A good contract is something you hope you never will need to look at, but also is something you really need to have if things go wrong.  A good contract goes way beyond setting the prices… a good contract defines all of the terms and conditions under which you are doing business with your customer.  The contract is written to protect you.

Q-Shred automatically generates a contract (we call it a “Scheduled Service Agreement” to be less threatening) for every new Scheduled Service customer.  The document takes the form of a letter, which is signed at the bottom by both you and your customer.

Q-Shred also creates a contract for Shred Events, which is attached as well.

We handle Purges a little differently.  Before a Driver starts a Purge job, he is required to obtain a customer signature that the Customer authorizes the destruction and that the customer has read and understands the terms and conditions posted on your website.  Once you have an acceptable set of Terms and Conditions (use the ones from your Scheduled Service agreement), these should be posted on a page on your website.

The section below is the text of the stock Scheduled Service Agreement provided with Q-Shred, followed by the stock Shred Event Agreement.  Please note that any type in red is automatically merged from Q-Shred.  The Scheduled Service contract can support either “evergreen” or manually renewing agreements.  This sample is for an auto-renewing evergreen contract without an automated price increase.  You can set this up however you want for your business.

Preferences_From_Estimate::Company Name &  is pleased to agree to provide the following Secure Destruction services to &Company & , hereafter CUSTOMER, for Scheduled Shredding Services pursuant to the Terms and Conditions in this agreement.  Based on our conversations which were reflected in Estimate #  & Estimate Number  & , & Preferences_From_Estimate::Company Name & will provide shredding for an Initial Term of & InitialTerm & months, effective the date of execution of this agreement at the following locations:

<LOCATION DESCRIPTIONS BUILD INSERTS HERE WITH ONE BLOCK PER LOCATION>

Prices per location include appropriate service for all containers. Small quantities of extra boxes or other shredding can be destroyed during your regular service call for  & Addtl STD Box & for each extra standard size records box shredded at time of service, & Addtl DBL Box  & for each extra double size box,  &  Addtl 64 Bin & for each extra 64 gallon bin of loose papers filled and shredded or & Addtl 96 Bin & for each extra 96 gallon bin.  Loose computer hard drives can be destroyed for & Addtl HD & per drive.

If needed, extra off-schedule shredding service can alway be arranged by calling  &Preferences::Company Name &  at  &Preferences::CompanyPhone & .

This agreement is subject to the Terms and Conditions incorporated herein. To schedule delivery of your shredding collection containers and start your recurring shredding services from   & Preferences::Company Name &, please sign below and return the signed copy to:  & Preferences::CompanyCustomerServiceEmail & .

PLEASE NOTE:  A Certificate of Destruction will be issued after every project.  While we always attempt to provide the preferred service method, sometimes weather or other conditions require a temporary change in shredding method.  Billing is per Service Call, and you will be emailed an invoice after each shredding trip unless you choose to keep a credit card on file with us.  Terms are NET 30 days. We reserve the right to charge interest at 1.5%/month on all outstanding balances over 30 days. In the event this matter is referred to an attorney for collection, you agree to pay a reasonable attorneys fee of 33 1/3%.  Complete Terms and Conditions are below:

This Agreement shall serve as the only mutually approved provisions governing the relationship and expectations of and between  & Preferences::Company Name &  (Company) and the Customer represented and bound hereby, unless superseded by another fully executed, written contract between all parties hereto.

Terms and Conditions

Description of Services.  Company will provide services for the secure destruction of media or materials that are reasonably in accordance with Company’s written and published representations (“Services”).  Company will furnish a written verification of the completion of such Services to Customer.     Security Containers. Company will provide the Customer with locking document collection containers as described herein. Said containers shall remain the property of Company and may only be used for collection of documents to be shredded by Company. Containers will be removed by Company upon termination of this agreement. Fees will be assessed up to $95 per container for damage beyond normal and reasonable wear and tear to the security containers from normal use and/or failure of the Customer to return the container(s) to the Company within thirty (30) days of the termination of this Agreement. In the event Customer defaults in the payments, or Company cancels this contract for non-payment, Customer will be responsible for a liquidated sum of $190 per console that you retain.    Right to Rely on Instructions.  Company may act in reliance upon any instruction, instrument, or signature reasonably believed by Company to be genuine, and may assume that any of Customer’s employees or any employee of Customer’s affiliates or subsidiaries giving any written or verbal notice, request, or instruction has the authority to do so.      Compliance with Contracts, Laws and Regulations.  Customer shall be responsible for, and warrant compliance with, all contractual restrictions and all applicable laws, rules and regulations, including but not limited to environmental laws and contractual restrictions and laws governing the confidentiality, retention and disposition of information contained in any materials delivered to Company.  Customer shall comply with applicable laws, statutes, regulations and ordinances and shall hold Company harmless in the event of any breach or violation of said laws, rules, or contractual restrictions.      Cooperation and Assistance.  Customer shall cooperate with Company with regard to the performance of the Services, subject to normal security requirements and in a manner that is not unnecessarily disruptive to Customer’s business operations, by providing to Company such information, data, access to premises, management decisions and approvals as may be reasonable to permit Company to perform the Services hereunder.      Hazardous Substances.  Customer shall NOT provide to Company for destruction any material which is considered toxic or dangerous either in shredded state or intact, or which is regulated under any federal, state, or local law or regulation relating to hazardous materials.  In the event of the accidental or negligent custodial transfer of hazardous or regulated waste, including bio-hazard and devices containing lithium-ion batteries, Customer agrees to arrange to appropriately, safely and legally assume custody of such hazardous materials at Customer’s expense and further to indemnify the Company for any property damage, personal injury, or cleanup expenses resulting from such provision of hazardous substances for destruction.     Material Descriptions. Itemized lists or descriptions of contents of materials submitted by the Customer to the Company shall be generally considered for recordkeeping, reconciliation, and reference purposes only, and are not to considered proof that said documents contained on such lists and descriptions are in fact contained in the materials accepted.  Company will make provision for validation of such document contents in advance and under special pre-agreed terms and fees at the request of the Customer.     Negotiable Items.  Customer agrees to make Company aware in writing and in advance of any instance in which negotiable instruments, including but not limited to checks, bearer bonds, travelers’ checks, or coupons will be presented for destruction, and further, that in absence of such notice, Company incurs no liability related to the restitution for the value of such negotiation such instruments.     Fees and Payments. All standard charges for Services under this Agreement are as represented in writing by this agreement or as agreed separately in writing by Company and Customer. Invoices shall be due and payable within thirty (30) days from receipt of the applicable invoice.  Amounts due and not paid within thirty (30) days after Customer’s receipt of the invoice shall bear interest at the rate of one and one-half per cent (1.5%) per month. In the event this matter is referred to an attorney for collection, Customer agrees to pay a reasonable attorneys fee of 33 1/3%.   Confidentiality. “Confidential Information” means any information relating to Customer’s property, business and affairs.  Unless such Confidential Information was previously known to Company free of any obligation to keep it confidential, is subsequently made public by Customer or by a third party having a legal right to make such disclosure, or was known to Company prior to receipt of same from Customer, it shall be held in confidence by Company and shall be used only for the purposes provided in this Agreement.  Company shall use the same degree of care to safeguard Customer’s Confidential Information as it uses to safeguard its own.  However, Company may comply with any subpoena or similar order related to materials delivered to Company.    HIPAA Provisions. Company acknowledges that in connection with this engagement with Customer it may have access to protected health information (“PHI”) and therefore may be acting as a “Business Associate” (BA) under the HIPAA Privacy and Security Rules.  In connection with this information, BA agrees that it (a) will not use or further disclose PHI other than as permitted to perform these services or as permitted or required by law; (b) will report to Customer, within a reasonable period of time, any use or disclosure of PHI or Breach or Security Incident not provided for by this Agreement and affecting Customer’s PHI of which it becomes aware; (c) will use appropriate safeguards to prevent use or disclosure of PHI other than as permitted by this Agreement; (d) will require that all of its subcontractors and agents to which it provides PHI pursuant to the terms of this Agreement agree to all of the same restrictions and conditions to which BA is bound; (e) will make available upon Customer’s request an accounting of disclosures in accordance with the Privacy Rule; (f) will make available to the Secretary of Health and Human Services upon reasonable notice the internal records and documentation necessary to determine the Customer’s HIPAA compliance as it relates to this engagement; (g) will otherwise meet applicable requirements of the Privacy Rule; (h) will implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the PHI that it receives on behalf of the Customer.  BA also will conduct its activities in accordance with reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft where reasonably applicable to BA’s services.      Presentation of Claims.  Customer must present in writing any claim with respect to any Service provided by Company within a reasonable time and in no case later than sixty (60) days after the occurrence of the event on which the claim is based.        Limitation of Liability.  Company shall not be responsible or liable in any manner whatsoever for the release or loss of any materials deposited in bins or otherwise delivered to it for secure destruction unless the release or loss is due to Company’s negligence or willful misconduct. Company’s maximum liability for any and all claims arising with respect to Services provided under this Agreement shall not exceed the aggregate amounts paid by Customer with respect to Services provided at the particular Customer location during the six (6) months preceding the event which gives rise to a claim.  In no event shall Company be liable for any consequential, incidental, special or punitive damages, regardless of whether the action is brought in tort, contract or any other theory.      Ownership Warranty.   Customer warrants that it is the owner, legal custodian or otherwise has the right to deliver for destruction any and all materials Customer provides Company hereunder.  Customer shall reimburse Company for any expenses reasonably incurred by Company (including reasonable legal fees) by reason of Company complying with its obligations under this Agreement to destroy such materials in the event of a dispute concerning the destruction of the materials provided by Customer to Company.     Binding Nature and Assignment.  This Agreement shall be binding on the parties and their respective successors and assigns.       Unrestricted Termination.  Either party may terminate this agreement for any reason by giving the other party at least 60 days’ written notice.      Term/Renewal. The initial term of this agreement shall be for one (1) year (the “Initial Term”) commencing on the installation date. At the expiration of the Initial Term, this agreement will automatically renew for successive one (1) year periods (each a “Renewal Term” and collectively with the Initial Term the “Term”) unless a party provides the other parties with notice of its intent not to renew this agreement at least sixty (60) days prior to the expiration of the then current term.      Force Majeure.  Each party shall be excused from any delay or failure in performance under this Agreement for any period if and to the extent that such delay or failure is caused by acts of God, governmental actions, labor unrest, riots, unusual traffic delays, failure of a positioning system or wireless or power network or the Internet, or other causes beyond its control.      Relationship of Parties.  Company is acting as an independent contractor hereunder and has the sole right and obligation to supervise, manage, contract, direct, procure, perform, or cause to be performed all work to be performed by Company under this Agreement.      Invalidity.  Neither this agreement nor any provision herein may be waived, amended, modified, canceled, terminated or otherwise changed or discharged by Customer.  If any provision of this agreement is held void or unenforceable, it shall not affect the enforceability of any other term or condition in this agreement, and shall not void any liability of any party to this agreement.   Waiver of Breach No breach of this agreement shall be deemed material unless the party alleging such a breach shall have given written notice of said breach to the other party, via certified mail, return receipt requested, and such other party fails to cure such breach within thirty (30) days, after receipt of said notice.  Waiver of a breach of any provision of this agreement shall not be deemed or construed to be a waiver of any subsequent breach.    

This agreement shall be construed in accordance with the Laws of the State of & Preferences::Home State of Business & , and you hereby consent that any litigation shall be brought solely and exclusively in the District or Supreme Courts of the County of  & Preferences::Home County of Business & , State of  & Preferences::Home State of Business & , in the United States of America.

IF NAID AAA CERTIFIED: Preferences::Company Name  &  is AAA Certified by NAID, the National Association for Information Destruction.  All shredding and destruction performed by  & Preferences::Company Name  & is in full compliance with NAID AAA Certification standards unless otherwise noted.