Writeroom Order Form
Version 1.3. Template: it takes effect on the date the Order Form is signed.
Order Form number: [WR-YYYY-NNN]
This Order Form is entered into under, and incorporates, the Writeroom School Services Agreement, Version [1.2] (the "SSA", at [writeroom.org/legal/school-services-agreement]) and the Writeroom Student Data Protection Addendum, Version [1.2] (the "DPA", at [writeroom.org/legal/dpa]). Capitalized terms have the meanings given in the SSA. Together, the SSA, this Order Form and the DPA form the Agreement. If this Order Form conflicts with the SSA or the DPA, this Order Form prevails only where it expressly names the clause it varies (SSA clause 1.3).
Copies of the SSA and DPA versions named above are attached to, or were delivered with, this Order Form. [Delete if the documents are linked only.]
1. Parties
| Writeroom | School | |
|---|---|---|
| Legal name | [Owner's full legal name], carrying on business as Writeroom | [School legal name, for example "The [Name] District School Board"] |
| Address (Writeroom: the Writeroom notice address for SSA clause 21; School: head office) | [Writeroom notice address] | [address] |
| Type of School (tick one) | [ ] Public Sector School (school board, district, conseil scolaire, school authority or other public body) [ ] Independent or private school [ ] Other: [describe] | |
| Province or territory (or US state) where the School is located (DPA Annex 4 or Schedule US) | [Ontario] | [province, territory or US state] |
| GST/HST number (optional) | [GST/HST number, if registered] | [tax registration number, if applicable] |
2. Contacts
| Role | Name | Title | Phone | |
|---|---|---|---|---|
| School signing authority | [ ] | [ ] | [ ] | [ ] |
| School administrator (first Writeroom School admin; receives the setup link and operational notices) | [ ] | [ ] | [ ] | [ ] |
| School Privacy Contact (DPA clause 1.2: receives DPA notices, including Security Incident notices under DPA clause 8 and Subprocessor change notices under DPA clause 6.2) | [ ] | [ ] | [ ] | [ ] |
| School billing contact (receives invoices) | [ ] | [ ] | [ ] | [ ] |
| School notice address for legal notices (SSA clause 21) | [name, address, email] | |||
| Writeroom contact (support, privacy requests, Subprocessor objections and operational matters; SSA clause 6.1, DPA clause 6.3) | [name] | Owner | [Writeroom contact email] | [ ] |
| Writeroom notice address for legal notices (SSA clause 21) | [Owner's full legal name], carrying on business as Writeroom, [Writeroom notice address] | [Writeroom contact email] |
Additional School administrators to be created at setup: [emails].
School email domains to register in the Service (optional; anyone with a verified address on these domains joins the School while Seats remain): [domains].
3. Term
| Effective Date | [date] |
| Term start date | [date] |
| Term end date | [date] (the "Initial Term") |
| Renewal (SSA clause 8.2) | [ ] Renews automatically for one-year terms unless either Party gives 60 days' notice of non-renewal [ ] Does not renew automatically (Public Sector School election); a new Order Form is required |
| Pilot (SSA clause 2.5) | [ ] No [ ] Yes: Pilot period from [date] to [date]; Pilot Seats: [n] teachers, [n] students; Fees during Pilot: [none / amount]; either Party may end the Pilot on 15 days' notice; the Service is provided as is during the Pilot; the DPA applies in full |
4. Seats and Fees
| Item | Quantity | Unit price (CAD, per Seat, per year) | Annual amount (CAD) |
|---|---|---|---|
| Teacher Seats | [n] | [$] | [$] |
| Student Seats | [n] | [$] | [$] |
| [Optional: onboarding or training, describe] | [ ] | [ ] | [$] |
| Annual Fees before taxes | [$] | ||
| Applicable taxes (HST, GST, QST or PST as applicable, SSA clause 7.2) | [added on each invoice / School is exempt: certificate attached] |
Additional Seats added during the Term are charged at the unit price above, pro-rated for the remainder of the Term (SSA clause 3.4).
Renewal price increase limit (SSA clause 7.6): [5% / other].
Professional Services Rate (SSA clause 1.1; used in SSA clauses 4.3 and 10.3 and DPA clauses 9.3, 10.3 and 11.2 for work beyond what the Agreement includes at no charge): CAD [150] per hour, invoiced monthly in arrears only for work the School requests in writing.
5. Invoicing and payment
| Invoicing | [ ] Annually in advance (default) [ ] Other: [describe] |
| Payment terms | Net [30] days from invoice date |
| Currency | Canadian dollars unless stated: [ ] |
| Purchase order required on invoices | [ ] No [ ] Yes, PO number: [ ] (the School's purchase order terms do not apply, SSA clause 7.3) |
| Payment method | [ ] Electronic funds transfer [ ] Cheque [ ] Other: [ ] |
| Late payment interest (SSA clause 7.5) | [1% per month] or the lawful maximum, whichever is lower |
6. Service configuration recorded at signing
These are the School's starting choices. School administrators can change them later in the Service, subject to the SSA and the DPA.
| Setting | Choice |
|---|---|
| AI Features (AI-assisted marking, Translate, Dictionary, teacher assistant) | May the School use them? [ ] Yes [ ] No (DPA Annex 1 Part D). If "Yes", they are on when the School starts and a School administrator can turn them off; the School understands that while they are on, content is sent to the AI Subprocessors named in the Subprocessors list, processed in the United States, and that AI use is limited by the School's AI credits. If "No", Writeroom keeps them locked off for the School. |
| Outside-clipboard check | On when the School starts; a School administrator can turn it off. [ ] School will turn it off |
| Screen supervision available to teachers | [ ] Yes [ ] No |
| Default retention: writing-process records (steps, events, Integrity Signals) (DPA clause 10.1(a)) | 12 months after last edit unless the School specifies otherwise here: [ ] |
| Default retention: screen clips and their text (DPA clause 10.1(b)) | 30 days unless the School specifies otherwise here: [ ] |
| Documents, comments, grades, feedback, integrity decisions and marking reports (DPA clause 10.1(c)) | Until the School deletes them or the Agreement ends |
| Sharing of integrity decisions with teachers other than the deciding teacher | On when the School starts; a School administrator can turn it off. [ ] School will turn it off |
| End of the Agreement (SSA clause 10; DPA clause 10.3) | 30-day read-only Export Window after the End of the Agreement; deletion of all Customer Data from active systems within 60 days after the End of the Agreement; backup copies age out within 35 days after that deletion; written confirmation on request. |
| Security Incident notice (SSA clause 13.4; DPA clause 8) | To the School Privacy Contact without undue delay and within 48 hours after Writeroom confirms the Security Incident; final report within 30 days after containment. |
7. Governing law and forum (SSA clause 23)
- Default: the laws of [Ontario] and the courts of [Ontario] sitting in [Toronto].
- Public Sector School election under SSA clause 23.3: the laws and courts of the Province of [province], sitting in [city]. All references to [Ontario] and [Toronto] in the Agreement are read accordingly.
8. Language (SSA clause 25.9)
- The School is not located in Quebec. The Agreement is in English.
- The School is located in Quebec and confirms that Writeroom provided it with a French version of the SSA and the DPA before signature, at no cost, and that the School has expressly chosen to be bound by the English version. The English version prevails. La commission scolaire ou l'école confirme avoir reçu une version française de l'entente avant la signature et choisit expressément d'être liée par la version anglaise.
- The School is located in Quebec and the Parties are signing the French version of the SSA and the DPA, which prevails.
9. Insurance (SSA clause 17)
Writeroom does not represent that it holds any insurance. An insurance requirement applies to Writeroom only if stated here.
- None (default). No insurance requirement applies to Writeroom under the Agreement.
- Writeroom will hold the following insurance during the Term: [type, insurer, limit].
Drafting note: Writeroom carries no insurance. Tick "None" unless coverage has actually been placed before signing. Do not state coverage that does not exist.
10. Special terms
Any special terms must name the SSA or DPA clause they vary. If none, write "None."
| # | SSA or DPA clause varied | Special term |
|---|---|---|
| 1 | [clause] | [text] |
| 2 | [clause] | [text] |
Common special terms a Public Sector School may request (include only if agreed):
- Refund on termination for convenience: "SSA clause 9.2 is varied so that, on termination for convenience by the School, Writeroom will refund prepaid Fees pro-rated for the period after the effective date of termination."
- Longer convenience notice: "SSA clause 9.2 is varied so that the notice period is [90] days."
- Named Subprocessor restriction: "DPA clause 6.1 is varied so that Writeroom will not engage [named category of Subprocessor] without the School's prior written consent."
- Additional notice contact for Security Incidents: "DPA clause 8.1 is varied so that Security Incident notifications go to [email] in addition to the School Privacy Contact."
- Gross negligence carve-out (if the School insists): "SSA clause 16.4 is varied by adding '(f) a Party's liability for its own gross negligence'."
11. Acknowledgements
By signing, the School confirms that:
- It has read the SSA and the DPA, including SSA clause 5 (Integrity Signals and AI features), clause 14.4 (Disclaimer) and clause 16 (Limitation of liability), and has had the opportunity to obtain legal advice.
- It has the legal authority to allow its Authorized Users to use the Service and to disclose Student Data to Writeroom for the purposes of the Agreement (SSA clause 4.1).
- It is responsible for the notices to students and parents, the consents and the assessments that the law requires of it (SSA clauses 4.2 and 4.3), and it understands that Writeroom provides the Student Privacy Notice, the DPA data inventory and the Subprocessors list to help it do so.
- It is responsible for every decision about a student, it will ensure its teachers and administrators read "How to read Writeroom's signals" before relying on any Integrity Signal, and it will not use Integrity Signals as the sole basis for any adverse decision (SSA clauses 4.4, 5.4 and 5.5).
- It is not acquiring the Service as a consumer.
- It understands the Export Window, deletion and backup periods in section 6 above (SSA clause 10), and that the School, not Writeroom, answers students' and parents' requests for access, correction, deletion and review of decisions, with Writeroom's help (DPA clauses 9 and 13.5).
12. Signatures
Each person signing confirms that they are authorized to bind the Party they sign for. This Order Form may be signed electronically and in counterparts (SSA clause 25.4).
[Owner's full legal name], carrying on business as Writeroom
Signature: ______________________________
Name: [Owner's full legal name]
Capacity: Owner, signing personally
Date: ______________________________
[School legal name]
Signature: ______________________________
Name: ______________________________
Title: ______________________________
Date: ______________________________
[Second School signatory, if the School's by-laws require two signatures:]
Signature: ______________________________
Name: ______________________________
Title: ______________________________
Date: ______________________________
Attachments (tick those included): [ ] SSA Version [1.2] [ ] DPA Version [1.2] (with Subprocessors list and Security Overview) [ ] Tax exemption certificate [ ] French versions [ ] Certificate of insurance (only if section 9 states coverage)