Terms and Conditions
Updated: February 6, 2023
These Terms and Conditions (“Terms”) govern each Agreement or Statement of Work (“SOW”) by and between Digital Insurance LLC dba ManagEase Incorporated (“ManagEase” or “Digital Insurance LLC”) and the Client set forth in the Agreement or Statement of Work (“Client”), and ManagEase’s provision of services to Client, effective as of the date in the Agreement or SOW. These Terms with the Agreement and any SOW, exhibit, addendum, or amendment, which are incorporated herein, are collectively referred to as the Master Service Agreement (“MSA”). By signing the Agreement, SOW, exhibit, addendum, or amendment, Client agrees to these terms. Any capitalized terms not defined in these Terms have the meanings outlined in the Agreement and SOW. The terms of the last Agreement, SOW, exhibit, addendum, or amendment entered into between ManagEase, and Client will supersede all prior Agreements or SOWs and any conflicting or inconsistent provisions of the Terms.
Purpose of the Agreement.
This MSA describes the non-exclusive products, tools and services that ManagEase recommends for Client and its employees, where applicable, and provides a detailed disclosure of the compensation associated with all such products, tools and services. Upon Client election of any product, tool and/or service, this MSA will satisfy all applicable state requirements for written agreement and compensation disclosure.
Products and Services.
This MSA includes the services and/or products of the applicable Agreement or SOW selected hereunder (“Services”). All terms of the Agreement or SOW are incorporated by reference hereto as an addition to Section 2 of this MSA. As a result of special relationships between ManagEase and particular vendors, some products and services may include more favorable rates, product terms or services. ManagEase will work closely with to determine whether these products are appropriate for it and its employees. ManagEase occasionally may assist Client with coordinating certain outside services not listed in the Agreement or SOW below.
ManagEase will fully disclose all commissions and/or fees to Client according to the fee structure outlined in the applicable Agreement or SOW(s). This MSA, and any applicable Agreement or SOW(s) constitutes ManagEase’s disclosure of direct and indirect compensation it will or reasonably expects to receive for the term of this MSA in connection with the Services. This disclosure includes the disclosures ManagEase is required to make under ERISA Section 408(b)2) and applicable state laws. ManagEase may share a portion of its disclosed compensation with other plan service providers subject to 408(b)(2). Any other plan service providers subject to 408(b)(2) disclosure requirements are required to make its own independent disclosure and any such disclosures are not included in this ManagEase disclosure. In certain instances, this disclosure may include disclosures on behalf of a ManagEase affiliate(s). For purposes of this MSA, “Underlying Agreement or SOW” means the agreement between the Parties to assign ManagEase as broker of record for Client, or when applicable, the signed Service Agreement or SOW between the Parties.
- Terms of Compensation.
- As per, and subject to, applicable state law, any fees associated with the placement or servicing of insurance products will be offset by the commissions received from the insurance carriers for these services.
- Billing options are available in annual, semi-annual, quarterly, monthly intervals, or upon completion of key milestones (if agreed in writing by both Parties). ManagEase agrees to directly bill the Client. The terms are standard net 30. Upon execution of the Underlying Agreement or SOW, Client shall pay ManagEase the fee, if any, as elected in the Fee Schedule set forth in the applicable Agreement or SOW. Client shall provide payment in full by the earlier of the due date noted on the invoice, within 30 days of invoice receipt, or as outlined in the Agreement or SOW(s). Failure to remit within this timeframe, or any return for non-sufficient funds (NSF), will result in a late fee of 2% plus the amount of any penalty fees assessed for NSF.
- For additional services elected after the execution of the Agreement, a separate agreement will be executed and subject to all terms of that subsequent agreement, and/or such additional services will be billed at the then prevailing hourly rate as preapproved by Client.
- For fees calculated by a “per employee per month” (PEPM) charge, Client shall provide ManagEase updated census information without unreasonable delay but in no case later than the earlier of: fifteen (15) days prior to the start of each new calendar quarter or as outlined in the selected Agreement or SOW(s). ManagEase will rely upon and use this census information to calculate the fee for the upcoming calendar quarter.
b. Other Fees.By executing this MSA, Client acknowledges and agrees that this MSA includes only those fees listed in the Underlying Agreement or SOW(s) included in Section 2 of the Agreement or SOW, and further acknowledges and agrees that ManagEase will bill Client separately, and prior to rendering such assistance, for all other fees associated with any other services, tools and/or products, including, but not limited to:
- External legal, accounting, and other consulting and professional services;
- Reasonable travel expenses requested by Client or for services requested by Client, if expenses exceed ManagEase’s normal amounts and Client approves such expenses in advance. These include, but are not limited to, items such as airfare, rental car charges, mileage, etc.
- Special outside communications services, printing charges, and postage fees.
c. Appointed Agent (Brokerage Clients). Digital Insurance LLC is an appointed agent for the insurance companies it represents and provides services to Client on behalf of insurance companies in connection with the placement of insurance. In Digital Insurance LLC’s role as the insurance companies’ agent, it may receive compensation in the form of commissions, which consist of a percentage of the premium or a flat dollar amount collected by the insurance companies, from insurance companies for Digital Insurance LLC’s professional services. In some cases, Digital Insurance LLC also may receive additional compensation, under agreements with one or more insurance carriers, in the form of commission overrides, bonuses or marketing fees which can be based on some combination of volume, new business, persistency and other factors. Digital Insurance LLC may be a party to such agreements with one or more of the insurance companies or insurance intermediaries with or through which Digital Insurance LLC places insurance. Any additional compensation is not customarily attributable to a particular Client and is not factored into a decision on where to place business.
Term and Termination.
- Term. This MSA will commence on the Effective Date outlined in the Agreement or SOW and, unless terminated in accordance with the terms of this MSA, will continue in full force and effect for a period from the Effective Date to the termination date outlined in the Agreement or SOW.
a. Termination for Cause.This MSA may be terminated immediately by either party, upon written notice to the other, upon the happening of any of the following: (i) fraud, gross negligence and/or willful misconduct of the other party; (ii) the insolvency, receivership, bankruptcy, liquidation or dissolution of the other party; or (iii) a breach by the other party of any material provision of this MSA which is not remedied within ten (10) business days after written notice of such breach. ManagEase may terminate this MSA immediately upon written notice to Client if Client fails to remit monies due hereunder when due.
b. Termination for Convenience.This MSA may be terminated by either party during an auto-renewal term, upon providing written notice as outlined in the Agreement or SOW. Termination under this subsection shall be effective on the last day of the end of the then current auto-renewal term.
c. Termination for Non-Payment.ManagEase may terminate this MSA (to be effective immediately) or suspend services if any fees due by Client hereunder fail to be timely paid in accordance with this MSA or otherwise within ten (10) days following written notice to Client by ManagEase of such failure.
d. Effect of Termination.Upon termination of this MSA for convenience or cause, unless both Parties agree in writing to a runout period, ManagEase will terminate any and all services under this MSA. Client shall provide payment in full for any outstanding amounts due by the earlier of the due date noted on the invoice or within 30 days of invoice receipt, including outstanding amounts due through the end of the early termination period.
Compliance Responsibility.Where Plans are a part of the Services, Client has sole authority and responsibility to establish, maintain, control and manage the operation of the employee welfare benefits plan(s) established by Client (“Plans”), including the authority and responsibility for establishing, administering, construing, and interpreting the provisions of the Plans and making all determinations thereunder. Without limiting Client’s responsibilities with respect to any plan(s), it shall be Client’s sole responsibility and duty to ensure ongoing compliance with applicable provisions of the plan, Employee Retirement Income Security Act (ERISA) (if applicable), the Internal Revenue Code (IRC), Consolidated Omnibus Budget Reconciliation Act (COBRA), state continuation, Patient Protection and Affordable Care Act (PPACA), state and federal leave laws, and other applicable federal and state laws. In its sole discretion, Digital Insurance LLC, may refuse to act in accordance with any request of the Client if it determines that compliance with such request may result in the violation of any law or regulation.
a. Plan Administrator and Fiduciary.ERISA and COBRA are broad bodies of law encompassing many areas of compliances. If and to the extent Client is subject to ERISA, Client is both the Plan Fiduciary and the Plan Administrator within the meaning of Section 3(16)(A) of ERISA or any other federal or state law of similar nature. To the fullest extent permitted under applicable law, Digital Insurance LLC does not intend to be and is not the “name fiduciary,” “plan sponsor,” or “plan administrator” (as such terms are described in ERISA, other applicable law, or plan(s)’ documentation) or assume any of the obligations or responsibilities corresponding to those designations, unless agreed in writing by the Parties.
b. Plan Information.Client shall furnish the information requested by Digital Insurance LLC as determined as necessary to perform Digital Insurance LLC’s services, including information concerning the Plans and the eligibility of individuals to participate in and receive Plans benefits. Such information shall be provided to Digital Insurance LLC in the time and in the manner agreed to by Client and Digital Insurance LLC.
c. Compliance Notices.Client is responsible for the plan(s)’ compliance with applicable federal and state laws and regulations, including amending plan documents as necessary to comply with applicable law changes and reflect changes to the benefit arrangements. Digital Insurance LLC shall have no responsibility with regards to Client’s failure to timely furnish plan documents to plan participants, including but not limited to, required notices, enrollment materials, and/or other communication materials and forms, due to Client’s failure to timely update or ensure the accuracy of such information. Digital Insurance LLC shall not provide legal counsel or tax advice to employer, and any advice furnished by Digital Insurance LLC to Client regarding ERISA, the IRC, COBRA, state continuation, PPACA, or other applicable federal and state laws should not be relied upon by Client prior to consulting with its attorney.
The Agreement or SOW and its contents, including the fee arrangement reached by the Parties, are confidential, as is any advice that ManagEase provides Client. To that end, by signing below, the Parties agree not to disclose the contents of the Agreement or SOW to third parties unless required to do so by law or authorized in writing by the other Party to so disclose.
Each Party further agrees that it will not disclose any non-public, confidential or proprietary information of the other Party, including, but not limited to, specifications, samples, patterns, designs, plans, proprietary concepts and proposals, security and compliance documentation, drawings, documents, data, business operations, customer lists, pricing, discounts or rebates, disclosed by the other Party, whether disclosed orally or disclosed or accessed in written, electronic or other form or media, and whether or not marked, designated or otherwise identified as “confidential,” in connection with this MSA.
Each Party agrees to use best practices and exercise, at a minimum, the same degree of care to protect the other parties confidential or proprietary information that it does with respect to the protection of its own information of the same type or degree of sensitivity. The obligations of the Parties under this Section survive termination of this MSA and binds the Parties, their successors and assigns.
The obligations contained herein shall not apply to: (i) information which is now in or hereafter enters the public domain without a breach of this MSA; (ii) information known to the Recipient prior to the time of disclosure by the disclosing Party or independently developed by the Recipient’s Representatives without access to the Information; (iii) information disclosed in good faith to the Recipient by a third person known by the Recipient to be legally entitled to disclose the same.
ManagEase retains all copyright and other intellectual property rights in the methodologies, methods of analysis, ideas, concepts, know-how, models, tools, techniques, skills, knowledge and experience, and any graphic or digitized representations of any of these, possessed by ManagEase before the commencement of, or acquired by ManagEase during or after, the performance of the Services. Excluding Client’s underlying data, any and all materials created by ManagEase, including any materials created for Client’s use, are the exclusive property of ManagEase and shall not be deemed “work made for hire” under the United States copyright laws. If any Service materials are deemed “work made for hire,” Client hereby conveys, transfers, and assigns to ManagEase all Intellectual Property Rights and other rights in and to any and all such materials throughout the world in perpetuity.
Client and ManagEase acknowledge that when certain information, reports and data generated under this MSA are subject to applicable laws and regulations pertaining to the confidentiality of medical records, the parties agree to comply in all respects with such laws, including but not limited to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). When Services under this MSA are subject to HIPAA, the Parties will enter into separately a Business Associate Agreement (“BAA”). This MSA does not modify, supersede or otherwise affect any provision of the BAA. Additional information about Digital Insurance LLC’s privacy policies can be found at https://www.onedigital.com/privacy-policy/.
Any California resident’s personal information disclosed by the Client is only for limited and specified purposes of ManagEase fulfilling its obligations under this MSA. ManagEase shall comply with applicable obligations under the California Privacy Rights Act (the “Act”) regarding California residents, including providing the same level of privacy protection as required thereunder. Company may take reasonable and appropriate steps to help ensure that ManagEase uses any such disclosed personal information in a manner consistent with the Client’s obligations under the Act. ManagEase shall notify Client if it makes a determination that it can no longer meet its obligations under the Act. The Client may, upon such notice from ManagEase, take reasonable and appropriate steps to stop and remediate unauthorized use of such personal information.
By signing below, Client agrees to release, indemnify and hold ManagEase, and its affiliates, successors, assignees, employees, officers, and directors (collectively, “Indemnitees”) harmless, from and against any and all liability, claims, demands, actions or causes of action, damages, losses, costs or expenses (including without limitation reasonable attorney’s fees and legal expenses) suffered or incurred by Indemnitees arising out of, or in connection with this MSA or the services provided by ManagEase, including, but not limited to, (a) all costs incurred due to employee incurred claims, erroneous information, modifications of ManagEase work product, a lapse or lack of coverage, erroneous enrollment in or continuation of coverage, or a state or federal agency penalty assessment; (b) Client’s breach of any representation, warranty, or obligation under this MSA; (c) instructions provided by Client to ManagEase; (d) any negligent act or omission of Client in connection with the services received under this MSA; (e) any information provided by Client or Client’s representatives, agents, or vendors, to ManagEase upon which ManagEase reasonably relies in providing services; (f) Client or any other third party’s modifications to ManagEase’s work product without prior written approval from ManagEase therefor; (g) work product, or any portions thereof, not prepared by ManagEase; or (h) Client’s submission of state or federal employment, tax, or benefit-related forms, filings, or submissions; except to the extent such claims are a result of (i) ManagEase’s performance of unauthorized services, or (ii) fraud, gross negligence, or intentional misconduct committed by ManagEase.
ManagEase agrees to release, indemnify and hold Client, and its affiliates, successors, assignees, employees, officers, and directors (collectively, “Indemnitees”) harmless, from and against any and all liability, claims, demands, actions or causes of action, damages, losses, costs or expenses (including without limitation reasonable attorney’s fees and legal expenses) suffered or incurred by Indemnitees arising out of, or in connection with this MSA or the services provided by ManagEase, directly relating to (a) ManagEase’s breach of any representation, warranty, or obligation under this MSA; (b) ManagEase’s performance of unauthorized services; or (c) fraud, gross negligence, or intentional misconduct committed by ManagEase.
Limitation of Liability.
Under no circumstances shall either Party be liable to the other Party for indirect, incidental, consequential, special, exemplary or punitive damages (even if such damages are foreseeable or that Party has been advised or has constructive knowledge of the possibility of such damages) arising from such Party’s performance or non-performance pursuant to any provision of this MSA (including such damages incurred by third parties), such as, but not limited to, loss of revenues, loss of data, anticipated profits or lost business. CLIENT AGREES THAT TO THE FULLEST EXTENT PERMITTED BY LAW, MANAGEASE’S TOTAL LIABILITY TO CLIENT FOR ANY AND ALL CLAIMS AND LOSSES ARISING OUT OF OR IN ANY WAY RELATING TO THE SERVICES PROVIDED OR THIS MSA, FROM ANY CAUSE OR CAUSES, SHALL NOT EXCEED THE TOTAL OF ALL AMOUNTS PAID OR OWING TO MANAGEASE BY CLIENT UNDER THIS MSA FOR THE MOST RECENT TWELVE (12) MONTHS OF SERVICE THAT PRECEED MANAGEASE’S RECEIPT OF NOTICE OF SUCH CLAIMS. Notwithstanding anything herein to the contrary, however, this section shall not limit either Party’s liability to the other for: (a) willful and malicious conduct; (b) direct damage to real or personal property; (c) bodily injury or death caused by negligence; or (d) such Party’s indemnification obligations hereunder.
Representation and Disclaimers.
Client understands, acknowledges, and agrees to the following: (a) ManagEase does not provide legal advice; (b) no attorney-Client relationship is created, nor should be inferred, by or from the services or products ManagEase provides; (c) under no circumstances will ManagEase exercise any decision-making authority on behalf of Client; (d) Client will provide ManagEase with the most current, accurate, and complete information available to it when using the Services; and (e) ManagEase makes no warranties with respect to third-party services provider through vendors other than ManagEase. ManagEase represents and warrants that to the best of its knowledge, the compensation disclosure contained herein is accurate as of the date of this disclosure. Except as otherwise provided herein, ManagEase makes no express or implied representations or warranties arising by law or otherwise, all of which are expressly disclaimed.
Licensures and Liability Insurance.
ManagEase certifies that it maintains all required state licensure for all of its employees providing Services to Client along with the appropriate liability and errors and omissions coverage required by the applicable states.
Except for the obligations to make payments for services rendered, neither Party shall be liable for any failure or delay in its performance under this Agreement due to any cause beyond its reasonable control, including acts of war, acts of God, earthquake, droughts, famines, cyclones, hurricanes, storms, tempests, explosions, fires, flood, embargo, riot, sabotage, acts of public enemy, revolutions, rebellions, invasions, civil unrests, civil commotions, blockades, picketing, boycotts, sanctions, embargoes, radioactive contamination, health epidemic or interference by any governmental agency, labor shortage or dispute, governmental act or failure of the internet (not resulting from the actions or inactions of such affected Party.
This MSA will be governed by and construed and enforced in accordance with the laws of the state identified in the Agreement or SOW.
If any provision of this MSA, or the application thereof to any person, place or circumstance, shall be held by a court of competent jurisdiction to be invalid, unenforceable or void, the remainder of this MSA and such provision as applied to other persons, places or circumstances shall remain in full force and effect.
All notices, request, consents, claims, demands, waivers and other communications hereunder (each, a “Notice”) shall be in writing and addressed to the Party at the addresses set forth in the signature block of the Agreement or SOW or to such other address that may be designated by the receiving Party in writing. All Notices shall be delivered by personal delivery, nationally recognized overnight courier (with all fees pre-paid), facsimile (with confirmation of transmission), certified or registered mail (in each case, return receipt requested, postage prepaid), or delivery receipt electronic mail. Except as otherwise provided in this MSA, a Notice is effective only (a) upon receipt of the receiving Party, and (b) if the Party giving the Notice has complied with the requirements of this Section.
Nothing herein shall be construed to create a joint venture or partnership between the parties hereto or an employee/employer or agency relationship. ManagEase shall be an independent contractor pursuant to this MSA. Neither party hereto shall have any express or implied right or authority to assume or create any obligations on behalf of or in the name of the other party or to bind the other party to any contract, agreement, or undertaking with any third party.
Neither this MSA nor any of the rights or obligations hereunder may be assigned by any party without the prior written consent of the non-assigning Party. Any purported assignment without such consent shall be void and unenforceable. Any purchaser of ManagEase, or all or substantially all of the assets of ManagEase, shall be entitled to the benefits of this MSA, whether or not this MSA is assigned to such purchaser.
No waiver by either Party of any of the provisions of this MSA is effective unless explicitly set forth in writing and signed by both Parties. No failure to exercise, or delay in exercising, any rights, remedy, power or privilege arising from this MSA operates or may be construed as a waiver thereof. No single or partial exercise of any right, remedy, power or privilege hereunder precludes any other or further exercise thereof or the exercise of any other right, remedy, power or privilege.
This MSA may be executed in one or more counterparts, including, but not limited to, facsimiles and scanned images. Each counterpart shall for all purposes be deemed to be an original.
This MSA, and any incorporated Agreement or SOW, constitutes the entire understanding among the parties and supersedes, in their entirety, any and all understandings, agreements, contracts, arrangements, communications, discussions, representations, warranties, whether oral or written, among the Parties respecting the engagement. No provision of this MSA may be modified, waived or changed except by a writing signed by the Parties hereto. The Confidentiality, Intellectual Property, Data Protection, Indemnification, and Limitation of Liability provisions of the MSA shall survive termination of this Agreement.