HomeMy WebLinkAbout2025-0054 - - Terms of use for Better Age Paper Survey Docusign Envelope ID: EE5E5925-E033-4A25-B8B8-9782E00C1 F73
BetterAge
Terms of Use for BetterAge Paper Survey
I. Introduction and Purpose
BetterAge provides organizations with a supplemental paper survey option to ensure data collection from
older adults who:
• Are 50 years or older(or have a disability).
• Are members, participants, or clients of the organization, receiving services or
participating in activities.
• Cannot or will not complete the survey digitally.
This agreement outlines the terms and conditions for organizations granted access to the paper survey.
II. Grant of License
As part of the Master Services Agreement (MSA)with BetterAge, organizations are granted a limited,
non-exclusive, non-transferable license to use the paper survey. This license permits:
• Downloading, printing, administering, collecting responses, and storing the paper survey
during the MSA term.
• Entry of all collected paper survey data into BetterAge's digital system for analysis.
III. Restrictions on Use
1. The paper survey must not be reproduced, distributed, or shared outside the scope of survey
completion.
2. No modifications to the paper survey are allowed except by BetterAge.
3. Only BetterAge-provided or pre-approved marketing materials and outreach methods may be
used. Approved methods include:
o Mail Distribution: Surveys mailed with return envelopes.
o Event or Center Distribution: Surveys distributed and collected at events or
organizational locations.
o Assisted Completion: 1:1 assistance provided by staff.
o Surveys must not be printed in newspapers or other general media without BetterAge's
express written permission.
4. Only the version of the survey provided for the current period may be used, distributed, or
entered.
5. Surveys must be cleanly printed on 8.5"x 11" paper
IV. Responsibilities of the Organization
1. Distribute and collect surveys from participants while ensuring they:
o Understand the voluntary nature of the survey.
o Are assured of confidentiality.
2. Enter completed survey data accurately and promptly into BetterAge's digital platform using
designated, trained staff.
3. Cease distribution of the survey version at the end of the specified timeframe to allow for timely
data entry.
Docusign Envelope ID: EE5E5925-E033-4A25-B8B8-9782E00C1 F73
Data Security and Privacy. Organizations must:
1. Handle and store completed paper surveys securely to protect participant confidentiality.
2. Destroy completed paper surveys within five working days of receiving confirmation of successful
data entry.
Data Entry Protocols
1. Data must be entered via the BetterAge administrative portal using authorized log-ins.
2. Organizations must designate and authorize individuals for data entry after completing BetterAge-
provided training.
Accuracy and Integrity of Data Entry
1. Completed surveys must be securely returned directly to authorized staff or via mail to the
organization.
2. Surveys must be securely stored if not entered immediately.
3. Organizations are responsible for ensuring data accuracy and integrity during entry.
4. BetterAge reserves the right to audit data for quality control.
5. Organizations must make best efforts to follow up on incomplete responses.
Proprietary Rights
1. BetterAge retains intellectual property rights over the survey content, structure, and analysis.
2. No rights beyond the limited license are transferred to the organization.
Liability
1. Organizations must notify BetterAge immediately in the event of a breach of these terms.
2. Organizations assume responsibility for any misuse of the survey, including improper handling of
participant data or inaccurate data entry.
3. BetterAge is not liable for errors or omissions in data collection, handling, or entry by the
organization.
Termination of Use
1. BetterAge reserves the right to terminate or revoke access to the paper survey if these terms are
violated.
2. Upon termination, all paper surveys must be returned or destroyed.
Amendments to Terms
BetterAge reserves the right to modify these terms at any time. Organizations will be notified of any
changes.
Acknowledgment
By accepting the paper survey, the organization acknowledges that they have read, understood, and
agreed to these terms.
Date: Date:
For BetterAge: Jim Firman For City of Auburn: Daryl Faber
Signed by: Initial DocuSigned by:
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