Terms of Service
K12 Insight, LLC (“K12 Insight“, “Company”, or “we”) is a Virginia limited liability company that provides a range of solutions and services, including but not limited to fully managed survey and survey communication services, web-based software to create and deploy web surveys, web forms, web-based event registration forms, and capabilities to generate analytical reports (“Services”) to schools and school districts (“Clients” or “you”). All individuals who are authorized by the Company or who are authorized by the Client to use and access the Services for authorized use, as stated in this Agreement, are referred to as the “End User”.
If you will be using the Services on behalf of an organization, you agree to these Terms on behalf of that organization and you represent that you have the authority to do so.
1. LICENSED RIGHTS
1.1. License Terms. Subject to the terms of this Agreement, K12 Insight hereby grants End User a license to use and access the Services for the period of time specified in the Order Form.
1.2. Materials. K12 Insight may from time to time and at its sole discretion provide additional materials to complement the Services, including but not limited to sample surveys, and educational material, educational seminars, either inside the software platform, in person or via email (“Materials”). K12 Insight hereby grants End User a limited license to use the Materials solely for End User’s own authorized internal business purposes.
1.3. Scope. End User agrees to use the Services solely in accordance with the terms and purposes expressly authorized in this Agreement.
2.1. Initial Terms. User is entitled to use the Services for the term stated in the Order Form only, subject to 2.2 Renewal, below.
2.2. Renewal. At the expiration of the term specified in the Order Form, your Subscription will automatically renew for a one year term at the same rates as specified in the Order Form, and thereafter annually on the anniversary of the Agreement, unless End User provides written notice to K12 Insight of its intent to cancel at least 90 days before the expiration of the Initial Term or any renewal. Your Subscription will continue until the end of that billing cycle before terminating. You may cancel auto-renewal on your Subscription immediately after the Subscription starts if you do not want it to renew.
4.1. Data. In the course of using the Services, you may submit content to the Services (including your personal data and the personal data of others) or third parties may submit content to you through the Services (your “Data”). We know that by giving us your Data, you are trusting us to treat it appropriately.
4.2. You Retain Ownership of Your Data. You retain ownership of all of your intellectual property rights in your Data. K12 Insight does not claim ownership over any of your Data. These Terms do not grant us any licenses or rights to your Data except for the limited rights needed for us to provide the Services, and as otherwise described in these Terms.
4.4. Deleting Data. K12 Insight reserves the right to delete any and all End User Data that is older than 5years from its database at any time, with 30days written notice to the End User. End User is solely obligated to back-up and download all necessary Data relating to the Services.K12 Insight shall not have any liability for the deletion of any Data from its database.
5. PAYMENT OBLIGATIONS
5.1. Subscriptions. Some of our Services are billed on a subscription basis (we call these “Subscriptions”). This means that you will be billed in advance on a recurring, periodic basis (each period is called a “Billing Cycle”). Billing Cycles are typically annual, depending on what subscription plan you select when purchasing a Subscription.
5.2. Fees for Services. Clients shall pay the fees for each Service according to the payment terms in the Order Form.
5.3. Refunds. All orders are non-cancellable and non-refundable.
5.4. Nonpayment. Failure to pay any invoice within 60 days of the invoice date is a material breach of this Agreement that entitles K12 Insight to immediately stop the Services without further notice and demand payment in full for all outstanding amounts, including payments owed through the subscription period and accrued late fees.
5.5. Price Changes. K12 Insight may change the fees charged for the Services at any time, provided that, for Services billed on a subscription basis, the change will become effective only at the end of the then-current billing cycle of your Subscription. K12 Insight will provide you with reasonable prior written notice of any change in fees to give you an opportunity to cancel your Subscription before the change becomes effective.
6. OUR SERVICES AND OBLIGATIONS
6.1. Services. K12 Insight may provide one or more of the following Services, but only if selected by the Client in the Order Form. Client may order one or more of the following Services:
6.2. Let’s Talk! Services.
Subscription To Let’s Talk! Platform. Software platform to serve as a single, centralized, secure cloud-based repository of all incoming questions, comments, concerns, suggestions and compliments by any stakeholder in the school system. Includes mobile app and customization of Let’s Talk! platform to automatically assign ownership of all cases from multiple forms and issue alerts to administrators. Administrators will be able to access the Let’s Talk! system using a secure login ID and password, collaborate with each other and respond to their incoming dialogues.
Online Training And Support. Continuous and ongoing support via a dedicated Let’s Talk! customer service team and access to dedicated engagement specialists to assist in feedback management and implementation.
Marketing And Communications. Drafting of letters, press releases, Op-Eds, posters, all-call messages, etc. as needed to inform stakeholders.
Let’s Talk! On-Site Training. K12 Insight will provide on-site training sessions for a high-fidelity deployment or implementation of Let’s Talk! A single session accommodates up to 20 users and lasts 90 minutes. Four sessions can be conducted in one day by one trainer.
Let’s Talk! Coaching Services. Includes one on-site or two phone-based sessions in which a K12 Insight engagement expert works with district users to develop a comprehensive feedback management solution and a stakeholder engagement strategy.
6.3. Engage Lite Services.
Access to Engage. Three user subscription access licenses to the K12 Insight Engage platform to create and launch surveys, run reports and analytics, collaborate with others users, and download and archive data.
Access to YourVoice. Subscription to the YourVoice tool to publish a video, message and current, past and future engagement initiatives on a district website to create a persistent narrative of transparency and collaborative decision-making.
Customer Service. Continuous and ongoing phone and online support via a dedicated K12 Insight customer service team and access to dedicated engagement specialists to assist in survey platform management and implementation.
6.4. Blueprint Services.
Engagement Plan And Calendar. A K12 Insight Service Delivery team will work with your district leadership to identify key topics and initiatives in order to develop and implement an engagement plan and strategy for the school year. The Engagement Plan will include projects, timelines, stakeholder groups, deliverables and metrics to gauge overall impact. Includes one on-site planning session, biweekly status reports, mid-year traction report and an end-of-year report. Regular phone-based sessions (typically every 2-3 weeks) with your team are also included. The number and scope of projects is determined in consultation between your district leadership and your K12 Insight team; projects may be added, modified or removed from the Engagement Plan as the school year progresses.
Survey Audit (Survey Of Surveyors). Deployment and analysis of a Survey of Surveyors to identify unique topics surveyed in the district. This will help establish need-based survey calendar, eliminate redundant survey studies, identify gaps and overlap in surveying and ensure high quality stakeholder outreach within the district that is systemic and systematic. Includes
phone-based meetings as needed.
Strategic Planning. Support plan development, ensure all stakeholder groups are included and engaged, conduct a needs assessment of goals, objectives and metrics, gather baseline or trend data, and make recommendations. A final outcome will include building internal capacity to ensure continuous improvement and progress monitoring. Includes one on-site planning meeting to determine scope of package.
6.5. Managed Studies with Advisory Services
Options for paper surveys are not included in our Services and will be negotiated separately with the End User.
Customized Survey Study, Reports And Pre/Post-Communications. A K12 Insight Service Delivery team will work with your district leadership to develop and implement each customized engagement. Each project will include a detailed project plan, collaborative survey design, pre- and post-survey communications as needed, translation of materials into primary languages depending on district size, survey deployment, interim and preliminary reporting, a district-level, presentation-ready report and site level reports as needed. Includes regular phone-based sessions (typically every 2-3 weeks) with your team.
Focus Group Facilitation With Summary Report. K12 Insight trained moderators will conduct focus groups to engage key constituents in your community. Focus groups will allow your district to dive deeper into key topics and initiatives within your district.
Focus Group Facilitator Training. K12 Insight will lead facilitator training for district staff to enable internal focus group moderation. Includes continuous and ongoing support via a dedicated Service Delivery team to assist in focus group management and implementation for a period of one year after training.
Additional On-Site Services:
7. CHANGES TO OUR SERVICES
7.1. Services Modifications. K12 Insight may from time to time make modifications to the Services in the form of software upgrades and software releases based on a variety of factors including End User’s feedback. Because K12 Insight must use substantial resources to make and support such changes, and because such changes are derived from K12 Insight’s existing Intellectual Property, K12 Insight owns all right, title, and interest in and to such changes.
7.2. Service Retirement. K12 Insight may add, alter, or remove functionality from a Service at any time without prior notice. K12 Insight may also limit, suspend, or discontinue a Service at its discretion. If K12 Insight discontinues a Service, we will give you reasonable advance notice to provide you with an opportunity to export a copy of your Data from that Service. K12 Insight may remove content from the Services at any time in our sole discretion, although we will endeavor to notify you before we do that if it materially impacts you and if practicable under the circumstances.
7.3. New Services. K12 Insight may introduce new products and services to complement our existing Services. If such Services are not included in your existing Subscription, K12 Insight reserves the right and sole discretion to decide whether or not the new Services will be made available you. Such Services may come at an additional cost or may be included within your Subscription license at no cost.
8. YOUR OBLIGATIONS
8.1. Acceptable Uses. You are responsible for your conduct, the conduct of authorized End Users accessing the Services on your behalf, Data, and communications with others while using the Services. You and all End Users shall comply with the following requirements when using the Services:
Let’s Talk! Services:
Stakeholder Engagement Services and Engagement Study Package.
9. JOINT OBLIGATIONS FOR A SUCCESSFUL ENGAGEMENT
9.1. Our Partnership. End User and K12 Insight shall be responsible to perform, at a minimum, the following functions for all Service components and for the optional features selected in the Order Form:
10. PROPRIETARY RIGHTS
10.1. K12 Insight Intellectual Property. K12 Insight owns all right, title, and interest in and to the Services, Materials, and K12 Insight’s registered and unregistered, domestic and foreign, trademarks, service marks, trademark applications, service mark applications, trade names, patents, patent applications, copyrights, copyright applications, discoveries, know-how and trade secrets of and relating to the Services, including any and all surveys created by K12 Insight prior to consulting with End User, all surveys created during the Joint-Questionnaire-Design process with End User, and all Reports, Findings, and Analysis created by K12 Insight (all collectively “Intellectual Property”).
10.2. Maintaining K12 Insight Copyright. End User shall not remove any copyright notice attached to K12 Insight Intellectual Property, including those appearing on all templates, reports, communications, and electronic survey sat any time during or after the terms of this Agreement, unless specifically authorized by K12 Insight.
10.3. Client Intellectual Property. End User owns all right, title and interest in its own intellectual property including its trademarks, questionnaires independently developed by End User using the Services but without consultation from K12 Insight (provided they are not derived from K12 Insight‘s Intellectual Property), participant responses collected through the Services except responses from Let’s Talk!.You agree that all participant responses received via Let’s Talk! shall be the sole and exclusive
property of K12 Insight.
10.4. Limited License to Your Content. You grant K12 Insight a worldwide, royalty free license to use, reproduce, modify, adapt, create derivative works, and otherwise use your Data, but only for the limited purposes of providing the Services to you and as otherwise permitted by K12 Insight’s privacy policies. For example, K12 Insight needs access to your participant responses and Data in order to develop reports. This license also extends to any trusted third parties we work with to the extent necessary to provide the Services to you. If you provide K12 Insight with feedback about the Services, we may use your feedback without any obligation to you.
11. DISCLAIMERS AND LIMITATIONS OF LIABILITY
11.1. Warranty. K12 Insight represents and warrants that the Services shall be provided in a workmanlike manner that conforms to the relevant, prevailing industry standards.
11.2. Disclaimers. EXCEPT FOR THE WARRANTY ABOVE, K12 INSIGHT PROVIDES THE SERVICES AS IS AND EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND QUIET ENJOYMENT. END USER UNDERSTANDS THAT K12 INSIGHT IS DEPENDENT ON CERTAIN THIRD-PARTIES AND ON MATTERS OUTSIDE ITS CONTROL FOR DELIVERING THE SERVICES. K12 INSIGHT EXPRESSLY DISCLAIMS THAT SERVICES WILL BE UNINTERRUPTED, TIMELY, SECURE, VIRUS-FREE, ERROR-FREE, ACCURATE OR RELIABLE. ANY MATERIAL OR DATA OBTAINED OR DOWNLOADED THROUGH THE SERVICES, INCLUDING PARTICIPANT RESPONSES, MOBILE APPLICATIONS, REPORTS, AND SAMPLE SURVEYS, IS DONE AT END USER’S OWN RISK AND END USER SHALL REMAIN SOLELY RESPONSIBLE FOR ANY DAMAGE CAUSED BY SUCH MATERIAL, INCLUDING ANY LOSS OF DATA OR DAMAGE TO END USER’S COMPUTER SYSTEMS. K12 INSIGHT SHALL NOT BE RESPONSIBLE FOR END USER’S FAILURE TO STORE, DOWNLOAD, OR BACKUP ITS DATA. END USER SHALL REMAIN RESPONSIBLE TO EVALUATE THE ACCURACY, RELIABILITY, COMPLETENESS AND USEFULNESS OF ANY AND ALL CONTENT DELIVERED THROUGH THE SERVICES.
11.3. Limitation of Liability. K12 INSIGHT LIABILITY FOR DAMAGES UNDER THIS AGREEMENT ARE LIMITED TO DIRECT MONETARY DAMAGES, AND THE AMOUNT OF SUCH DAMAGES SHALL EQUAL THE AGGREGATE FEES PAID BY END USER WITHIN THE PAST YEAR OF SERVICE UP TO A MAXIMUM OF $5000. IN NO EVENT WILL K12 INSIGHT BE LIABLE FOR PROVIDING SUBSTITUTE SERVICES OR ANY INDIRECT, CONSEQUENTIAL, INCIDENTAL, OR SPECIAL DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES RESULTING FROM, LOST PROFITS, LOST REVENUE, LOST DATA, OR INABILITY TO USE THE SERVICES, WHETHER IN AN ACTION IN CONTRACT OR TORT, EVEN IF THE OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE. CLIENT ACKNOWLEDGES THAT K12 INSIGHT HAS SET ITS PRICES AND ENTERED INTO THIS AGREEMENT IN RELIANCE ON THE DISCLAIMERS OF WARRANTIES AND LIMITATION OF LIABILITY AND THE SAME FORM AN ESSENTIAL BASIS FOR THE BARGAIN BETWEEN THE PARTIES.
The End User agrees to indemnify, hold harmless, and settle or defend at its own expense, K12 Insight and its directors, officers, employees, and agents against claims for death, illness, personal injury, property damage, losses, improper business practices, and the End User’s negligence arising from its use of the Services under this Agreement, reliance on the Services and any survey reports, or unauthorized access by persons using End User’s login credentials due to End User’s negligence.
K12 Insight also agrees to indemnify, hold harmless, and settle or defend at its own expense the End User and the End User’s directors, officers, employees, and agents against claims for infringement and K12 Insight’s negligence in the performance of the Services under this Agreement.
However, the obligation to indemnify shall not apply to any claims resulting from the indemnified party’s sole willful misconduct or sole negligence. As a condition to the defense and indemnification of the other, the indemnified party shall provide the indemnifying party with prompt written notice of any claims and permit the indemnifying party to control the defense, settlement, adjustment or compromise of any such claim.
12.1. Infringing Services. If any Service becomes, or in K12 Insight’s opinion is likely to become, subject of a claim of infringement, K12 Insight must either provide End User the right to continue to use that Service, or replace or modify the Service so it is no longer infringing. If neither of the foregoing is commercially and reasonably available to K12 Insight, End User shall return all Materials relating to the Services to K12 Insight, or the Service may be deactivated by K12 Insight, and K12 Insight must then refund End User a pro-rated amount of the fees paid for the infringing Service based on the remaining contracted period. K12 Insight shall have no obligation or liability hereunder for any claim resulting from: (a) modification of the Services by any party other than K12 Insight, (b) modification of the Services by K12 Insight in accordance with End User’s designs, specifications, or instructions; (c) use other than as granted in this Agreement; (d) use of a superseded version of the Services if the infringement claim could have been avoided by using a current version available to End User.
13. CONFIDENTIAL INFORMATION
13.1. Defining Confidential Information. The parties understand the provision of Services may require the use and disclosure of certain confidential information. Unless required by local, state, or federal laws; the parties shall hold in confidence and shall not use or disclose to any third party, or use for any purpose other than as expressly authorized in this Agreement, the terms and pricing of Services under this Agreement, any software or documentation related to the Services, K12 Insight sample questions and templates, trade secrets, technical know-how, inventions, Materials, product development plans, pricing, marketing plans, client lists and email addresses, distribution lists and all survey responses from surveys, the know-how, proprietary, strategy on communications, reports, and findings, whether disclosed orally or in writing, or other information understood to be K12 Insight’s confidential information received from the other party (collectively, “Confidential Information”). Confidential Information does not include information that: (a) is known to the receiving party prior to any disclosure and can be so proven by written records; (b) is received at any time by the receiving party in good faith from a third party lawfully in possession of it and having the right to disclose the same, and can be so proven by written records; (c) is as of the date of receipt by the receiving party in the public domain or subsequently enters the public domain other than by reason of acts or omissions of the employees or agents of the receiving party which acts or omissions have not been consented to by the other party, and can be so proven by written records; (d) becomes publicly available through no fault of the receiving party; (e) or is independently developed by or on behalf of the receiving Party without resort to the other party’s Confidential Information as can be shown by reasonable documentary evidence.
14.1. Termination for Cause. Either K12 Insight or End User may terminate this Agreement in response to any material breach that remains uncured for thirty (30) days following written notice of material breach to the breaching party.
14.2. Ceasing Services. Upon termination of this Agreement or the rights licensed herein, End User shall cease using the Services and related materials immediately. Upon termination, K12 Insight shall not have any obligation to make available or provide access to the Services. Accordingly, End User should download all information desired prior to the Contract End Date stated in the Order Form.
14.3. Funding. This Agreement is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the Client or otherwise not made available to the Client. However, the Client represents and warrants that as of the date of execution of this Agreement, funds sufficient to perform this Agreement are available and have been allocated to this Agreement.
15. GENERAL PROVISIONS
15.1. Governing State. This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its own or other conflict of law principles. The parties shall use good faith and all reasonable efforts to resolve disputes arising from or relating to this Agreement by negotiating with each other first. Any unresolved disputes may then be brought before a neutral arbitrator in Fairfax County, Virginia. Any disputes unresolved by arbitration may then be brought in a court of competent jurisdiction in Fairfax County, Virginia.
15.3. Changes to Terms. K12 Insight may change these Terms at any time for a variety of reasons, such as to reflect changes in applicable law or updates to Services, and to account for new Services or functionality. Any changes will be posted to the location at which those terms appear. K12 Insight will also provide notification of changes via email. Changes will be effective no sooner than the day they are publicly posted. In order for certain changes to become effective, applicable law may require K12 Insight to obtain your consent to such changes, or to provide you with sufficient advance notice of them. If you do not want to agree to any changes made to the terms for a Service, you should stop using that Service, because by continuing to use the Services you indicate your agreement to be bound by the updated terms.
15.4. Waiver. The failure by K12 Insight to enforce any right or provision of the Agreement shall not constitute a waiver of that provision or any other provision of the Agreement.
15.5. Force Majeure. The parties understand that there may be an occurrence of an event or effect that cannot be reasonably anticipated or controlled, which even by the exercise of reasonable diligence cannot prevent non-performance. These occurrences and events include, but are not limited to: acts of God; acts of war; acts of public enemies; strikes; fires; explosions; outages; general Internet brown-outs or black-outs or shortage of bandwidth; hacking; actions of the elements; or other similar causes beyond the control of End User or K12 Insight in the performance of this Agreement. Upon the occurrence of such event or effect, the parties shall agree to excuse performance under this Agreement and not hold the other liable for the delay in or failure of performance under this Agreement. Any such delay in or failure of performance shall not constitute default or give rise to any liability for damages.
15.6. Transfer of Rights. End User shall not assign or otherwise transfer the rights under this Agreement by operation of law or otherwise, without K12 Insight‘ prior written consent. Any entity that acquires merges with, or otherwise combines in any manner with End User shall not acquire any rights to the Services under this Agreement, without K12 Insight‘s prior written consent. K12 Insight reserves the right to assign this Agreement and the Services provided herein.
15.7. Severability. If any provision of the Agreement is determined to be invalid or unenforceable by a court of competent jurisdiction, the remainder of this Agreement shall remain in full force and effect.
15.8. Recovery. In the event K12 Insight must initiate mediation, arbitration, or otherwise become a party to any other action at law or other proceeding against the End User to enforce any of the terms of this Agreement, or by reason of any breach or default, K12 Insight shall in any such action or proceeding be entitled to recover from End User all costs and reasonable attorneys’ fees it incurred.