Governing terms for software licensing managed through Workplace IT and the SaaS Self-Service Portal
This SaaS Licensing Agreement ("Agreement") governs the terms and conditions under which Workplace IT, LLC ("Workplace IT") provides software licensing services and access to the SaaS Self-Service Portal to its clients ("Client"). By paying an invoice referencing this Agreement, by using the SaaS Self-Service Portal, or by continuing to receive services from Workplace IT, the Client acknowledges having read and agrees to be bound by the terms set forth herein.
Licensing subscriptions on a monthly commitment term renew automatically each month. The Client may cancel a monthly commitment by providing written notice to Workplace IT no fewer than thirty (30) days prior to the desired cancellation date. Cancellation will take effect on the first (1st) day of the month following the expiration of the 30-day notice period.
Example: If the Client submits a written cancellation request on April 15th, the 30-day notice period expires on May 15th. The subscription will be canceled effective June 1st. The Client remains responsible for all charges through May 31st.
Licensing subscriptions on an annual commitment term are binding for the full 12-month period. The Client may not cancel, downgrade, or reduce the quantity of an annual subscription during the active commitment term. Annual subscriptions will automatically renew for an additional 12-month term unless the Client provides written cancellation notice to Workplace IT no fewer than thirty (30) days prior to the end of the current annual term.
Important: To prevent automatic renewal of an annual commitment, written cancellation notice must be received by Workplace IT at least 30 days before the annual term end date. Cancellation requests received after this window will not take effect until the following renewal term.
To provide transparency regarding the billing frequency and commitment type associated with each software license, Workplace IT uses standardized descriptions on all invoices. Clients should refer to the following key when reviewing their invoice line items:
| Invoice Description | Meaning |
|---|---|
| Monthly | License billed on a month-to-month basis. Subject to 30-day written cancellation notice. |
| Annual or 1 Yr Commit or Commitment | License billed under a 12-month annual commitment term. Full term payment required. Auto-renews unless canceled in writing 30 days prior to term end. |
Any invoice line item containing the words "Annual," "1 Yr Commit," or "Commitment" indicates that the license is subject to an annual commitment term and all associated terms and conditions set forth in this Agreement, including the restrictions on cancellation, downgrade, and quantity reduction during the active term.
The commitment term for any software license — whether monthly or annual — begins on the date the license first appears as a line item on a Workplace IT invoice issued to the Client. This date constitutes the official start of the billing cycle and commitment period for that license.
Example: If a license described as "Annual" first appears on an invoice dated March 1st, the 12-month annual commitment term runs from March 1st through February 28th of the following year. To prevent auto-renewal, written cancellation notice must be received by Workplace IT no later than January 29th (30 days prior to February 28th).
The Client is responsible for tracking the start dates of all licenses appearing on their invoices. Workplace IT recommends that the Client retain copies of all invoices for reference. Invoices are available upon request by contacting info@workplaceit.net.
Important: The Client's receipt of an invoice containing a new license line item constitutes notice that the commitment term for that license has commenced. Failure to review invoices does not relieve the Client of responsibility for the associated commitment obligations.
Workplace IT provides eligible clients with access to a SaaS Self-Service Portal through which the Client may independently add software licenses and subscriptions. By using the SaaS Self-Service Portal, the Client expressly acknowledges and agrees to the following:
The Client is solely responsible for selecting the correct software license or product, the correct quantity of licenses, and the correct commitment term — monthly or annual — appropriate for their intended use. Workplace IT does not review, approve, or verify orders placed by the Client through the SaaS Self-Service Portal prior to processing. The Client is advised to carefully review all selections before confirming any order.
Licenses added by the Client through the SaaS Self-Service Portal cannot be canceled, reversed, or modified once the order has been placed and confirmed. The Client accepts full financial responsibility for all orders placed through the SaaS Self-Service Portal, including orders placed in error.
Workplace IT shall not be liable for any costs, losses, or damages arising from incorrect license selections, incorrect quantities, incorrect commitment terms, or any other errors made by the Client through the SaaS Self-Service Portal. Workplace IT's role is limited to providing portal access and billing pass-through services.
| Commitment Type | Notice Required | Effective Date | Early Cancellation |
|---|---|---|---|
| Monthly | 30 days written notice | 1st of the month following the notice period | Not permitted prior to notice period completion |
| Annual | 30 days written notice before term end | End of current annual term | Not permitted — full term payment required |
All cancellation requests must be submitted in writing by email to info@workplaceit.net with the subject line "License Cancellation Request — [Company Name]." Verbal cancellation requests will not be accepted as valid notice. The cancellation request date is the date written notice is received by Workplace IT, not the date it is sent.
When a Client upgrades the commitment term of an existing subscription from monthly to annual, or otherwise extends the commitment period, the following conditions apply immediately upon upgrade:
Please Note: Upgrades to annual commitment terms are immediate and binding. Clients are advised to carefully confirm their intended quantity and product selection before upgrading. Once processed, no changes to quantity, product, or term are permitted until the annual commitment period ends.
The Client is required to provide full payment for the commitment term, quantity, and license type selected, regardless of whether the licenses are actively used, changes in the Client's business needs, the timing of any cancellation request during an active commitment term, or any errors made by the Client through the SaaS Self-Service Portal. Invoices are due upon receipt unless otherwise agreed in writing. Workplace IT reserves the right to suspend access to licensed services for non-payment.
In the event the Client fails to honor the payment obligations set forth in this Agreement, or otherwise breaches any term of this Agreement, the Client shall be responsible for all costs incurred by Workplace IT in connection with the enforcement of this Agreement and the collection of any amounts owed, including but not limited to:
The Client's obligation to pay collection costs and attorney's fees shall apply regardless of whether the matter is resolved prior to or following the filing of any legal action. Workplace IT's right to recover these costs is in addition to, and not in lieu of, any other remedies available at law or in equity.
The parties agree to resolve any dispute, claim, or controversy arising out of or relating to this Agreement, including any alleged breach, termination, enforcement, interpretation, or validity thereof ("Dispute"), through the following tiered dispute resolution process:
Prior to initiating any formal dispute resolution process, the parties agree to attempt to resolve any Dispute through good faith negotiation. The party asserting the Dispute shall provide written notice to the other party describing the nature of the Dispute and the relief requested. The parties shall have fourteen (14) days from receipt of such notice to attempt to resolve the Dispute through direct communication.
If the Dispute is not resolved through good faith negotiation within the timeframe set forth in Section 7.1, either party may submit the Dispute to non-binding mediation before a mutually agreed-upon mediator in Denver, Colorado. The costs of mediation shall be shared equally between the parties, unless the mediator determines otherwise. Each party shall bear its own attorney's fees and costs in connection with the mediation. The parties agree to participate in the mediation in good faith and to treat all mediation proceedings as confidential.
If the Dispute is not resolved through mediation within sixty (60) days of the submission to mediation (or such longer period as the parties may agree in writing), the Dispute shall be finally resolved by binding arbitration administered by the American Arbitration Association ("AAA") in accordance with its Commercial Arbitration Rules then in effect. The arbitration shall be conducted in Denver, Colorado, before a single arbitrator. The arbitrator's decision shall be final and binding upon both parties and may be entered as a judgment in any court of competent jurisdiction.
The arbitrator shall have the authority to award any remedy or relief that a court of competent jurisdiction could award, including attorney's fees and costs as provided in Section 6 of this Agreement. The parties expressly waive any right to a jury trial with respect to any Dispute subject to this Section.
Exception: Notwithstanding the foregoing, either party may seek emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent irreparable harm pending the resolution of a Dispute through the processes described in this Section. Seeking such relief shall not constitute a waiver of the obligation to resolve the underlying Dispute through mediation and arbitration.
This Agreement shall be governed by and construed in accordance with the laws of the State of Colorado, without regard to its conflict of law provisions. To the extent any court proceeding is permitted under this Agreement, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Denver County, Colorado.
Workplace IT reserves the right to update or modify this Agreement at any time. The current version is always available at workplaceit.net/legal/saas-licensing-terms.html. Continued use of the SaaS Self-Service Portal or receipt of licensing services following any modification constitutes the Client's acceptance of the revised terms.
By any of the following actions, the Client acknowledges that they have read, understood, and agree to be bound by this SaaS Licensing Agreement in its entirety:
For questions, contact Workplace IT at info@workplaceit.net or (720) 647-9900.