Acceptable Use Policy — DLX Device Distribution Program

Acceptable Use Policy & Agreement

DLX Device Distribution Program

Long-Term Loaner Laptop & Chromebook Program

This Acceptable Use Policy and Agreement outlines the responsibilities and guidelines for the use of long-term loaner laptops and Chromebooks (devices) provided by the partner agency, a member of the Digital Life Exchange, "DLX", managed by KC Digital Drive with technical support provided by TechConnect KC, collectively referred to as "Providers" below.

By signing this form, the Participant agrees to the terms outlined below:

1. Purpose of Loan

The device is a long-term loan and the device remains the property of KC Digital Drive through the loan duration, which extends to September 30, 2026.

2. Participant Responsibilities

  • Care and Maintenance: The Participant is responsible for maintaining the laptop in good working condition, excluding normal wear and tear. Any damage or malfunction beyond normal use must be reported immediately.
  • Personal Information: The Participant acknowledges that all personal data should be removed from the device by the program's Tech Support provider, if requested.
  • Data Security: The Participant is responsible for maintaining the security, including backups, of any data stored on the laptop during the loan period.
  • Reporting Issues: The Participant is required to report any damage, theft, or loss of the device immediately to the program administrator during the loan period.
  • Return of Equipment: If requested, the Participant must return the device, charger, accessories, and any additional items in the same condition as received.
  • Monthly Survey: The Participant is required to complete a monthly survey from the Providers in order to remain in good standing. By signing this agreement, the Participant consents to receiving informational text messages from KC Digital Drive's Digital Life Exchange (DLX) Device Distribution Program related to their participation, including device status, appointment reminders, and support updates.

The Participant may be subject to removal from the program if 1) the device is damaged, lost, or stolen due to negligence or misuse; 2) if the Participant fails to complete the required monthly surveys through December 2026; or 3) if the Participant does not fully comply with this agreement.

3. Prohibited Actions

  • Unauthorized Use: The device should not be used for any purpose outside the scope of this agreement, during or after the program, including commercial activities or actions or in a way that could cause harm to themselves, others, or property.
  • Sharing or Lending: The Participant must not lend or share the device with others without prior approval.

4. Consequences of Non-compliance

Violating the terms of this agreement may result in:

  • Removal from the program and/or future programs.
  • Suspension or termination of device loan privileges.

5. Additional Considerations

  • Loaner Device Program Guidelines: The loaner device program is part of the larger DLX initiative and must align with its goals and guidelines.
  • Security Measures: The device will be equipped with necessary security measures, such as password protection, encryption, and antivirus software, to protect sensitive data.
  • Device Inventory: The program uses a system to manage the inventory of the loaned devices, including regular inspections and updates as recommended by the manufacturer.

6. Limitations of Service and Disclaimers of Warranties

  • Reasonable Efforts: Providers will use reasonable efforts to provide helpful support, but results may vary depending on the device, software, and other factors outside of Providers' control.
  • Services Delivery: Support services may involve making system changes that could affect performance or usability.
  • Data Restoration: The Participant understands that full restoration of systems or recovery of data cannot be guaranteed.

All Services are provided "as is" and "as available," without warranties of any kind, whether expressed or implied. Providers make no guarantee that any issue will be resolved, that systems will operate without error, or that data will remain intact. The Participant uses the Services entirely at their own risk.

7. Indemnity

The Participant agrees to indemnify, defend, and hold harmless the partner agency, KC Digital Drive, TechConnect KC, as well as their officers, employees, agents, volunteers, and contractors, from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable attorney's fees) arising out of or related to:

  1. the Services provided, including but not limited to any loss of data, system downtime, or business interruption, and
  2. the Participant's use or misuse of any computer, device, or system, including any actions or omissions that may result in harm to the Participant, third parties, or property.

This indemnity does not apply to the extent that harm is directly caused by the gross negligence or intentional misconduct of the Providers.