursuant to this Section 9(c) or a termination for your insolvency pursuant to Section 9(b), or (ii) you terminate a Service for our breach pursuant
       to this Section 9(c), you will be entitled to a pro rata refund of any recurring charges paid in advance for the terminated Service that has not
       been rendered.
       d. Effect of Termination. Except to the extent we have agreed otherwise, upon expiration or termination of the Agreement, all licenses and
       rights granted herein shall end immediately and you must uninstall or destroy all of our Property. Additionally, upon expiration or termination,
       at your request, we will, at our discretion, either return or destroy your Confidential Information, except as may be required for archival or
       compliance purposes. Termination of the Agreement will not (i) relieve you of your obligation to pay Thomson Reuters or its agent any amounts
       you owe up to and including the date of termination; (ii) affect other accrued rights and obligations; or (iii) terminate those parts of the
       Agreement that by their nature should continue or those that expressly state shall survive termination.
       e. Amendments. We may modify these Terms at any time by providing notice to you by posting the updated Terms at http://tr.com/us-general-
       terms-and-conditions providing notice to you through your TR account (i.e., My Account), sending you a renewal notice communication, or
       using other similar means. Modified terms become effective 30 days after such notice. By using the Services after the effective date, you agree
       to be bound by the most recent version of the Terms. You are responsible for reviewing and becoming familiar with any such modifications.
       f. Force Majeure. We are not liable for any damages or failure to perform our obligations under the Agreement because of circumstances
       beyond our reasonable control. If those circumstances cause material deficiencies in the Services and continue for more than 30 days, either of
       us may terminate any affected Service on written notice to the other.
       10. THIRD PARTY RIGHTS
       Our third-party providers benefit from our rights and remedies under the Agreement. Except for our third-party providers, no other third parties
       have any rights or remedies under the Agreement.
       11. GENERAL
       a. Assignment. Unless otherwise provided in this Section, neither party may assign or transfer (by operation of law or otherwise) any right or
       obligation under the Agreement to anyone else without the other party’s prior written consent, which may not be unreasonably withheld or
       delayed. We may delegate or transfer any obligation set forth in the Agreement, assign the Agreement, or assign any rights or remedies granted
       in the Agreement in whole or in part (i) to an Affiliate; (ii) in connection with our or our Affiliate’s sale of a division, product or service; or(iii)
       in connection with a reorganization, merger, acquisition, divestiture or similar business transaction. We may subcontract any of the Services in
       our sole discretion. Any assignment, delegation or other transfer in contravention of this Section 11(a) is void.
       b. Feedback. You may voluntarily provide any comments, suggestions, ideas or recommendations (collectively, “Feedback”) to Thomson
       Reuters, and if so, you grant Thomson Reuters a perpetual, irrevocable, transferable, non-exclusive right, without charge, to use any Feedback
       you provide related to any of our Property in any manner and for any purpose.
       c. Agreement Compliance. We or our professional representatives may review your compliance with the Agreement throughout the term of
       the Agreement. If the review reveals that you have exceeded the authorized use permitted by the Agreement, you will pay all unpaid or
       underpaid charges.
       d. Governing Law. Unless otherwise stated in the applicable Ordering Document, the Agreement will be governed by the laws of the State
       of New York and each of us hereby irrevocably submits to the exclusive jurisdiction of the federal and state courts of the State of New York
       located in New York County to settle all disputes or claims arising out of or in connection with the Agreement.
       e. Precedence. If there is any conflict among any elements of the Agreement, the descending order of precedence is: third party license terms
       contained in Section 3(e) of these Terms; the applicable Ordering Document; and the remaining provisions of the Agreement.
       f. Trials. All trials or testing of our Services are subject to these Terms unless we notify you otherwise. Access to our Services for trials may only
       be used for your evaluation purposes. Unless we agree otherwise in writing, any data you enter into the Services, and any customizations made
       to the Services by or for you, during any free trial may be permanently destroyed at the end of the trial.
       g. Support Provided. To assist in resolving technical problems with the Services, Thomson Reuters, or its agents on behalf of Thomson
       Reuters, may provide telephone and/or online access to its helpdesk or may provide self-help tools. Additional information related to the support
       provided by Thomson Reuters may be described on http://thomsonreuters.com/support-and-training or as otherwise provided by Thomson
       Reuters. You may request us to assist with any of the following: (a) issues caused by you or third party information or materials; (b) any
       Services, or any versions of Services, that we has advised you are unsupported; (c) issues caused by your failure to follow our instructions or
       specifications; (d) Services not located in or conforming to the operating environment specified in the Agreement; (e) issues caused by
       accidents, modifications, support, relocation or misuse of the Service not attributable to us; or (f) your networking or operating environment.
       Additional Charges in respect of such assistance may apply.
       h. No Waiver. If either party delays or fails to exercise any right or remedy under the Agreement, it will not have waived that right or remedy.


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       i. Severability. If any part of the Agreement that is not fundamental is illegal or unenforceable, it will be deemed modified to the minimum
       extent necessary to make it legal and enforceable. If such modification is not possible, the part will be deemed deleted. Any such modification
       or deletion will not affect the validity and enforceability of the remainder of the Agreement.
       j. Consent to Electronic Communications. You hereby consent to receiving electronic communications from us. These electronic
       communications may include notices about applicable fees and charges, transactional information, and other information concerning or related
       to the Services.
       k. Notices. All notices under the Agreement must be in writing and sent by email (except for notices of breach of the Agreement which may
       not be sent by email) or mail, courier, fax or delivered in person at the address set out on the relevant Ordering Document between the parties
       (or such other more recent address notified to the other). However, we may give technical or operational notices or notices of third-party
       provider terms via publication on the URL in Section 3(e) or within the Services themselves.
       l. Entire Agreement and Non-Reliance. The Agreement contains the entire understanding between us regarding its subject matter and
       supersedes all prior agreements, understandings, negotiations, proposals and other representations, verbal or written, in each case relating to
       such subject matter, including without limitation any terms and conditions appearing on a purchase order or other form(s) used by you. Each
       of us acknowledges that in entering into the Agreement neither of us have relied on any representations made by the other that are not expressed
       in the Agreement.




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