Auto-Renewal procedure

This document provides guidelines and structure when renewing commercial term-based and subscription agreements for the solutions provided by ORdigiNAL.

ORdigiNAL offers 3 main groups of solutions that can be renewed:

1. Software Maintenance Contracts (M&S)
2. Term-based and/or subscription of software licenses
3. Helpdesk and Yearly services

With this document, we explain the terms and conditions for renewing any of the above solutions.

1. Software Maintenance Contracts (M&S)

Software maintenance contracts are offered (often mandatory) with the sale of perpetual licenses (volume agreements) with current M&S agreements. Licensees are entitled to software updates, including major and minor version releases and fix packs. 

Perpetual Licensees may renew M&S on an annual basis and such renewal will be subject to an annual increase*. M&S Renewal is offered by ORdigiNAL for all licenses purchased and in use by Licensee. M&S renewal is offered in advance for customers with active M&S agreements.

For customers whose M&S agreements have expired* an M&S reinstatement fee may be charged by ORdigiNAL. The M&S renewal coverage start date is always based on the prior M&S agreement end date.

Co-terming:
ORdigiNAL offers Licensees the option to co-term their M&S agreements, to align for all Licensees’ end-date to end at the same time. Co-terming is only possible after a full initial M&S term (e.g. 1 year) and may come with a charge.

In short: Software Maintenance Contracts (M&S) will not be auto-renewed
unless individually agreed otherwise

*Depending on Software Vendor; some vendors do not allow for reinstatement and require an upgrade.

2. Term-based and/or subscription licenses

For Term-based (on-premise or cloud) or subscription agreements Licensee agrees to an initial term.
This initial term may vary per solution and can be agreed upon upfront with a minimum term of 12 months.
The most common solutions from ORdigiNAL that apply here are, but are not exclusive to: Dragon Medical One, Dragon Professional/Legal Anywhere Cloud, Kofax Power PDF Term.

Term-based and/or subscription agreements will automatically renew if not cancelled 35 days prior to the registered end date. Once the subscription is renewed, it is not possible to process a credit and you will be charged for the full subscription term.
The auto-renewal will be processed at the same price as the initial agreement** and will be performed automatically without disruption for the Licensee.

Additional terms for Term-based and/or subscription agreements:

– If a Term-based and/or subscription agreement is cancelled 35 days or more prior to the registered end-date Licensee will receive a confirmation.
– If a Term-based and/or subscription agreement is cancelled 35 days or more prior to the registered end-date and the Licensee needs to be re-activated (no cancellation but renewal after cancellation) there will be a service-charge from ORdigiNAL.
– If a Term-based and/or subscription agreement is not cancelled 35 days prior to the registered end-date, the agreement is then auto-renewed.

Co-terming:
ORdigiNAL offers Licensees the option to co-term their Term-based and/or subscription agreement,
to align for all Licensees’ end-date to end at the same time.
Co-terming is only possible after a full initial term (e.g. 1 year)

In short: Term-based and/or subscription agreements will be auto-renewed unless individually agreed otherwise.

**Depending on Software Vendor and not valid for conversion or special prices.

3. Helpdesk and Yearly Services

For Helpdesk and Yearly Services agreements, Licensee agrees to an initial term.
This initial term may vary per solution and can be agreed upon upfront.
Helpdesk and Yearly Services agreements will automatically renew if not cancelled 35 days prior to the registered end date.
The auto-renewal will be processed at the same price*** as the initial agreement and will be performed automatically without disruption for the Licensee.

In short:
Helpdesk and Yearly Services will be auto-renewed unless individually agreed otherwise.

***Depending on indexation and/or inflation correction.

This is the 2023 ORdigiNAL auto-renewal procedure which is applicable to all solutions offered by ORdigiNAL
unless specified and/or agreed differently.
For questions, you can contact our local offices.

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