HPA Privacy Operations System — Single-Facility License Agreement
IMPORTANT — PLEASE READ BEFORE PURCHASING, DOWNLOADING, OR USING THIS PRODUCT.
This agreement is intended for the $2,497 Single Organization license, limited to one designated facility. It is not a Multi-Site or Enterprise license.
1. Parties and Product
This License Agreement (“Agreement”) governs the use of the HPA Privacy Operations System (“System”), including the included privacy policies, procedures, editable documents, Excel trackers, and related implementation resources.
“HPA” means Healthcare Privacy Advisors, LLC.
“Licensee” means the purchaser identified on the order, acting solely for the one designated facility authorized under this Agreement.
2. License Grant and Designated Facility
Subject to payment and compliance with this Agreement, HPA grants Licensee a non-exclusive, non-transferable, non-sublicensable license to use and adapt the System solely for the internal operations of ONE (1) designated healthcare facility, clinic, practice location, or hospital (the “Licensed Facility”).
The Licensed Facility must be identified in the purchase record or confirmed in writing with HPA. If not identified at purchase, Licensee must designate it before deploying the System.
A single purchase does NOT authorize use at additional locations, departments operating as separate facilities, hospitals, clinics, emergency departments, practices, or affiliated organizations.
This restriction applies even if locations share a parent company, tax identification number, legal entity, electronic health record, leadership, or centralized compliance/privacy department.
An off-site or centralized team may access the System only to support the Licensed Facility and may not deploy it for other facilities.
3. Permitted Internal Use
Authorized workforce members and contractors working on behalf of the Licensed Facility may access, store, print, and use the System as reasonably necessary for that facility’s internal privacy operations, subject to confidentiality and access controls.
Licensee may customize policies, procedures, templates, forms, and trackers to fit the Licensed Facility’s terminology, roles, workflows, and applicable requirements.
Internal operational versions may bear the Licensed Facility’s branding; HPA’s copyright and ownership notices must remain on unmodified master/source materials and may not be removed to misrepresent ownership of HPA’s original resources.
4. Prohibited Use and Additional Licensing
Without HPA’s prior written authorization, Licensee may not:
- Sell, resell, sublicense, publish, publicly post, distribute, or share the System or its component resources with another facility or organization.
- Upload source files to public websites, marketplaces, or unrestricted file-sharing platforms.
- Offer the System as a commercial template or product to third parties.
Use across two or more facilities requires a separate written license or additional authorization from HPA.
Multi-Site and Enterprise rights are not included in this purchase and, if offered, will be governed by separately agreed terms and fees.
A purchaser may not expand the Licensed Facility designation by transferring the files to a new facility without HPA’s written approval.
5. Ownership and Reservation of Rights
The System and its original content remain the intellectual property of HPA and/or its licensors.
Purchase conveys a limited right of use, not ownership of the System or its underlying intellectual property.
Except for the permissions expressly stated in this Agreement, all rights are reserved.
6. Professional and Legal Disclaimer
The System is provided as an operational resource and is not legal advice, a guarantee of HIPAA compliance, or a substitute for facility-specific legal and regulatory review.
Licensee is responsible for reviewing, tailoring, approving, implementing, and maintaining its own policies and procedures, and for obtaining legal advice concerning applicable federal and state requirements.
7. Compliance and Termination
Licensee is responsible for ensuring that authorized users follow this Agreement.
HPA may terminate the license upon material breach if the breach is not cured within 30 days after written notice, except where a breach cannot reasonably be cured.
Following termination, Licensee must stop using and distributing the System and delete or return source materials, except records it is legally required to retain.
Required retained records may not be reused as templates or redistributed.
8. Agreement and Questions
By purchasing, downloading, or using the System, Licensee agrees to this Agreement.
Any expansion of permitted facilities or rights must be documented in writing by HPA.
Questions about facility designation or additional licensing may be directed to:
Healthcare Privacy Advisors, LLC
Email: info@healthcareprivacyadvisors.com
Website: www.healthcareprivacyadvisors.com