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Terms and Conditions of Vault PromoMats Review and Approval Certification

These terms and conditions (“Terms”) form the basis of the contract through which Veeva Systems Inc. (“Veeva”, “we” or “us”) will provide access to and allow participation in the Vault PromoMats Review and Approval Certification (“Program”) for Users (“Agency”, “you”, “your”). Upon payment of the Fees (as defined below) you are automatically agreeing to these Terms on behalf of the Agency and Users.

Program access and participation is subject to a User having purchased a licence(s) for all Users requiring access to the Program (“User”).

1. Program Benefits

Once a User has been registered in the Learning Management System (LMS) in accordance with the process set out below, the following Program benefits (“Program Benefits”) will be available for each User:

  1. Vault PromoMats training modules specific to agency review and approval requirements.
  2. Best Practice guidance materials.
  3. 24/7 support from the Global Support Center, available by phone or email
  4. Certification Exam for individual Users to demonstrate proficiency and expertise
  5. Publicly displayed database of Users showing certification status if User has opted in

Detailed information of the Program Benefits is available on the Program page of the Veeva website https://www.veeva.com/meet-veeva/partners/content/promomats-certification/ and may be amended from time to time by Veeva. User Certification will only be granted if the criteria set by Veeva is met, such criteria as detailed within the introduction pages to the certification exam which will be accessible to Users upon successful registration to the Program.

Program Benefits (including access to content included as part of such Program Benefits) are granted on an individual User basis only (for the benefit of that individual only) and shall not be shared with any other person or used by the Agency generally (i.e. the Agency is not permitted to state that it is Veeva certified as it is the individual User that is certified and is not permitted to use any content provided to individual Users as part of the Program Benefits). The Agency shall not be entitled to use and shall ensure that no Users use any of Veeva’s trademarks, trade names, service marks, trade dress, logos and/or derivative works of the foregoing (“Veeva Trademarks”) , in any manner whatsoever, as part of this Program without obtaining Veeva’s prior written approvals.

2. Registration, Term and Renewal Process

a. Registration Process
After receipt of the executed order form by Veeva, listed Users will be enrolled in the LMS. Automated emails with login credentials will be sent to Users. They will have 7 days to activate their profile. License Term will be for 12 months from the start date on the order form.

Licenses act as a record of each Users training and certification and are therefore assigned to individual Users and may not be transferred to another individual within your Agency during the License Term (as defined below).

User data and profile information will be retained in the LMS for 24 months following the end date of license and deleted after the end of this period.

b. Sharing of Information
We will only share your personal information with Veeva customers in the ways that are described in this Privacy Statement and Veeva’s main Privacy policy.

We do not sell your personal information to third parties.

We will only provide your personal information to Veeva customers should you select to opt-in when creating your user profile in the LMS.

Information shared includes whether you are registered with the Program, First Name, Last Name, Country, Agency you work for, your Vault PromoMats Review and Approval Certification status, Date Certification Achieved, Renewal Date and Certification History.

Access to your data is restricted to Veeva employees and subcontractors directly involved with the production and maintenance of the Program and our LMS vendor.

c. Exam
Three initial attempts at the exam are permitted. Each attempt allows the User five lives (five chances to answer incorrectly).

  • The first two attempts are allowed to be completed back-to-back.
  • If the first two attempts are failed, the User must wait for a period of 10 calendar days before retaking a third time.
  • If a User fails the three initial attempts, a retake voucher can be purchased for an additional three attempts. The voucher fee will be listed in the fee section of the Program page of the Veeva website.

d. Term and Renewal
Each User license will commence on the date of the executed order form and will continue for a period of 12 months (“License Term”):

Each User license will be automatically disabled at the end of the relevant License Term (“License End-Date”) and will not automatically renew. On the License End Date and all Program Benefits shall cease (including availability of User profiles and certification status displayed on the database). Veeva will send the User renewal notifications by email alerting you of the renewal date of your license. New annual licenses will need to be purchased for Users wishing to continue their access to the Program Benefits in accordance with the registration process set out in these Terms.

3.Program Fees and Payment

Program fees for User licenses (“Fees”) will be displayed on the Program page of the Veeva website. https://www.veeva.com/meet-veeva/partners/content/promomats-certification/

Fees are payable by invoice. Fee packages are set out in the fees section of the Program page of the Veeva website. Veeva’s standard invoicing process will apply. The number of annual licenses purchased will be set out in a mutually executed ordering document (“Order Form”) which will also set out the Fees payable and payment terms. Each Order Form is subject to these Terms and in the event of conflict between these Terms and the Order Form, the Order Form shall prevail. Veeva reserves the right to remove a User from the Program database if the fee for that User license is not paid in accordance with Veeva’s payment terms. Additionally, if a certified user is removed from the system, in accordance with Veeva’s terms and conditions, due to an invoice that remains unpaid after the due date and is reinstated at a later date following payment, their certification status will be null and void resulting in the user having to retake the exam.

We reserve the right to increase the Fees for User licenses on an annual basis. Any such increase will be displayed on the fee section within the Program page of the Veeva website for you to view up to date prices prior to purchase.

4. Termination

Notwithstanding payment for and activation of a User license, if it subsequently turns out that (i) any or all of the information provided by a User was misleading or false; or (ii) if any Users are in breach of these Terms, we reserve the right to terminate the relevant User licenses with immediate effect, without the right of appeal.

5. Disclaimer

TO THE EXTENT PERMITTED BY LAW, ACCESS TO AND PARTICIPATION IN THIS PROGRAM IS AT YOUR SOLE RISK. ALL MATERIALS, INFORMATION, PRODUCTS, SOFTWARE, PROGRAMS, AND SERVICES ARE PROVIDED “AS IS,” WITH NO WARRANTIES OR GUARANTEES WHATSOEVER. VEEVA EXPRESSLY DISCLAIMS TO THE FULLEST EXTENT PERMITTED BY LAW ALL EXPRESS, IMPLIED, STATUTORY, AND OTHER WARRANTIES, GUARANTEES, OR REPRESENTATIONS, INCLUDING, WITHOUT LIMITATION, THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT OF PROPRIETARY AND INTELLECTUAL PROPERTY RIGHTS. WITHOUT LIMITATION, VEEVA MAKES NO WARRANTY OR GUARANTEE THAT THE VEEVA WEBSITE (INCLUDING THE PROGRAM PAGES OF THE WEBSITE THROUGH WHICH YOU WILL ACCESS THE PROGRAM AND THE PROGRAM BENEFITS) WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE.

YOU UNDERSTAND AND AGREE THAT IF YOU OR YOUR USERS DOWNLOAD OR OTHERWISE OBTAIN MATERIALS, INFORMATION, PRODUCTS, SOFTWARE, PROGRAMS, OR SERVICES AS PART OF THIS PROGRAM YOU DO SO AT YOUR OWN DISCRETION AND RISK AND THAT YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGES THAT MAY RESULT, INCLUDING LOSS OF DATA OR DAMAGE TO YOUR COMPUTER SYSTEM.

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF WARRANTIES, SO THE ABOVE EXCLUSIONS MAY NOT APPLY TO YOU.

6. Intellectual Property

Subject to these Terms, we grant you a limited right to access and use the Program, the Program Benefits and content provided by Veeva for use as part of access to the Program or Program Benefits (“Program Content”). Except as expressly set out in herein, these Terms do not grant to you any Intellectual Property Rights in or related to the Program, the Program Benefits, the Program Content, Veeva Trademarks or any documentation, software or other technology related thereto (“Veeva IP”). Veeva (and our licensors) remain the sole owner of all right, title and interest in the Veeva IP.

Access to the Program and the Program Content is provided for personal use only in accordance with these Terms and may not be shared with others. Neither you nor your Users are permitted to copy, modify, reproduce, sublicense, resell or otherwise use any Veeva IP in any manner whatsoever other than as expressly permitted under these Terms.

7. General

Neither Veeva or you shall be liable to the other for any failure to perform any of its obligations by reason of event beyond the control of such party including but not limited to any Act of God, terrorism, war, riot, civil unrest, earthquake, flood, power failure or any other natural or man made eventuality outside of our control, which causes the termination of an agreement or contract entered into, nor which could have been reasonably foreseen. If affected by such an event, the affected party shall endeavour to comply with the terms as soon as reasonably possible.

Failure of either of us to exercise any right or remedy to which either of us are entitled hereunder shall not constitute a waiver of that right and shall not cause a diminution of the obligations under these terms. No waiver of any of the provisions of these terms shall be effective unless it is expressly stated to be such and signed by both of us.

You agree that these Terms are governed by the laws of the State of Delaware which, without regard to principles of conflict of laws, will exclusively govern these Terms and any dispute of any sort that may arise between you and Veeva.

If any provisions in these Terms are deemed invalid or unenforceable for any reason (including, but not limited to the Disclaimer set out above), then the invalid or unenforceable provision will be severed from these Terms and the remaining provisions will continue to apply.

These Terms override any contrary terms or conditions published by us in relation to the Program as between you and us. Veeva reserves the right to change these Terms from time to time as it sees fit by amending these Terms and displaying updated Terms on the Program page of the Veeva website.