I9 Direct - I-9 Form and E-Verify Compliance

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Terms and Conditions
i9Direct.com™
Subscription Service Agreement


IMPORTANT: CAREFULLY READ THIS SUBSCRIPTION SERVICE AGREEMENT (“AGREEMENT”) BEFORE ACCESSING OR USING THE i9Direct.com SERVICE.  BY CLICKING ON THE “I ACCEPT” BUTTON AND/OR ACCESSING OR USING THE i9Direct.com SERVICE (THE “SERVICE”), YOU ACCEPT AND AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THIS AGREEMENT.  IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS OF THIS AGREEMENT, DO NOT CLICK ON THE “I ACCEPT” BUTTON AND DO NOT ATTEMPT TO ACCESS OR USE THE SERVICE.

The Service referred to herein provides the ability to electronically complete, submit, store and retrieve the U.S. I-9 Employee Information and Verification Form used by the Department of Homeland Security, U.S. Citizenship and Immigration Services.

You represent that you are accessing and using the Service on behalf of the Company identified on the i9Direct.com Order Form and not individually and you further represent that you are duly authorized to accept the terms and conditions of this Agreement on behalf of the Company.  The term “Company” as used herein shall mean the entity identified on the i9Direct.com Order Form and on whose behalf you are accessing and using the Service. The term “i9Direct.com” shall mean Homeland Security Verification LLC d/b/a i9Direct.com.

Account Set-up Fees are based on the size of the Company (in number of employees) as of the date indicated on the i9Direct.com Order Form.  Company represents and warrants that the number of Company employees is as set forth on the i9Direct.com Order Form as of the date indicated.  The Account Set-up Fee includes web-based training for one Company employee and concurrent access to the Service by no more than five (5) Company employees at any one time.  In the event that additional training or employee access is needed, such access may be provided by i9Direct.com at an additional charge.

Recurring Monthly Maintenance Fees are based on the number of Company employees authorized to access the Service.  The Monthly Maintenance Fee includes storage of Company’s I-9 data, Service upgrades, help desk support for technical issues, administrative user changes and HR news content published by i9Direct.com.

1.	Using the Service.  Upon payment of the Service fees and subject to the terms and conditions of this Agreement, i9Direct.com grants Company a limited, non-transferable, non-exclusive right to access and use the Service via a web browser solely for the internal business use of Company.  i9Direct.com will provide access to and use of the Service via the Internet and no software in any form will be delivered to Company.

2.	Proprietary Software and Restrictions.  Company agrees that it and its employees will not, directly or indirectly, reverse engineer, reverse compile, disassemble or otherwise attempt to discover the source code or underlying ideas or algorithms of any i9Direct.com software which is the basis of the Service; or use the Service or any information provided by the Service for timesharing or service bureau purposes or otherwise for the benefit of any third party or disclose or publish any benchmark test or evaluation of the Service or any i9Direct.com software without the prior written consent of i9Direct.com.

3.	Information.  Company retains all right, title and interest to any information provided or inputted into the Service by Company.  i9Direct.com has no right, title or interest in any personally identifiable information related to any Company employment candidates or employees. i9Direct.com’s privacy policy is located at www.i9direct.com/i9-privacy.cfm and may be changed at the discretion of i9Direct.com.  The privacy policy applies to Company’s use of the Service unless it is inconsistent with this Agreement, in which event this Agreement shall control.  i9Direct.com retains all right, title and interest to the Service and any software underlying the Service together with any enhancements or modifications thereof.

4.	Service Access.  Company is responsible for obtaining and maintaining all computer hardware, software and communications equipment necessary to access the Service and for paying all third-party access charges (e.g., phone, ISP, telecommunications carrier) incurred while accessing the Service.  i9Direct.com makes no representation or warranty as to the continuous availability of the Service.

5.	Data Storage.  The Monthly Maintenance Fee includes unlimited disk storage space for Company I-9 data.  i9Direct.com reserves the right to modify its policies and practices regarding the maximum limit of disk storage space available for customer data.

6.	Compliance with Law.  Company represents and warrants that the Service will be used only in strict compliance with all applicable federal, state, and local laws, rules, regulations and ordinances including, but not limited to, those concerning privacy and employment.  Company agrees that the Service will be used only for purposes of employment eligibility verification for bona fide employees or employment candidates of Company pursuant to and in conformance with the requirements of 8 C.F.R. 1, et seq.  Company agrees to put in place reasonable procedures for the fair and equitable use of the information provided by the Service and to secure the confidentiality of private information.  Company agrees to defend, indemnify and hold i9Direct.com harmless from any breach of the provisions of this Paragraph 6 and against any and all liabilities, expenses (including attorneys’ fees) and damages arising out of claims based on Company’s or its employee’s or contractor’s use of the Service, including any claim of libel, defamation, violation of rights of privacy or publicity, and infringement of intellectual property or other rights.  Company acknowledges and agrees that the Service may be immediately terminated upon Company’s violation of the provisions of this Paragraph 6.  Company understands that any conversation or communication with i9Direct.com representatives regarding the Service or results obtained by use of the Service is not to be considered a legal opinion.  Company agrees that it will consult with its own legal counsel regarding the legality of using or relying on results obtained by use of the Service.

7.	Fees and Payment.  

a.	Company agrees to pay i9Direct.com all fees (including the Account Set-up Fee, Monthly Maintenance Fee and individual Employee Verification Fees) associated with Company’s use of the Service as set forth on the i9Direct.com Order Form.  All Service fees are nonrefundable and exclusive of all applicable federal, state and local or foreign taxes, levies and assessments.  Company will pay or reimburse i9Direct.com for all such taxes, levies or assessments arising out of Company’s access to or use of the Service, excluding any tax based on the income of i9Direct.com.  

b.	Payment of fees must be made by the credit card or other method designated on the i9Direct.com Order Form (the “Card”).  The Monthly Maintenance Fee may be paid on a monthly basis or pre-paid for 12 months and will be automatically charged to the designated Card.  Individual Employee Verification Fees may be purchased in pre-designated quantities of 10, 25, 50 or 100, and the applicable fee will be charged to the designated Card.  If Company has elected the automatic renewal option on the i9Direct.com Order Form, once 80% of the pre-designated quantity of individual Employee Verifications has been used, Company agrees and hereby authorizes i9Direct.com to automatically submit a Card charge for additional individual Employee Verifications at the same pre-designated quantity originally purchased (solely by way of example, if Company indicates a purchase of 100 individual Employee Verifications on the i9Direct.com Order Form, once 80 Employee Verifications have been used, i9Direct.com will submit a Card charge for an additional 100 Employee Verifications), provided that the Service has not been previously terminated.

c.	Company agrees to promptly notify i9Direct.com of changes to: (i) the account number or expiration date of the designated Card; and (ii) the Company billing address, but any failure to do so shall not affect the authorization Company has given i9Direct.com to charge the designated Card (unless Company provides notice that it is canceling that authorization or designates a different Card).  Company also agrees to notify i9Direct.com if the Card is canceled or if Company has become aware of a potential breach of security, such as unauthorized disclosure or use of Company’s account password.

d.	Notwithstanding the provisions of Paragraphs 7(b) and 7(c) above, and in the event Company’s credit and purchase volume meet the standards set by i9Direct.com in its sole discretion, Company may issue a valid Purchase Order for the Services appearing on the i9Direct.com Order Form.  i9Direct.com will invoice Company for Services fees, and all such invoices shall be due and payable net thirty (30) days from invoice date.  If Company has elected the automatic renewal option on the i9Direct.com Order Form, once 80% of the pre-designated quantity of individual Employee Verifications has been used, i9Direct.com will invoice Company for additional individual Employee Verifications at the same pre-designated quantity as originally purchased.

e.	At the option of i9Direct.com, payments not received when due may cause Company’s account to be suspended, with no additional Service requests being processed until the balance due is paid in full.  Accounts with invoices unpaid for thirty (30) days may be assessed an interest charge of 1.5% per month, or the maximum rate permitted by applicable law, whichever is less.  If i9Direct.com is required to take steps to collect unpaid fees, Company agrees to pay all collection costs and expenses, including attorneys’ fees and court costs.  Company agrees that prices for Services are subject to change without notice, although i9Direct.com will endeavor to give notice of any such change before it becomes effective.  Any account that remains inactive for a period of twelve (12) months will be deemed inactive and may be terminated by i9Direct.com.

8.	Infrastructure.  i9Direct.com reserves the right at any time to make changes to its policies, procedures and practices and to make changes to its hosting and technical infrastructure during the term of this Agreement, and to implement changes, enhancements or updates to the Service as deemed reasonably necessary by i9Direct.com.

9.	Disclaimer of Warranties.  Company understands that the Services are provided on an “AS IS” and “AS AVAILABLE” basis and with all faults.  i9Direct.com makes no representation or warranty whatsoever, whether express or implied, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE OR USE, or implied warranties arising from a course of dealing or course of performance, all of which are expressly disclaimed.  Some states do not allow limitations of implied warranties, so the above limitation may not apply to Company.  i9Direct.com makes no representation or warranty that (i) use of the Service will be secure, timely, uninterrupted or error-free or will operate in combination with any other hardware, software, system or data; (ii) the Service will meet Company’s needs or requirements; (iii) any stored data will be accurate or reliable; (iv) errors or defects will be corrected; or (v) the Service or server(s) used to provide the Service are free of viruses or other harmful components.  i9Direct.com does not make any warranty as to the results that may be obtained from use of the Service or as to the accuracy or reliability of any information obtained through use of the Service.  Company understands that quoted turn-around times are i9Direct.com’s best estimates of the time it will take to process individual requests and return the results to Company.  Due to the number of variables involved, Services can take longer than estimated times.  Company understands that its employees are responsible for accurately filling out the on-line I-9 Employee Information and Verification Form and that i9Direct.com cannot be responsible for typos or mistakes made by Company employees in entering the required information.  i9Direct.com will not be liable for any indirect, incidental, consequential, punitive or special damages or for loss or inaccuracy of data or loss of revenue or profits, under any theory of liability, including but not limited to, contract, tort or negligence, even if i9Direct.com has been advised of the possibility of such damages.  In no event will the liability of i9Direct.com exceed an amount equal to the price paid by Company for the individual Employee Verification at issue in the claim.

10.	Publicity.  If Company subscribes to the Service, i9Direct.com may, at its discretion, issue a press release or other publicity announcing Company’s use of the Service.  As of the effective date of this Agreement, Company grants i9Direct.com the right to reference Company, together with Company’s logo or other identifying mark, on the customers section of the i9Direct.com website until Company’s use of the Service has been terminated.

11.	Passwords.  Company may choose or be assigned a password for use of the Service.  Company is responsible for maintaining the confidentiality of its password and account and for all activities and uses made of its password and account.  Company shall notify i9Direct.com immediately of any unauthorized use of a password or account.  In no event will i9Direct.com be liable for the unauthorized use or misuse of Company’s password or account.

12.	Term of Agreement.  This Agreement will be in effect until terminated by either Company or i9Direct.com.  

a.	Termination for Convenience.  Either party may terminate this Agreement by providing the other party ninety (90) days advance notice of its desire to terminate.  Such notice must be in writing and provided via recognized overnight delivery service.  Such termination will become effective at the end of the month in which such notice is received.

b.	Termination for Default.  In addition to any and all other rights a party may have available according to law, if a party defaults by failing to perform any provision, term or condition of this Agreement, the other party may terminate the Agreement by providing written notice to the defaulting party.  This notice shall describe with sufficient detail the nature of the default.  The party receiving such notice shall have thirty (30) days from receipt of such notice to cure the default.  Unless waived by the party providing notice, the failure to cure the default within such time period shall result in the automatic termination of this Agreement.  This Agreement will terminate automatically, with no further act or action of either party, if a receiver is appointed for either party or its property, either party makes an assignment for the benefit of its creditors, any proceedings are commenced by, for or against either party under any bankruptcy, insolvency or debtor’s relief law, or either party is liquidated or dissolved.  The foregoing shall not limit the right of i9Direct.com to suspend Company access to the Service in the event of non-payment as set forth herein, or as determined by i9Direct.com for purposes of maintaining the availability or integrity of the Service.  Reinstatement of a terminated account may be subject, at the discretion of i9Direct.com, to payment of an additional Account Set-up Fee.

13.	Effect of Termination.  Upon termination of this Agreement for any reason, Company will cease to use or have access to the Service.  Upon termination, Company may request a copy of the most recent back-up of Company’s data.  i9Direct.com may, but is not obligated to, delete archived Company data, but will not do so until thirty (30) days after termination of this Agreement.  Company acknowledges that current law requires that an employer retain the I-9 form of each employee either for three (3) years after the date of hire or for one (1) year after employment is terminated, whichever is later.  Company will remain solely responsible for compliance with all record retention requirements, whether pursuant to current or future law or regulation.  Company agrees that i9Direct.com may charge Company its then-current rates for services such as data conversion, special formatting, or modifications in data or data structure required to accommodate Company’s internal systems.

14.	Force Majeure.  Company agrees that i9Direct.com is not responsible for events or circumstances beyond its control (including but not limited to war, riots, embargoes, strikes, failure of telecommunications services, and/or Acts of God) that prevent i9Direct.com from meeting its obligations under this Agreement.

15.	General.  This Agreement is between i9Direct.com and Company and is not for the benefit of any third party, whether directly or indirectly.  The failure of either party to exercise any right provided herein will not be deemed a waiver of any further rights hereunder.  If any provision of this Agreement is found to be unenforceable or invalid, that provision will be limited or eliminated to the maximum extent necessary so that this Agreement will otherwise remain in full force and effect and enforceable.  Company and i9Direct.com are independent contractors and no agency, partnership, joint venture, employer-employee or franchisor-franchisee relationship is intended or created by this Agreement.  This Agreement is not assignable, transferable or sublicensable by Company except with i9Direct.com’s prior written consent.  This Agreement will be governed and construed in accordance with the laws of the State of Delaware without regard to provisions regarding conflict of laws.  Company agrees to submit to the exclusive jurisdiction of the courts located in the State of Delaware.  Company agrees that any cause of action arising out of or relating to the Service must be commenced within one (1) year of the date the cause of action accrues or such action is permanently barred.  Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes all previous or contemporaneous written and oral agreements, communications and other understandings related to the subject matter of this Agreement.  All modifications to this Agreement must be in writing and signed by both parties.  All notices under this Agreement will be in writing and will be deemed to have been duly given when received and delivered by recognized overnight delivery service with confirmation of delivery.  The obligations of the parties contained in Paragraphs 2, 6, 7, 9, 13, 15 and 16 shall survive any expiration or termination of this Agreement.

16.	Arbitration.  Any controversy or claim arising out of or relating to this Agreement shall be settled by binding arbitration in accordance with the commercial arbitration rules of the American Arbitration Association.  Any such controversy or claim shall be arbitrated on an individual basis and shall not be consolidated in arbitration with any claim or controversy of any other party.  The arbitration shall be conducted in Wilmington, Delaware, and judgment on the arbitration award may be entered in any court having jurisdiction thereof.  Either Company or i9Direct.com may seek any interim or preliminary relief from a court of competent jurisdiction in Wilmington, Delaware as necessary to protect the rights or property of Company or i9Direct.com pending completion of the arbitration.
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