Software Tool Evaluation Template for Belgium

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Key Requirements PROMPT example:

Software Tool Evaluation

"I need a Software Tool Evaluation agreement for our Belgian fintech company to evaluate a cloud-based payment processing system for 3 months starting March 2025, with special attention to GDPR compliance and data security requirements."

Document background

The Software Tool Evaluation agreement is essential for organizations seeking to assess software solutions before making substantial investments. This document, governed by Belgian law and aligned with EU regulations, provides a structured framework for conducting software evaluations while protecting both parties' interests. It is typically used when companies need to test and evaluate software tools in their actual business environment before making a purchase decision. The agreement covers critical aspects such as evaluation scope, duration, security protocols, data protection (GDPR compliance), confidentiality obligations, and intellectual property rights. It's particularly relevant in the Belgian market where strict data protection and commercial laws apply, and includes specific provisions required under Belgian contract law and the Code of Economic Law.

Suggested Sections

1. Parties: Identification of the parties entering into the agreement

2. Background: Context of the evaluation and brief description of the software tool

3. Definitions: Key terms used throughout the agreement

4. Evaluation License: Terms of the temporary license granted for evaluation purposes

5. Evaluation Period: Duration of the evaluation and any extension provisions

6. Evaluation Parameters: Scope, objectives, and success criteria for the evaluation

7. Access and Usage Rights: Conditions and limitations for accessing and using the software during evaluation

8. Security Requirements: Security measures and protocols to be followed during evaluation

9. Data Protection: GDPR compliance and data handling requirements

10. Confidentiality: Protection of confidential information exchanged during evaluation

11. Intellectual Property: IP rights protection and ownership declarations

12. Feedback and Evaluation Results: Rights and obligations regarding evaluation feedback and results

13. Warranties and Disclaimers: Limited warranties for evaluation period and associated disclaimers

14. Limitation of Liability: Liability caps and exclusions during evaluation

15. Termination: Conditions for early termination and post-termination obligations

16. General Provisions: Standard boilerplate clauses including governing law and jurisdiction

Optional Sections

1. Fees: Required if the evaluation is not free of charge

2. Support Services: Include if technical support is provided during evaluation

3. Third Party Access: Include if evaluation involves access by third parties or contractors

4. Acceptance Testing: Include if formal acceptance testing is part of evaluation

5. Insurance: Include if specific insurance coverage is required

6. Export Control: Include if software is subject to export control regulations

7. Purchase Option: Include if agreement includes option to purchase after evaluation

8. Training: Include if training is provided as part of evaluation

Suggested Schedules

1. Schedule 1 - Software Description: Detailed description of the software tool and its features

2. Schedule 2 - Technical Requirements: Hardware, software, and network requirements for evaluation

3. Schedule 3 - Evaluation Criteria: Detailed success criteria and evaluation metrics

4. Schedule 4 - Security Standards: Specific security standards and protocols to be followed

5. Schedule 5 - Service Levels: Performance levels and metrics if applicable

6. Appendix A - Authorized Users: List of personnel authorized to participate in evaluation

7. Appendix B - Data Processing Terms: Detailed data processing terms compliant with GDPR

8. Appendix C - Support Procedures: Technical support procedures and contact information

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Information Technology

Financial Services

Healthcare

Manufacturing

Retail

Professional Services

Telecommunications

Education

Government

Insurance

Pharmaceuticals

Energy

Transportation

Media and Entertainment

Relevant Teams

Information Technology

Legal

Procurement

Information Security

Data Protection

Risk Management

Operations

Digital Transformation

Enterprise Architecture

Business Analysis

Project Management

Vendor Management

Technical Operations

Quality Assurance

Compliance

Relevant Roles

Chief Information Officer

IT Director

Software Development Manager

Procurement Manager

Legal Counsel

Information Security Officer

Data Protection Officer

Technology Assessment Manager

Solutions Architect

Enterprise Architect

Business Analyst

Project Manager

Vendor Management Specialist

Digital Transformation Manager

Technical Operations Manager

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