CivicPlus Video Recording, Distribution & Retention
This CivicPlus Video Recording Agreement (the "Agreement") is made between CivicPlus, LLC ("CivicPlus") and the undersigned customer ("Customer") to outline the terms and conditions under which video recording, distribution, and retention of customer engagements via virtual conferencing platforms such as Zoom and Microsoft Teams will be conducted.
- Agreement to Record: Customer understands that CivicPlus may record virtual engagements between Customer and CivicPlus, for the purposes of quality assurance, continuous improvement, customer learning, and information sharing. CivicPlus complies with all applicable surveillance and wiretapping laws and Customer will be notified by the recording platform of any recording in progress. Customer may verbally inform CivicPlus of Customer’s rejection of being recorded at the time of the engagement when Customer is alerted of the recording being started. All recording platforms used by CivicPlus alert all call participants of a recording being made; unless Customer notifies CivicPlus of rejection of being recorded or selects “reject” in the platform, when alerted of a recording being made, then Customer has consented to being recorded.
- Distribution, Access, and Retention: CivicPlus will distribute the video recordings, when appropriate, to Customer which expires after 30 days from the date of distribution, where the video will not be downloadable or retrievable post-expiration.
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Intellectual Property and Distribution Limits: Customer acknowledges that the video recordings contain valuable intellectual property owned by CivicPlus, including but not limited to proprietary methodologies, training content, software demonstrations, and other materials protected by intellectual property laws. Customer acknowledges that the content within the videos may become outdated and agrees to refer to the CivicPlus Help Center as the 'source of truth' for all product information. As such, Customer agrees to the following:
- Internal Use Only: The video recordings are provided for the Customer's internal use only, specifically for purposes of staff training, information sharing within the Customer's department or municipality, and facilitating continuous improvement and knowledge retention.
- Prohibition on External Distribution: Customer shall not distribute, publish, disseminate, publicly display, or make the video recordings available to any third party outside of the Customer's department or municipality, including but not limited to, posting on public websites, social media platforms, or distributing through other forms of media, without the express written consent of CivicPlus. This restriction is imposed to protect CivicPlus' intellectual property and to ensure that proprietary and potentially sensitive information is not improperly disclosed.
- Responsibility for Compliance: Customer is responsible for ensuring that all participants in the virtual engagements, and all individuals within the Customer's department or municipality who have access to the video recordings, are aware of and comply with these restrictions.
- Remedies for Unauthorized Use: Customer acknowledges that any unauthorized use, distribution, or disclosure of the video recordings may cause irreparable harm to CivicPlus, and that CivicPlus is entitled to seek appropriate legal remedies, including injunctions, damages, and specific performance, in addition to any other remedies available under law or equity.
- Notification of Unauthorized Use: Customer agrees to promptly notify CivicPlus of any unauthorized use, distribution, or disclosure of the video recordings of which Customer becomes aware and to assist CivicPlus in any investigation or legal action taken by CivicPlus to protect its intellectual property rights.
- Third Party Consent Process: Customer acknowledges CivicPlus' use of Zoom, Microsoft Teams, and Gong for virtual engagements and agrees to the consent processes required by these platforms for recording. If Customer or any participant does not consent to being recorded, they may participate with a view-only experience or as otherwise provided by the platform's settings.
- Liability and Assumption of Risk: CivicPlus disclaims any liability for outdated content within the videos. Customer assumes all risks associated with the use and distribution of the video recordings within their organization.
- Amendments and Exceptions: This Agreement may be amended by CivicPlus with notice to Customer.
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