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Terms of Use

Document Medical
Platform

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DOCUMENT LLC 
Platform Terms of Use


Last Updated: January 1, 2025

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These Platform Terms of Use (these “Terms of Use”) is a legal agreement between you and DOCUMENT LLC. (“DOCUMENT,” “we,” “us,” or “our”). These Terms of Use specify the terms under which you may access and use our proprietary software as a service (SaaS) platform that is made available to you as a web application and/or a mobile application (if any) (the “Platform”).

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PLEASE READ THESE TERMS OF USE CAREFULLY. BY ACCESSING AND/OR USING THE PLATFORM, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE LEGALLY BOUND BY THESE TERMS OF USE, AND THE TERMS AND CONDITIONS OF OUR PRIVACY POLICY (THE “PRIVACY POLICY”), WHICH IS HEREBY INCORPORATED INTO THESE TERMS OF USE AND MADE A PART HEREOF BY REFERENCE (COLLECTIVELY, THE “AGREEMENT”). IF YOU DO NOT AGREE TO ANY OF THE TERMS IN THIS AGREEMENT, THEN PLEASE DO NOT USE THE PLATFORM.

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If you accept or agree to the Agreement on behalf of a company or other legal entity, you represent and warrant that you have the authority to bind that company or other legal entity to the Agreement and, in such event, “you” and “your” will refer and apply to that company or other legal entity.

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We reserve the right, at our sole discretion, to modify, discontinue, or terminate the Platform, or to modify the Agreement, at any time and without prior notice. If we modify the Agreement, we will post the modification on the Platform. By continuing to access or use the Platform after we have posted a modification on the Platform, you are indicating that you agree to be bound by the modified Agreement. If the modified Agreement is not acceptable to you, your only recourse is to cease using the Platform.

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THE SECTIONS BELOW TITLED “BINDING ARBITRATION” AND “CLASS ACTION WAIVER” CONTAIN A BINDING ARBITRATION AGREEMENT AND CLASS ACTION WAIVER. THEY AFFECT YOUR LEGAL RIGHTS. PLEASE READ THEM.

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Capitalized terms not defined in these Terms of Use shall have the meaning set forth in our Privacy Policy.

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1. RIGHT TO ACCESS AND USE THE PLATFORM

​Subject to the terms and conditions of this Agreement, DOCUMENT hereby grants you during the Term of this Agreement a limited, non-exclusive, non-transferable, non-sublicensable, revocable right, to authorize your Authorized Users to access and use the Platform solely for your internal business purposes to evaluate the Platform.

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You will not (and will not authorize, permit, or encourage any third party to): (i) reverse engineer, decompile, disassemble, or otherwise attempt to discern the source code or interface protocols of the Platform; (ii) modify, adapt, or translate the Platform, or any portion or component thereof; (iii) make any copies of the Platform, or any portion or component thereof; (iv) resell, distribute, or sublicense the Platform, or any portion or component thereof; (v) remove or modify any proprietary markings or restrictive legends placed on the Platform; (vi) use the Platform, or any portion or component thereof in violation of any applicable law, in order to build a competitive product or service, or for any purpose not specifically permitted in this Agreement; (vii) introduce, post, or upload to the Platform any virus, worm, “black door,” Trojan Horse, or similar harmful code; (viii) save, store, or archive any portion of the services (including, without limitation, any data contained therein) outside the Platform other than those outputs generated through the intended functionality of the Platform without the prior, written permission of DOCUMENT in each instance; (ix) use the Platform in connection with service bureau, timeshare, service provider or like activity whereby you operate the Platform for the benefit of a third party; or (x) circumvent any processes, procedures, or technologies that we have put in place to safeguard the Platform.

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If you violate this section, DOCUMENT reserves the right in its sole discretion to immediately deny you access to the Platform, or any portion of thereof, without notice. DOCUMENT reserves the right to change the availability of any feature, function, or content relating to the Platform, at any time, without notice or liability to you.

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2. AUTHORIZED USERS

Your employees and contractors who access and use the Platform on your behalf are referred to herein as “Authorized Users.” Each Authorized User must create an account by providing his/her email address and creating a password (collectively “Login Credentials”). Login Credentials cannot be shared between Authorized Users or by any Authorized User with a third party. Login Credentials must be kept confidential. You agree to immediately notify us of any unauthorized use or suspected unauthorized use of any Login Credentials. You are fully responsible for all activities, and use or misuse of the Platform, that is associated with any Authorized User’s Login Credentials. You are also responsible for ensuring that your Authorized Users comply with these Terms of Use. You will promptly inform us of any need to deactivate or change any Login Credentials. We have the right to disable any Platform account username or password at any time for any reason, including if in our sole discretion we believe that you have failed to comply with these Terms of Use.

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3. TRIALS

If you would like to try our Platform, we will provide you with access to the Platform free of charge for a set number of visits that will be made known to you when you sign up to use the Platform. Such access is limited to evaluating the Platform to determine whether to purchase a subscription for the Platform. During the trial period, you or your Authorized Users may not use the Platform for any other purposes, including but not limited to competitive analysis, commercial, professional or for-profit purposes. We reserve the right in our sole discretion to terminate your and your Authorized Users’ access to the Platform during the trial period at any time. You may cancel the trial at any time during the trial period by providing written notice to us. Following the trial period, you may decide to purchase a paid subscription to the Platform by notifying us. Notwithstanding anything to the contrary set forth in this Agreement, during any trial period, we will have no warranty, indemnity, support or other obligations; we will have no liability for any harm or damage arising out of or in connection with the Platform; and your and your Authorized Users use of the Platform is at your own risk.

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4. USE OF PERSONAL INFORMATION

Your use of the Platform may involve the transmission to us of certain personal information. Our policies with respect to the collection and use of such personal information are governed according to our Privacy Policy, which is hereby incorporated by reference in its entirety.

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5. OWNERSHIP

The Platform contains material, such as software, text, graphics, images, sound recordings, audiovisual works, and other material provided by or on behalf of DOCUMENT (collectively referred to as the “Content”). For the avoidance of doubt, Content shall not include Your Data. The Content may be owned by us or by third parties. The Content is protected under both United States and foreign laws. Unauthorized use of the Content may violate copyright, trademark, and other laws. You have no rights in or to the Content, and you will not use the Content except as permitted under this Agreement. No other use is permitted without prior written consent from us. You must retain all copyright and other proprietary notices contained in the original Content on any copy you make of the Content. You may not sell, transfer, assign, license, sublicense, or modify the Content or reproduce, display, publicly perform, make a derivative version of, distribute, or otherwise use the Content in any way for any public or commercial purpose. The use or posting of the Content on any other website or in a networked computer environment for any purpose is expressly prohibited.

If you violate any part of this Agreement, your permission to access and/or use the Content, and the Platform automatically terminates and you must immediately destroy any copies you have made of the Content.

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The trademarks, service marks, and logos of DOCUMENT (the “DOCUMENT Trademarks”) used and displayed on the Platform are registered and unregistered trademarks or service marks of DOCUMENT. Other company, product, and service names located on the Platform may be trademarks or service marks owned by others (the “Third-Party Trademarks,” and, collectively with DOCUMENT Trademarks, the “Trademarks”). Nothing on the Platform should be construed as granting, by implication, estoppel, or otherwise, any license or right to use the Trademarks, without our prior written permission specific for each such use. Use of the Trademarks as part of a link to or from any website is prohibited unless establishment of such a link is approved in advance by us in writing. All goodwill generated from the use of DOCUMENT Trademarks inures to our benefit.

Elements of the Platform are protected by trade dress, trademark, unfair competition, and other state and federal laws and may not be copied or imitated in whole or in part, by any means, including, but not limited to, the use of framing or mirrors. None of the Content may be retransmitted without our express, written consent for each and every instance.

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6. YOUR DATA; USAGE DATA; DE-IDENTIFIED DATA; AGGREGATE DATA; AND OUTPUT

For purposes of this Agreement, “Your Data” means (i) any data and information that you and your Authorized Users submit to the Platform, including, without limitation, Medical Records, Patient Recordings and the personal information (such as name, email address, and other identifying information) of Authorized Users; (ii) Voice ID; and (iii) Output (including Learned Output); “Patient Recordings” means: (i) the audio and/or video recordings of the sessions between you (or your Authorized Users) and patient (and the patient’s parents, guardians, or other family members or friends, to the extent participating in such sessions) that you or your Authorized Users conduct and upload to the Platform; and (ii) the information and data collected and/or gathered by you (or your Authorized Users) during such sessions that you or your Authorized Users upload to the Platform; “Protected Health Information” or “PHI” means as that term is defined under the Health Insurance Portability and Accountability Act of 1996, as amended, and related regulation (“HIPAA”); “Usage Data” means the data that we collect in connection with our monitoring of the performance and use of the Platform by you and your Authorized Users, including, without limitation, date and time that you access the Platform, the portions of the Platform visited, the frequency and number of times such pages are accessed, the number of times the Platform is used in a given time period and other usage and performance data, including any usage and performance data collected by our third-party services providers on our behalf; “Output” means the medical documentation generated by processing Your Data through the Platform and provided to you and your Authorized Users through the Platform, including any alterations, modifications, and updated made thereto; and “Medical Records” means any and all data, information, documents and records about the patient’s history, clinical findings, diagnostic test results, patient’s progress, including but not limited to, test results, medications, therapies, X-rays, and reports.

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As between the parties, all right, title, and interest in and to the Platform, the Aggregate Data, the Usage Data, and the De-Identified Data, including all modifications, improvements, adaptations, enhancements, derivatives, or translations made thereto or therefrom, and all intellectual property rights therein, are and will remain the sole and exclusive property of DOCUMENT.

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You own all right, title, and interest in and to Your Data and Output, including all modifications, improvements, adaptations, enhancements, or translations made thereto, and all intellectual rights therein. You hereby grant DOCUMENT a non-exclusive, worldwide, fully paid-up, royalty-free right and license, with the right to grant sublicenses, to reproduce, execute, use, store, archive, modify, perform, display and distribute Your Data: (i) during the term of this Agreement, in furtherance of DOCUMENT’ obligations hereunder; (ii) for DOCUMENT’ internal business purposes, including using such data to analyze, update, and improve the Platform and DOCUMENT’s analytics capabilities; and (iii) to train the AI/ML models to improve the Platform, including but not limited to improving the Platform accuracy, efficiency and quality of speech recognition and Output, with your consent provided via Platform settings. We will process any PHI included in Your Data in accordance with the Business Associate Agreement attached hereto as Schedule A (“BAA”). You will have sole responsibility for the accuracy, quality, and legality of Your Data. If the terms of this Agreement conflict with the terms of the BAA, the terms of the BAA shall control solely with respect to processing of PHI. By providing Your Data, you agree to be legally bound by the terms and conditions of the BAA, which is made part of this Agreement.

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De-Identified Data; Aggregate Data.

Pursuant to  the BAA, we have the right in our sole discretion to use De-identified Data and to disclose such De-identified Data to third parties. We will also link your De-identified Data with your customer ID and use it to customize and train our Platform based on your specific styles and requirements that can be identified from Your Data. Notwithstanding anything to the contrary herein, we may use, and may permit our third-party service providers to access and use, Your Data, as well as any Usage Data that we may collect, in an anonymous and aggregated form (“Aggregate Data”) for the purposes of operating, maintaining, managing, and improving our products and services including the Platform and the Services. Aggregate Data does not identify you or any individual. You hereby agree that we may collect, use, publish, disseminate, sell, transfer, and otherwise exploit such Aggregate Data.

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Learned Output. If you would like the Platform to learn specific styles and requirements of an Output and use that as an example to improve future Output, then you choose to identify such Output as “Learned Output” in your account settings on the Platform. Once identified as “Learned Output” we will link it with your Customer ID and use it to customize and train our Platform based on the specific styles and requirements of the Learned Output. Notwithstanding anything to the contrary set forth herein, all Learned Output will be stored and retained by us until you or your Authorized Users manually delete it.

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Voice ID. With your opt-in consent, we will record your voice to create a voice ID (“Voice ID”) on the Platform. We will store the Voice ID and use it to train the Platform to enable the Platform to recognize your voice when Processing Customer Data so the Platform can assign speaker labels for attribution purposes when creating the Output.

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7. RETENTION OF YOUR DATA AND PATIENT RECORDINGS

With respect to your Patient Recordings, you have the option in the Platform settings to choose to (i) delete the Patient Recordings immediately once they are processed by the Platform; or (ii) store the Patient Recordings in the Platform in accordance with the same retention setting you select for the rest of Your Data. Subject to the settings you choose with respect to your Patient Recordings, you have the option in the Platform settings to choose to (i) retain Your Data in the Platform only for a period of thirty (30) days from the date it was submitted through the Platform; or (ii) retain Your Data in the Platform for the term of this Agreement. If you choose option (i) with respect to Your Data pursuant to the foregoing sentence, then except as set forth in Section 17, after this thirty (30) day period, we will delete Your Data; provided, however, Your Data will continue to be retained as part of our backup system for a period of seven (7) additional days and it will be deleted based on our data retention policies. You have full control of the options you select pursuant to this Section and you are solely responsible for the options you select.

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8. FEES

DOCUMENT offers and you can purchase a monthly or annual subscription for access to the Platform (“Subscription”) for a fee that is made known to you when you sign-up for the Subscription (the “Subscription Fee”). We may add new fees and charges, or amend fees and charges, at any time using our sole discretion. Payment for a Subscription is due immediately upon making a purchase for a subscription. By making a purchase, you are agreeing to pay DOCUMENT, through our third-party payment processor (“Third-Party Payment Processor”), all applicable fees for the Subscription you purchase. Any information you provide to the Third-Party Payment Processor will be processed by such Third-Party Payment Processor in accordance with its privacy policy and terms of use.

 

YOU MUST PROVIDE CURRENT, COMPLETE, AND ACCURATE INFORMATION FOR YOUR ACCOUNT, AND PROMPTLY UPDATE ALL INFORMATION TO KEEP SUCH ACCOUNT INFORMATION CURRENT, COMPLETE, AND ACCURATE (SUCH AS A CHANGE IN BILLING ADDRESS, CREDIT CARD NUMBER, OR CREDIT CARD EXPIRATION DATE). FURTHER, YOU MUST PROMPTLY NOTIFY US IF A PAYMENT METHOD IS CANCELED (E.G., FOR LOSS OR THEFT) OR IF YOU BECOME AWARE OF A POTENTIAL BREACH OF SECURITY, SUCH AS THE UNAUTHORIZED DISCLOSURE OR USE OF YOUR USERNAME OR PASSWORD. CHANGES TO SUCH INFORMATION CAN BE MADE THROUGH YOUR ACCOUNT.

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By purchasing a Subscription, Customer acknowledges that Customer’s Subscription has an initial and recurring payment charge at the then-current Subscription rate, Customer agrees that DOCUMENT may submit monthly or annual charges, as applicable, in advance to Customer’s chosen payment method without further authorization from Customer, until Customer provides notice to DOCUMENT that Customer wishes to cancel Customer’s Subscription or to change Customer’s payment method. Customer further accepts responsibility for all recurring charges prior to cancellation, including, where applicable, any charges processed by DOCUMENT after the expiration date of Customer’s payment card.

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Customer may change or terminate Customer’s Subscription by visiting their account billing page or emailing us. If Customer terminates Customer’s Subscription, Customer may use Customer’s Subscription until the end of the then-current billing cycle, and the Subscription will not be renewed after that period expires. DOCUMENT does not refund any pre-paid portion of the Subscription fee. DOCUMENT may immediately terminate or suspend Customer’s Subscription for any reason or no reason in accordance with these Terms of Use, including for failure to pay the applicable fees when due. If we terminate or suspend Customer’s Subscription, Customer’s right to use any software or content provided in connection with the Subscription is also terminated or suspended (as applicable).

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9. PLATFORM RULES

By accessing and/or using the Platform, you hereby agree to comply with the following guidelines:

  • You will not use the Platform for any unlawful purpose;

  • You will not access or use the Platform to collect any market research for a competing businesses;

  • You will not upload, post, e-mail, transmit, or otherwise make available any content that:

    • infringes any copyright, trademark, right of publicity, or other proprietary rights of any person or entity; or

    • constitutes promotion or advertising of any third-party website, product or service; or

    • is defamatory, libelous, indecent, obscene, pornographic, sexually explicit, invasive of another’s privacy, promotes violence, or contains hate speech (i.e., speech that attacks or demeans a group based on race or ethnic origin, religion, disability, gender, age, veteran status, and/or sexual orientation/gender identity); or

    • discloses any sensitive information about another person, including that person’s e-mail address, postal address, phone number, credit card information, or any similar information.

  • You will not impersonate any person or entity or falsely state or otherwise misrepresent your affiliation with a person or entity;

  • You will not decompile, reverse engineer, or disassemble any software or other products or processes accessible through the Platform;

  • You will not cover, obscure, block, or in any way interfere with any advertisements and/or safety features on the Platform;

  • You will not circumvent, remove, alter, deactivate, degrade, or thwart any of the protections in the Platform;

  • You will not create multiple accounts on the Platform to get a free trial of the Platform and/or avoid paying applicable fees;

  • You will not use automated means, including spiders, robots, crawlers, data mining tools, or the like to download or scrape data from the Platform, directly or indirectly, except for Internet search engines (e.g., Google) and non-commercial public archives (e.g., archive.org) that comply with our robots.txt file;

  • You will not take any action that imposes or may impose (in our sole discretion) an unreasonable or disproportionately large load on our technical infrastructure; and

  • You will not interfere with or attempt to interrupt the proper operation of the Platform through the use of any virus, device, information collection or transmission mechanism, software or routine, or access or attempt to gain access to any data, files, or passwords related to the Platform through hacking, password or data mining, or any other means.
     

We reserve the right, in our sole and absolute discretion, to deny you (or any device) access to the Platform, or any portion thereof, without notice.

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10. RESTRICTIONS

The Platform is available only for individuals aged 18 years or older. If you are under 18 years of age, then please do not access and/or use the Platform. By entering into this Agreement, you represent and warrant that you are 18 years or older.

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11. FEEDBACK

We welcome and encourage you to provide feedback, comments, and suggestions for improvements to the Platform and our services (“Feedback”). Although we encourage you to e-mail us, we do not want you to, and you should not, e-mail us any content that contains confidential information. With respect to any Feedback you provide, we shall be free to use and disclose any ideas, concepts, know-how, techniques, or other materials contained in your Feedback for any purpose whatsoever, including, but not limited to, the development, production and marketing of products and services that incorporate such information, without compensation or attribution to you.

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12. NO WARRANTIES; LIMITATION OF LIABILITY

ALTHOUGH THE OUTPUT CAN BE USED AS AN AID BY YOU AND YOUR AUTHORIZED USERS TO MAKE INFORMED BUSINESS DECISIONS, THE OUTPUT IS NOT MEANT TO SUBSTITUTE LEGAL OR BUSINESS ADVICE OR YOUR OR ANY OF YOUR AUTHORIZED USER’S EXERCISE OF THEIR OWN BUSINESS JUDGMENT. ANY SUCH DECISIONS OR JUDGMENTS ARE MADE AT SUCH PARTY’S SOLE DISCRETION AND ELECTION. YOU ACKNOWLEDGE AND AGREE THAT THE PLATFORM HAS NOT BEEN DESIGNED TO PROCESS PART 2 DATA, AND YOU AND YOUR AUTHORIZED USERS AGREE NOT TO USE THE PLATFORM TO PROCESS ANY PART 2 DATA. WE WILL NOT HAVE, AND WE SPECIFICALLY DISCLAIM ANY LIABILITY THAT MAY RESULT FROM YOUR OR YOUR AUTHORIZED USER’S USE OF THE PLATFORM TO PROCESS PART 2 DATA.

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THE PLATFORM, THE CONTENT AND OUR SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, AND NEITHER DOCUMENT NOR DOCUMENT’S SUPPLIERS MAKE ANY WARRANTIES WITH RESPECT TO THE SAME OR OTHERWISE IN CONNECTION WITH THIS AGREEMENT, AND DOCUMENT HEREBY DISCLAIMS ANY AND ALL EXPRESS, IMPLIED, OR STATUTORY WARRANTIES, INCLUDING, WITHOUT LIMITATION, ANY WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AVAILABILITY, ACCURACY, COMPLETENESS, CURRENTNESS, ERROR-FREE OR UNINTERRUPTED OPERATION, AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, COURSE OF PERFORMANCE, OR USAGE OF TRADE. TO THE EXTENT THAT DOCUMENT AND DOCUMENT’S SUPPLIERS MAY NOT AS A MATTER OF APPLICABLE LAW DISCLAIM ANY IMPLIED WARRANTY, THE SCOPE AND DURATION OF SUCH WARRANTY WILL BE THE MINIMUM PERMITTED UNDER SUCH LAW.

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THE PLATFORM, THE CONTENT, AND THE OUTPUT ARE NOT INTENDED TO DIAGNOSE, TREAT, CURE, OR PREVENT ANY DISEASE OR HEALTH CONDITION. YOU AND YOUR AUTHORIZED USERS ARE SOLELY RESPONSIBLE AND LIABLE FOR ANY MEDICAL CONCLUSIONS OR TREATMENT DECISIONS YOU MAKE BASED UPON ANY OUTPUT PROVIDED AND/OR MADE AVAILABLE THROUGH THE PLATFORM. THE PLATFORM, THE CONTENT AND THE OUTPUT IS NOT INTENDED TO BE A SUBSTITUTE FOR PROFESSIONAL MEDICAL ADVICE, DIAGNOSIS OR TREATMENT. DOCUMENT DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATION TO YOU OR ANY AUTHORIZED USER REGARDING THE USE OR PERFORMANCE OF THE PLATFORM, OR ANY COMPONENT THEREOF OR ANY OUTPUT PRODUCED BY THE PLATFORM. DOCUMENT WILL HAVE NO LIABILITY FOR ANY HARM OR DAMAGE ARISING OUT OF OR IN CONNECTION WITH ANY USE OF THE PLATFORM, AND/OR THE OUTPUT. DOCUMENT IS NOT RESPONSIBLE FOR ANY DECISIONS TAKEN BY YOU OR ANY OF YOUR AUTHORIZED USERS BASED ON THE OUTPUT PRODUCED AND/OR MADE AVAILABLE THROUGH THE PLATFORM. YOU AND EACH OF YOUR AUTHORIZED USER AGREES THAT ITS USE OF THE PLATFORM, THE OUTPUT, OR ANY COMPONENT THEREOF IS ENTIRELY AT THEIR OWN RISK.

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WITHOUT LIMITING THE FOREGOING, WE DO NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATION, NOR SHALL WE BE RESPONSIBLE FOR (A) THE CORRECTNESS, ACCURACY, RELIABILITY, COMPLETENESS OR CURRENCY OF THE PLATFORM; OR (B) ANY RESULTS ACHIEVED OR ACTION TAKEN BY YOU IN RELIANCE ON THE PLATFORM OR THE OUTPUT OF THE PLATFORM. ANY DECISION, ACT OR OMISSION OF YOURS THAT IS BASED ON THE PLATFORM OR OUTPUT OF THE PLATFORM IS AT YOUR OWN AND SOLE RISK. THE PLATFORM AND THE OUTPUT IS PROVIDED AS A CONVENIENCE ONLY AND DOES NOT REPLACE THE NEED TO REVIEW THE OUTPUT ACCURACY, COMPLETENESS AND CORRECTNESS.

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IN CONNECTION WITH ANY WARRANTY, CONTRACT, OR COMMON LAW TORT CLAIMS: (I) WE SHALL NOT BE LIABLE FOR ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES, LOST PROFITS, OR DAMAGES RESULTING FROM LOST DATA OR BUSINESS INTERRUPTION RESULTING FROM THE USE OR INABILITY TO ACCESS AND USE THE PLATFORM, THE CONTENT, THE OUTPUT, OR ANY RELATED SERVICES, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES; AND (II) ANY DIRECT DAMAGES THAT YOU AND YOUR AUTHORIZED USERS MAY SUFFER AS A RESULT OF YOUR USE OF THE PLATFORM, THE CONTENT, THE OUTPUT, OR ANY RELATED SERVICES SHALL BE LIMITED TO THE GREATER OF ONE HUNDRED DOLLARS ($100) OR THE TOTAL FEES PAID BY YOU TO USE IN THREE (3) MONTHS IMMEDIATELY PRECEDING THE DATE ON WHICH THE CLAIM ARISES.

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13. EXTERNAL SITES

The Platform may contain links to third-party websites (“External Sites”). These links are provided solely as a convenience to you and not as an endorsement by us of the content on such External Sites. The content of such External Sites is developed and provided by others. You should contact the website administrator or webmaster for those External Sites if you have any concerns regarding such links or any content located on such External Sites. We are not responsible for the content of any linked External Sites and do not make any representations regarding the content or accuracy of materials on such External Sites. You should take precautions when downloading files from all websites to protect your computer from viruses and other destructive programs. If you decide to access linked External Sites, you do so at your own risk.

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14. REPRESENTATIONS AND WARRANTIES

You represent and warrant that: (i) you have all rights and permissions necessary to provide us with or grant us access to and use of Your Data, (ii) obtained all necessary and appropriate consents, permissions, and authorizations in accordance with all applicable laws and regulations with respect to Your Data provided hereunder, including but not limited to, consents from patients, their parents and/or legal guardians, including written consents to record patient visit sessions and authorization for the use, exchange and disclosure of any applicable PHI (collectively, “Consents”); (iii) you will maintain records of such Consents for the time period required by applicable laws and regulations; and (iv) you and your Authorized Users shall not provide, submit or otherwise process any Part 2 Data through the Platform. Upon our request, you shall provide copies of such Consents to us. For purposes of this Agreement, “Part 2 Data” means records of the identity, diagnosis, prognosis, or treatment of any patient which are maintained in connection with the performance of any program or activity relating to substance abuse education prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States pursuant to 42 CFR Part 2.

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15. INDEMNIFICATION

You will indemnify, defend, and hold DOCUMENT, its affiliates, and our and their respective shareholders, members, officers, directors, employees, agents, and representatives (collectively, “DOCUMENT Indemnitees”) harmless from and against any and all damages, liabilities, losses, costs, and expenses, including reasonable attorney’s fees (collectively, “Losses”) incurred by any DOCUMENT Indemnitee in connection with a third-party claim, action, or proceeding (each, a “Claim”) arising from your or your Authorized User’s (i) breach of this Agreement, including but not limited to, any breach of your representations and warranties; (ii) misuse of the Platform, the Output, and/or the Content; (iii) negligence, gross negligence, willful misconduct, fraud, misrepresentation or violation of law; or (iv) violation of any third-party right, including without limitation any copyright, trademark, property, or privacy right; provided, however, that the foregoing obligations shall be subject to our: (i) promptly notifying you of the Claim; (ii) providing you, at your expense, with reasonable cooperation in the defense of the Claim; and (iii) providing you with sole control over the defense and negotiations for a settlement or compromise.

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16. COMPLIANCE WITH APPLICABLE LAWS

The Platform is based in the United States. We make no claims concerning whether the Platform may be viewed or be appropriate for use outside of the United States. If you access the Platform from outside of the United States, you do so at your own risk. Whether inside or outside of the United States, you are solely responsible for ensuring compliance with the laws of your specific jurisdiction.

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17. TERM; TERMINATION

Your right to access and use the Platform will commence upon your acceptance of these Terms of Use and will continue for the duration of the subscription plan that you selected at registration (the “Term”). Thereafter, the Term will automatically renew for consecutive terms equivalent to the duration of your subscription plan, unless either of us notifies the other at least thirty (30) days prior to the expiration of the then-current renewal term of its intention to not renew.

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We reserve the right to change, suspend, discontinue or terminate your access and use of all or any part of the Platform at any time without prior notice or liability. Sections 4, 5, 6, and 8 through 22 shall survive the termination of these Terms of Use.

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Within thirty (30) days of the termination of this Agreement, upon your written request, we will reasonably assist you with an export of Your Data that is in our possession or control in a format mutually agreeable to the parties. After this thirty (30) day period, we shall have no further obligation to you with respect to the storage of Your Data and we shall permanently delete Your Data, except for any of Your Data that may be in our backup systems which shall be deleted in accordance with our data retention policies.

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18. BINDING ARBITRATION

In the event of a dispute arising under or relating to this Agreement, the Platform (each, a “Dispute”), such dispute will be finally and exclusively resolved by binding arbitration governed by the Federal Arbitration Act (“FAA”). NEITHER PARTY SHALL HAVE THE RIGHT TO LITIGATE SUCH CLAIM IN COURT OR TO HAVE A JURY TRIAL, EXCEPT EITHER PARTY MAY BRING ITS CLAIM IN ITS LOCAL SMALL CLAIMS COURT, IF PERMITTED BY THAT SMALL CLAIMS COURT RULES AND IF WITHIN SUCH COURT’S JURISDICTION. ARBITRATION IS DIFFERENT FROM COURT, AND DISCOVERY AND APPEAL RIGHTS MAY ALSO BE LIMITED IN ARBITRATION.

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All disputes will be resolved before a neutral arbitrator selected jointly by the parties, whose decision will be final, except for a limited right of appeal under the FAA. The arbitration shall be commenced and conducted by JAMS pursuant to its then current Comprehensive Arbitration Rules and Procedures and in accordance with the Expedited Procedures in those rules, or, where appropriate, pursuant to JAMS’ Streamlined Arbitration Rules and Procedures. All applicable JAMS’ rules and procedures are available at the JAMS website: www.jamsadr.com. Each party will be responsible for paying any JAMS filing, administrative, and arbitrator fees in accordance with JAMS rules. Judgment on the arbitrator’s award may be entered in any court having jurisdiction. This clause shall not preclude parties from seeking provisional remedies in aid of arbitration from a court of appropriate jurisdiction. The arbitration may be conducted in person, through the submission of documents, by phone, or online. If conducted in person, the arbitration shall take place in the United States county where you reside. The parties may litigate in court to compel arbitration, to stay a proceeding pending arbitration, or to confirm, modify, vacate, or enter judgment on the award entered by the arbitrator. The parties shall cooperate in good faith in the voluntary and informal exchange of all non-privileged documents and other information (including electronically stored information) relevant to the Dispute immediately after commencement of the arbitration. Nothing in this Agreement will prevent us from seeking injunctive relief in any court of competent jurisdiction as necessary to protect our proprietary interests.

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19. CLASS ACTION WAIVER

You agree that any arbitration or proceeding shall be limited to the Dispute between us and you individually. To the full extent permitted by law, (i) no arbitration or proceeding shall be joined with any other; (ii) there is no right or authority for any Dispute to be arbitrated or resolved on a class action-basis or to utilize class action procedures; and (iii) there is no right or authority for any Dispute to be brought in a purported representative capacity on behalf of the general public or any other persons. YOU AGREE THAT YOU MAY BRING CLAIMS AGAINST US ONLY IN YOUR INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.

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20. EQUITABLE RELIEF

You acknowledge and agree that in the event of a breach or threatened violation of our intellectual property rights and confidential and proprietary information by you, we will suffer irreparable harm and will therefore be entitled to injunctive relief to enforce this Agreement. We may, without waiving any other remedies under this Agreement, seek from any court having jurisdiction any interim, equitable, provisional, or injunctive relief that is necessary to protect our rights and property pending the outcome of the arbitration referenced above. You hereby irrevocably and unconditionally consent to the personal and subject matter jurisdiction of the federal and state courts in the State of Florida for purposes of any such action by us.

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21. CONTROLLING LAW; EXCLUSIVE FORUM

The Agreement and any action related thereto will be governed by the laws of the State of Florida without regard to its conflict of laws provisions. The Parties hereby consent and agree to the exclusive jurisdiction of the state and federal courts located in the State of Florida for all suits, actions, or proceedings directly or indirectly arising out of or relating to this Agreement, and waive any and all objections to such courts, including but not limited to, objections based on improper venue or inconvenient forum, and each party hereby irrevocably submits to the exclusive jurisdiction of such courts in any suits, actions, or proceedings arising out of or relating to this Agreement.

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22. MISCELLANEOUS

You may not assign any of your rights, duties, or obligations under these Terms of Use to any person or entity, in whole or in part, without written consent from DOCUMENT. Our failure to act on or enforce any provision of the Agreement shall not be construed as a waiver of that provision or any other provision in this Agreement. No waiver shall be effective against us unless made in writing, and no such waiver shall be construed as a waiver in any other or subsequent instance. Except as expressly agreed to by us and you in writing, the Agreement constitutes the entire agreement between you and us with respect to the subject matter, and supersedes all previous or contemporaneous agreements, whether written or oral, between the parties with respect to the subject matter. The section headings are provided merely for convenience and shall not be given any legal import. This Agreement will inure to the benefit of our successors, assigns, licensees, and sublicensees.

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SCHEDULE A
​BUSINESS ASSOCIATE AGREEMENT​

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1. Purpose.


DOCUMENT and Customer entered into the Healthcare Addendum, pursuant to which DOCUMENT provides Customer access to certain DOCUMENT products and services that implicate HIPAA. For purposes of the Healthcare Addendum, Customer is either a Covered Entity, or a Business Associate of its Upstream Customers. DOCUMENT is either a Subcontractor of Customer, or a Business Associate of Customer.
 

2. Definitions.

The following definitions shall apply for purposes of this Business Associate Agreement.

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2.1. “Business Associate” has the same meaning as the term “Business Associate” in 45 C.F.R. §

160.103.

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2.2. “Covered Entity” has the same meaning as the term “covered entity” in 45 C.F.R. § 160.103.

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2.3. “HIPAA Breach Notification Rule” means the Breach Notification for Unsecured Protected Health

Information regulations, codified at 45 C.F.R. parts 160 and 164, as amended.

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2.4. “HIPAA Privacy Rule” means the Standards for Privacy of Individually Identifiable Health

Information, codified at 45 C.F.R. parts 160 and 164, as amended.

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2.5. “HIPAA Security Rule” means the Security Standards for the Protection of Electronic Protected

Health Information, codified at 45 C.F.R. parts 160 and 164, as amended.

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2.6. “Protected Health Information” or “PHI” has the same meaning as under HIPAA, limited to such

information that DOCUMENT receives from Customer via the HIPAA Workflow.

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2.7. “Required by Law” has the same meaning as the term “required by law” in 45 C.F.R. § 164.103.

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2.8. “Security Incident” has the same meaning as the term “security incident” in 45 C.F.R. § 164.304.

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2.9. “Subcontractor” has the same meaning as the term “subcontractor” in 45 C.F.R. § 160.103.

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2.10. “Unsecured Protected Health Information” or “Unsecured PHI” have the same meaning as under the HIPAA Breach Notification Rule, limited to such information that DOCUMENT receives from Customer via the HIPAA Workflow.

 

3. DOCUMENT Requirements and Obligations.

 

3.1. Prohibited Uses and Disclosures of PHI. DOCUMENT shall not use or disclose PHI other than as

permitted or required by this BAA or the Services Agreement, or as Required by Law. DOCUMENT may not use or disclose PHI in a manner that would violate the HIPAA Privacy Rule if done by Customer or its Upstream Customers that are Covered Entities, except as provided in this BAA.
 

3.2. Permissible Use and Disclosure of PHI. DOCUMENT is permitted to collect, receive, use, maintain, create, disclose, transmit, destroy, and otherwise process PHI (i) in connection with performing its obligations and exercising its rights under the Services Agreement, (ii) as permitted or required by this BAA, (iii) as Required by Law, (iv) as authorized by an Individual, and (v) as otherwise permitted by applicable law. DOCUMENT may use PHI for the proper management and administration of DOCUMENT or to carry out the legal responsibilities of DOCUMENT. DOCUMENT may disclose PHI for the proper management and administration of DOCUMENT or to carry out the legal responsibilities of DOCUMENT, provided the disclosures are Required by Law, or DOCUMENT obtains reasonable assurances from the person to whom the information is disclosed that the information will remain confidential and be used or further disclosed only as Required by Law or for the purposes for which it was disclosed to the person, and the person notifies DOCUMENT of any instances of which it becomes aware in which the confidentiality of the PHI has been breached.
 

3.3. Minimum Necessary. To the extent that DOCUMENT uses, discloses, or requests PHI to provide the Services, DOCUMENT shall use reasonable efforts to limit PHI to the minimum necessary to accomplish the intended purpose of the use, disclosure, or request, unless an exception to the minimum necessary requirements under HIPAA applies. Notwithstanding anything to the contrary, the parties acknowledge and agree that all PHI that is transmitted to DOCUMENT via the HIPAA Workflow is the minimum necessary required by DOCUMENT to perform its obligations and exercise its rights under the Services Agreement.
 

3.4. Incident Reporting. DOCUMENT will report to Customer (i) any use or disclosure of PHI by DOCUMENT that is not permitted under this BAA of which DOCUMENT becomes aware, including Breaches of Unsecured PHI as required by 45 C.F.R. § 164.410, and (ii) any Security Incident of which DOCUMENT becomes aware. Any such report(s) must be made promptly after, but in no case more than five (5) days after, Discovery by DOCUMENT of such impermissible use or disclosure, such Security Incident, or such Breach of Unsecured PHI.

 

DOCUMENT will provide such reasonable cooperation as is reasonably requested by Customer in responding to such event and will supplement such initial report with additional information, including all information reasonably available to DOCUMENT that is required to be included in notices to affected Individuals, regulators, the media, or other entities as required by HIPAA or applicable state laws. The parties agree that notice is hereby deemed given for all attempted, unsuccessful Security Incidents involving trivial and routine incidents such as port scans, attempts to log-in with an invalid password or user name, denial of service attacks that do not result in a server being taken off-line, malware, and pings, or other similar types of events that do not compromise the security or privacy of PHI.
 

3.5. Mitigation. DOCUMENT will take reasonable steps to mitigate, to the extent practicable, any harmful effects known to DOCUMENT from any unauthorized use or disclosure of PHI by DOCUMENT in violation of HIPAA or this BAA.
 

3.6. Subcontractors of DOCUMENT. DOCUMENT shall ensure that any Subcontractors of DOCUMENT that create, receive, maintain, or transmit PHI agree to the same restrictions and conditions that apply to DOCUMENT with respect to such information, to the extent required by HIPAA. If DOCUMENT learns of any pattern or activity that constitutes a material breach of a Subcontractor’s obligations with respect to PHI, DOCUMENT will take reasonable steps to cure the breach, end the violation, or terminate the relationship with its Subcontractor.
 

3.7. Requests for Access. The parties acknowledge and agree that DOCUMENT does not maintain a

Designated Record Set for or on behalf of Customer or Upstream Customers. In the event that

DOCUMENT receives a request for access to PHI under 45 C.F.R. § 164.524, DOCUMENT’s sole responsibility shall be to promptly forward the request to Customer. In the event that Customer or any Upstream Customer receives a request for access to PHI under 45 C.F.R. § 164.524, DOCUMENT shall have no obligations.

 

3.8. Requests for Amendment. The parties acknowledge and agree that DOCUMENT does not maintain a Designated Record Set for or on behalf of Customer or Upstream Customers. In the event that DOCUMENT receives a request for amendment of PHI under 45 C.F.R. § 164.526, DOCUMENT’s sole responsibility shall be to promptly forward the request to Customer. In the event that Customer or any Upstream Customer receives a request for amendment of PHI under 45 C.F.R. § 164.526, DOCUMENT shall have no obligations.

 

3.9. Accounting of Disclosures. In the event that DOCUMENT discloses PHI in a manner that is required to be included in an accounting under 45 C.F.R. § 164.528, DOCUMENT shall maintain and, within ten (10) business days of a request from Customer, make available such information as Customer or Upstream Customer would be required to provide an Individual requesting an accounting of disclosures under 45 C.F.R. § 164.528.

 

3.10. Customer Privacy Rule Obligations. The parties acknowledge and agree that DOCUMENT is not intended to carry out one or more of Customer’s or any of Upstream Customer’s obligation(s) under the HIPAA Privacy Rule.

 

3.11. Availability of Books and Records. DOCUMENT will make its HIPAA policies and any other books and records that relate to the use and disclosure of PHI available to the Secretary of the U.S.

Department of Health and Human Services (or his or her designee) for purposes of determining

compliance with HIPAA.

 

3.12. Privacy and Security Safeguards. DOCUMENT shall use appropriate safeguards and comply, where applicable, with the HIPAA Security Rule (as codified in 45 C.F.R. §§ 164.302-164.318) with respect to electronic PHI, to prevent use or disclosure of PHI other than as provided for by this BAA.

 

4. Customer Restrictions and Obligations.

 

4.1. Compliance with Upstream Customer Business Associate Agreements. Customer shall comply with the terms and conditions of Customer’s business associate agreements (entered into pursuant to 45 C.F.R. §§ 164.502(e), 164.504(e), 164.308(b), and 164.314(a)) with its Upstream Customers that

are relevant to the Services.

 

4.2. Upstream Customer Limitation(s) in Notice of Privacy Practices. Customer shall ensure that there are no limitation(s) in its own notice of privacy practices and that of any Upstream Customer under 45 C.F.R. § 164.520 that may affect DOCUMENT’s use or disclosure of PHI pursuant to the Services Agreement.

 

4.3. Permissions, Authorizations, and Consents. Customer represents and warrants that any

permissions, authorizations (including authorizations under 45 C.F.R. § 164.508), or consents that

may be required for DOCUMENT to provide Services, or to otherwise collect, receive, use, maintain,

create, disclose, transmit, destroy, or otherwise process PHI as permitted or required under this

BAA, have been obtained and reasonably documented.

 

4.4. Restrictions on the Use and Disclosure of PHI. Customer shall ensure that Customer and Upstream Customers have not agreed to, or are not otherwise required to abide by, restrictions on the use or disclosure of PHI under 45 C.F.R. § 164.522 that may affect DOCUMENT’s use or disclosure of PHI pursuant to the Services Agreement.

 

4.5. Permissible Requests by Customer. Customer shall not ask DOCUMENT to use or disclose PHI in any manner that would not be permissible under the HIPAA Privacy Rule if done by Customer or any Upstream Customer. Customer shall not request that DOCUMENT collect, receive, use, maintain, create, disclose, transmit, maintain, destroy, or otherwise process PHI in any manner that violates HIPAA or any other applicable law or regulation.

 

4.6. Mitigation. Customer shall take reasonable steps to mitigate, to the extent practicable, any

harmful effects known to Customer of a breach of this BAA by Customer.

 

5. Term and Termination.

 

The term of this BAA shall begin on the first date Customer transmits PHI to DOCUMENT

pursuant to the Services Agreement and shall continue for as long as the Healthcare Addendum remains in effect. The Healthcare Addendum, including this BAA, may be terminated in accordance with Section 6 of the Healthcare Addendum. Following termination or expiration of this BAA for any reason, upon Customer’s written request, DOCUMENT shall certify that all PHI has been returned or destroyed.

 

6. General. Except as modified by this BAA, the Healthcare Addendum applies equally to this BAA. In the event of a conflict between this BAA and the Healthcare Addendum, this BAA shall prevail with respect to the subject matter of this BAA.

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