COGITATE BUSINESS ASSOCIATE AGREEMENT
Last Revised: April 19, 2012
The terms “Cogitate” and “Our” refer to Cogitate Inc., a Michigan corporation, and
its subsidiaries and affiliates. The terms “You” or “Your” refer to an individual
or entity that has registered for an Account at 9gbackup.com. This Cogitate Agreement
(“Agreement”) is made and entered into by and between
You and Cogitate and is effective either as of the date (1) You registered for an
Account at 9gbackup.com and indicated that You are subject to the requirements set
forth in HIPAA, as defined below; or (2) provided a written notification, consistent
with the terms hereof, to Cogitate explicitly sating that You are subject to HIPAA
(each individually, as a “Party” and, collectively,
as the “Parties”).
RECITALS
1. The
Parties desire to ensure that their respective rights and responsibilities under
the Underlying Agreements, as defined below, reflect applicable federal statutory
and regulatory requirements relating to the protection of confidentiality and security
of PHI, as defined below, in accordance with federal and state laws, to the extent
that state laws are more restrictive, and corresponding regulations including, but
not limited to, the Health Insurance Portability and Accountability Act of 1996
(“HIPAA”), as amended by the Health Information Technology
for Economic and Clinical Health Act (“HITECH Act”)
and any regulations promulgated there under, including but not limited to the Privacy
Rule and the Security Rule, as such laws and regulations may be amended from time
to time (collectively, the “Privacy Acts”).
2. Cogitate
provides data backup services ( “Services”) and You
are using Our Services to store and house PHI (“System”)
pursuant the Underlying Agreements.
3. The
Privacy Acts require that organizations obtain satisfactory assurances in the form
of a written contract that Cogitate, or their subcontractors, who create, maintain,
transmit and receive PHI will appropriately safeguard the PHI.
NOW, THEREFORE, in consideration of the mutual promises below and
other good and valuable consideration, the sufficiency of which is hereby acknowledged,
the Parties agree as follows:
1. DEFINITIONS
Terms used in this Agreement that are specifically defined in the Privacy Acts shall
have the same meaning as set forth in the Privacy Acts. A change to the Privacy
Acts which modifies any defined term, or which alters the regulatory citation for
the definition shall be deemed incorporated into this Agreement.
1.1. “Breach”
shall have the meaning as given to that term in § 13400(1) of the HITECH Act and
45 CFR § 164.402, and shall generally include the unauthorized acquisition, access,
use, or disclosure of PHI which compromises the security or privacy of such information
except where an unauthorized person to whom such information is disclosed would
not reasonably have been able to retain such information.
1.2. “Compliance
Date” means the dates(s) established by the Secretary or the United States
Congress as the effective date(s) of applicability and enforceability of the Privacy
Acts.
1.3. “Electronic
Protected Health Information” and/or “EPHI”
shall have the same meaning as given to that term in 45 CFR § 160.103, and shall
include any EPHI provided by You.
1.4. “HITECH
Act Standards” means the privacy, security and security breach notification
provisions applicable to Cogitate under the HITECH Act, and any regulations promulgated
thereunder.
1.5. “Protected
Health Information” and/or “PHI” shall
have the same meaning as given to that term in 45 CFR § 160.103, limited to the
PHI provided by You. Unless otherwise stated in this Agreement, any provision, restriction,
or obligation in this Agreement related to the use of PHI shall apply equally to
EPHI and PHI.
1.6. “Privacy
Rule” shall mean the Standards for Privacy of Individually Identifiable
Health Information at 45 CFR Parts 160 and 164, Subparts A and E, as from time to
time amended.
1.7. “Required
By Law” shall have the same meaning as given to that term in 45 CFR §
164.103, and any additional requirements created under the HITECH Act.
1.8. “Secretary”
means the Secretary of the Department of Health and Human Services or his/her designee.
1.9. “Security
Incident” shall mean the attempted or successful unauthorized access,
use, disclosure, modification, or destruction of information or interference with
system operations in an information system as provided in 45 CFR § 164.304.
1.10. “Security
Rule” shall mean the Security Standards for the Protection of Electronic
Protected Health Information and other HIPAA Security Regulations at 45 CFR Parts
160, 162 and 164, Subparts C, as from time to time amended.
1.11. “Underlying
Agreements” shall include the 9G BACKUP™ Account Registration Form,
the 9G BACKUP™ Data Storage Software End User License Agreement, 9G BACKUP™
Website Terms of Use, and the Cogitate Privacy Statement, as each may be amended
from time to time.
1.12. “Unsecured
PHI” shall have the same meaning as “unsecured protected health information”
in § 13402(h) of the HITECH Act and 45 CFR § 164.402.
2. COGITATE’S OBLIGATIONS
2.1. Cogitate shall not
use or disclose PHI other than as permitted or required by this Agreement, the provisions
of the Underlying Agreements but only so long as any such use or disclosure is consistent
with this Agreement, or as Required By Law.
2.2. Cogitate shall use
appropriate safeguards, including without limitation administrative, physical, and
technical safeguards, to prevent any use or disclosure of PHI other than as provided
by this Agreement, and to reasonably and appropriately protect the confidentiality,
integrity, and availability of PHI that Cogitate receives or maintains, or transmits,
on Your behalf to the same extent as if Cogitate were a You.
2.3. Cogitate shall mitigate,
to the extent practicable, any harmful effect that is known to Cogitate of a use
or disclosure of PHI by Cogitate, its agents or subcontractors, if any, in violation
of the requirements of this Agreement.
2.4. Cogitate shall notify
You in writing of any use or disclosure of PHI that is not authorized by this Agreement
within five (5) business days after becoming aware of such use or disclosure.
2.5. Cogitate shall notify
You in writing of any Breach involving Unsecured PHI within five (5) business days
of becoming aware of such Breach. All reports of Breaches of Unsecured PHI shall
be made in compliance with HITECH Act § 13402 and the regulations issued thereunder.
A Breach will be treated as discovered as of the first day that such Breach is known
or reasonably should have been known by Cogitate. Cogitate shall notify You within
seventy-two (72) hours of any suspected or actual Security Incident or breach of
security, intrusion or unauthorized use or disclosure of PHI and/or any actual or
suspected use or disclosure of data in violation of the Privacy Acts. Cogitate shall
take (i) prompt action to correct any such deficiencies; and (ii) any action pertaining
to such unauthorized disclosure required by the Privacy Acts. NOTHING IN THE
FOREGOING SHALL SERVE TO OBLIGATE COGITATE, IN ANY MANNER WHATSOEVER, TO VIEW, TRACK,
MONITOR, AUDIT, MANAGE OR PERFORM ANY SUCH SIMILAR TASKS TO THE DATA YOU STORE ON
OUR SYSTEM.
2.6. Cogitate shall secure
all PHI stored on the System (“PHI Security”) by
technology standards, including the use of standards developed under the HITECH
Act, that are developed and endorsed by a standards developing organization that
is accredited by the National Institute of Standards and Technology and is consistent
with guidance issued by the Secretary specifying the technologies and methodologies,
that render PHI unusable, unreadable, or indecipherable to unauthorized individuals
pursuant to the HITECH Act § 13402(h)(1)(A).
2.7. Cogitate shall ensure
that any agent, including a subcontractor, to whom it provides PHI agrees in writing
to the same restrictions and conditions, including but not limited to those relating
to termination of the contract for improper disclosure, that apply to Cogitate with
respect to such information. Further, Cogitate shall implement and maintain sanctions
against agents and subcontractors, if any, that violate such restrictions and conditions.
Cogitate shall terminate any agreement with an agent or subcontractor, if any, who
fails to abide by such restrictions and obligations on an ongoing basis.
2.8. Except as necessary
to carry out its legal responsibilities, Cogitate may not use the PHI You store
on Our System for any purposes.
2.9. Cogitate acknowledges
that Cogitate has no ownership rights in the PHI.
2.10. Cogitate hereby
acknowledges and agrees that it will comply with the applicable provisions under
the HITECH Act Standards and with the obligations of a business associate as prescribed
by HIPAA commencing on the Compliance Date of each such provision.
3. YOUR OBLIGATIONS
3.1. You shall not request
Cogitate to use or disclose PHI in any manner that would not be permissible under
the Privacy Acts if done by You.
3.2. You shall not take
any action that would subvert, undermine, disable or cause such similar effect,
which would in any manner whatsoever undermine the PHI Security set forth in Section
2.6. Any violation of this Section 3.2 shall be a material breach of the 9G BACKUP™
Data Storage Software End User License Agreement.
4. PARTIES ACKNOWLEDGEMENTS.
4.1. NOTWITHSTANDING
ANYTHING TO THE CONTRARY CONTAINED IN THIS AGREEMENT, THE PARTIES HEREBY AGREE AND
ACKNOWLEDGE THAT YOU DO NOT PROVIDE ACCESS TO AND COGITATE DOES NOT HAVE ACCESS
TO PHI BECAUSE THE SERVICES PROVIDED BY COGITATE TO YOU ARE NOT OF THE TYPE WHERE
COGITATE ACCESSES OR USES PHI.
4.2. Notwithstanding
Section 4.1, Cogitate shall make its internal practices, books and records relating
to the Services provided to You by Cogitate available to the Secretary for the purposes
of determining Your compliance with the Privacy Acts.
5. TERM AND TERMINATION
5.1. Term.
The term of this Agreement shall be effective as of the date (1) You registered
for an Account at 9gbackup.com and indicated that You are subject to the requirements
set forth in HIPAA; or (2) provided a written notification, consistent with the
terms hereof, to Cogitate explicitly stating that You are subject to HIPAA and shall
terminate when all of the PHI is destroyed
5.2. Termination
for Cause. If either Party (the “Non-Breaching Party”) knows of (a) a
pattern of activity or practice by the other Party (the “Breaching Party”) that
constitutes a material breach or violation of the Breaching Party’s obligations
under this Agreement or (b) there is a material breach of this Agreement, the Non-Breaching
Party will take reasonable steps to cure the breach or end the violation. If such
steps are unsuccessful within a period of 15 days, notwithstanding anything contrary
in the Underlying Agreements, the Non-Breaching Party will either: (i) terminate
the Agreement and the Underlying Agreement, if feasible; or (ii) report the problem
to the Secretary consistent with 45 CFR § 164.502(j)(1) and any regulations under
ARRA. To the extent there is any conflict between this Section 5.2 and the Underlying
Agreements, this Section 5.2 shall prevail.
5.3. Effect
of Termination. Upon termination of this Agreement or the Underlying
Agreements for any reason, Cogitate shall destroy all PHI that Cogitate or its agents
or subcontractors, if any, maintain in any form, and shall retain no copies of such
PHI. If You desire to retain the PHI stored on the System, you shall take the necessary
steps to save the PHI prior to the termination date.
5.4. Termination
of Underlying Agreements. If the Underlying Agreements are terminated
for any reason, this Agreement shall also terminate.
6. INDEMNIFICATION, LIABILITY AND DAMAGES.
Each party (the “Indemnifying Party”) agrees to indemnify,
defend and hold harmless the other party (the “Indemnified Party”),
its parent, affiliates, subsidiaries, divisions, licensees, successors and assigns,
and the officers, directors, employees and agents thereto, from and against any
and all claims, losses, liabilities, costs, attorneys’ fees, and other expenses
incurred as a result of or arising directly or indirectly out of or in connection
with Indemnifying Party’s or its subcontractors’ or agents’ breach of this Agreement,
violation of the Privacy Acts or other applicable law, or otherwise related to the
acts or omissions of the Indemnifying Party or its subcontractors or agents; provided
however, that Cogitate shall not have any duty or obligation whatsoever
to indemnify, hold harmless or defend You or any third party to which it provides
services, if such claims, losses, liabilities, costs, attorneys' fees, and other
expenses were incurred or arose out of Your violation of Section 3.2 hereof. Notwithstanding
anything to the contrary contained herein, neither the Indemnifying Party nor the
Indemnified Party shall be liable to the other for consequential, incidental, punitive,
special, exemplary or indirect damages, or lost profits in connection with claims
made by any party, regardless of the form of action, whether in contract or tort.
Each party’s maximum aggregate liability to the other party or any third party for
any damages or other liabilities, whether based on warranty, contract, negligence,
or otherwise, shall not exceed the sum of all fees paid by You to Cogitate during
the term of this Agreement; provided however, that the foregoing shall
not limit Your liability to Cogitate with respect to any damages or other liabilities
that incurred or arose out of Your violation of Section 3.2 hereof.
7. MISCELLANEOUS
7.1. Regulatory
References. A reference in this Agreement to a section of the Privacy
Acts, or the regulations issued there under, means the section or regulation as
in effect or as amended, and for which compliance is required.
7.2. No
Third Party Beneficiary. Nothing express or implied in this Agreement
is intended to confer, nor shall anything herein confer, upon any person other than
the Parties or their respective successors or assigns, any rights, remedies, obligations
or liabilities whatsoever.
7.3. No
Joint Venture. The Parties are independent contractors and nothing in
this Agreement shall be deemed to make them partners or parties to a joint venture.
7.4. Survival.
The rights and obligations contained in Section 6 shall survive the termination
of this Agreement.
7.5. Amendments.
This Agreement may be amended or supplemented only by a writing that refers explicitly
to this Agreement and that is signed on behalf of both Parties.
7.6. Notices.
All notices which are required or permitted to be given pursuant to this Agreement
shall be in writing and shall be sufficient in all respects if delivered to Cogitate
personally, by registered or certified mail, postage prepaid, addressed to a party
as indicated below, or to Cogitate or You if delivered by electronic mail (the “E-Mail Notice”) and shall be deemed received as of
the date such e-mail is sent; provided, however, if the sender of the E-Mail
Notice receives an e-mail undeliverable notice within twenty-four (24) hours of
sending the E-Mail Notice, then such E-Mail Notice shall not be deemed received,
via e-mail or otherwise.
If to Cogitate:
Cogitate, Inc.
Attn: Legal Department
P. O. Box 980685
Ypsilanti, Michigan 48198 president@cogitateinc.com
If to You, to:
To the E-mail address(es) listed in
the customer account settings.
Notice shall be deemed to have been given upon transmittal thereof as to communications
which are personally delivered and, as to communications made by United States mail,
on the date of receipt. Cogitate may change the above address by giving notice of
such change in the manner provided above for giving notice.
7.7. Severability.
If any provision of this Agreement is determined by a court of competent jurisdiction
to be invalid, void, or unenforceable, the remaining provisions hereof shall continue
in full force and effect.
7.8. Complete
Integration; Modification of Underlying Agreements. This Agreement contains
the entire understanding between the Parties hereto and shall supersede any other
oral or written agreements, discussions and understandings of every kind and nature,
including any provision to the contrary in any Underlying Agreement. No modification,
addition to or waiver of any right, obligation or default shall be effective unless
in writing and signed by the party against whom the same is sought to be enforced.
No delay or failure of either party to exercise any right or remedy available hereunder,
at law or in equity, shall act as a waiver of such right or remedy, and any waiver
shall not waive any subsequent right, obligation, or default.
7.9. Governing
Law. This Agreement shall be governed and construed in accordance with
the laws of the State of Michigan. Jurisdiction of any litigation with respect to
this Agreement shall be in Michigan and shall comply with Section 13 of the 9G BACKUP™
Data Storage Software End User License Agreement (Governing Law and Arbitration).
7.10. Effective
Date. Provisions in this Agreement that are prospectively required by
the HITECH Act shall have an effective date as of the effective date in the HITECH
Act.