Creating a Software Maintenance Agreement

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating a software maintenance agreement is an integral part of any product or service that involves the development and use of computer software. Understanding the importance of these agreements and how to create them are key components in ensuring that the software remains functional, up-to-date and in compliance with applicable laws and regulations.

A software maintenance agreement is a binding document which outlines the responsibilities of each party involved as well as defining what constitutes as ‘maintenance’ for the product. This could include changes, updates or modifications made to the software during its lifetime, all of which should be documented in accordance with both parties’ expectations and legal requirements.

It is important to tailor the agreement to meet your specific needs; this means considering not only what you expect from your partner but also taking into account any relevant laws or regulations that may come into effect before or during any changes. Additionally, by having an agreed upon payment structure, timeline for completion and overall scope of work it not only reduces potential disputes between parties, but also helps protect both parties against any legal matters which may arise due to non-compliance with said terms.

At Genie AI we provide access to millions of datapoints on market standard agreements alongside our community template library - allowing anyone (regardless if they have a Genie AI account) draft high quality documents without paying costly lawyer fees. Our step-by-step guidance provides clear insight into how everyone can create their own customised agreements while adhering strictly to the law; so why not read on today for further information on how you can access our template library right now?

Definitions (feel free to skip)

Legally Binding Contract: A legally binding contract is an agreement between two or more parties that is enforceable by law. It outlines the terms of a relationship between the parties and establishes an agreement that each party is legally obligated to uphold.

Maintenance Services: Maintenance services are any services provided to maintain the functionality of a product or system, such as bug fixes, security updates, and performance optimization.

Scope: Scope is the range or extent of something. In a software maintenance agreement, it refers to the software and services to be maintained, as well as the roles and responsibilities of each party.

Payment Terms: Payment terms are the conditions under which payment is exchanged between two or more parties. This could include the payment amount and frequency, as well as any discounts or payment incentives.

Liability: Liability is the legal responsibility of a person or entity to pay for any damages or losses that they have caused. It is often included in a software maintenance agreement to set a limit on the liability of each party.

Indemnification: Indemnification is the process of compensating someone for a loss or damage that has been caused. It is often included in a software maintenance agreement to outline the procedures for seeking compensation in the event of a dispute or breach of contract.

Dispute Resolution: Dispute resolution is the process of settling a disagreement or argument between two or more parties. It is often included in a software maintenance agreement to clarify the laws and governing jurisdictions, as well as to specify the procedures for initiating dispute resolution.

Intellectual Property Rights: Intellectual property rights are legal rights granted to the owner of an intellectual property, such as a patent, copyright, or trademark. In a software maintenance agreement, it could include granting the customer a license to use the software, as well as any additional intellectual property rights.

Confidentiality: Confidentiality is the obligation to keep information private and secure. It is often included in a software maintenance agreement to describe any confidential information to be shared and the level of confidentiality that is to be maintained.

Termination Conditions: Termination conditions are the conditions that would lead to the termination of a contract. It is often included in a software maintenance agreement to describe the conditions that could lead to the termination of the agreement, as well as the procedures for terminating the agreement.

Contents

• Overview of software maintenance agreements
• Define and explain the purpose of a software maintenance agreement
• Definition of maintenance services
• Outline the services that will be provided
• Describe the level of service and availability
• Identifying the parties involved
• List the names of all involved parties
• Outlining the scope of the agreement
• Specify the software and services to be maintained
• Clarify expectations for the roles of each party
• Specifying payment terms
• Set the payment amount and frequency
• Describe any discounts or payment incentives
• Establishing liability and indemnification provisions
• Establish a liability limit
• Outline indemnification procedures
• Providing for dispute resolution
• Define any applicable laws and governing jurisdictions
• Specify dispute resolution procedures
• Discussing intellectual property rights
• Describe any intellectual property rights to be granted
• Explain any restrictions or limitations on the use of intellectual property
• Including confidentiality provisions
• Describe any confidential information to be shared
• Explain the level of confidentiality to be maintained
• Setting termination conditions
• Describe conditions that would lead to termination of the agreement
• Outline procedures for terminating the agreement

Get started

Overview of software maintenance agreements

• Understand the purpose of a software maintenance agreement
• Learn about the benefits of having a software maintenance agreement
• Research and identify the key components of a software maintenance agreement
• Research common terms and conditions associated with software maintenance agreements
• Checklist of items to consider when creating a software maintenance agreement
• Checklist for determining if a software maintenance agreement is necessary
• When you can check this step off your list: When you are comfortable with the purpose, benefits, components, and terms and conditions of a software maintenance agreement.

Define and explain the purpose of a software maintenance agreement

• Research what a software maintenance agreement is and what it typically covers
• Explain the purpose of a software maintenance agreement, which is to protect the legal rights and interests of both the service provider and the customer
• Acknowledge that the maintenance agreement is in place to ensure the software is regularly maintained and updated, and any errors or bugs are fixed promptly
• Determine the scope of the agreement, including the type of maintenance services that will be provided
• Identify any limitations or exclusions that may be applicable
• When you have completed these tasks, you will have a comprehensive understanding of the purpose of a software maintenance agreement and be able to move on to the next step.

Definition of maintenance services

• Define the services that will be provided in the software maintenance agreement, such as software updates, bug fixes, and feature improvements.
• Include a description of the scope of the maintenance agreement, including any limitations or exclusions.
• Consider whether the maintenance agreement should be for a fixed-term or an ongoing agreement.
• Specify the frequency of maintenance services, such as monthly, quarterly, or yearly.
• Outline the process for responding to customer inquiries and requests for maintenance services.

Once you have outlined the services that will be provided in the software maintenance agreement, you can check this step off your list and move on to the next step.

Outline the services that will be provided

• List the specific services that will be provided by the software maintenance agreement
• Identify any other services that may be offered at an additional cost
• Include any definitions of the services, such as length of time for a service call
• Specify any limits or exclusions that may apply
• When complete, check off this step and move on to the next step: Describe the level of service and availability.

Describe the level of service and availability

• Outline the expected response time to service requests
• Specify the hours of availability for services
• Outline the communication methods that will be used for requests and updates
• Explain the process for handling emergency service requests

Once you have outlined the expected response time, availability, communication methods and emergency services, you can move on to the next step of identifying the parties involved.

Identifying the parties involved

• Identify who the agreement is between. This includes both the software provider and the customer/user.
• Make sure that both parties are clear on their roles and responsibilities.
• Confirm the names of both parties, as well as any contact information (such as email address and phone number) that may be needed for the agreement.
• Make sure that both parties are clear about their expectations and goals for the agreement.

How you’ll know when you can check this off your list and move on to the next step:

• Once you have identified the parties involved and confirmed their contact information, you can move on to the next step of listing the names of all involved parties.

List the names of all involved parties

• Gather contact information for all involved parties
• Prepare a list of names and titles of all involved parties
• Include any legal entities as necessary
• Once all names and titles are listed, check off this step and move on to outlining the scope of the agreement

Outlining the scope of the agreement

• Identify the purpose of the agreement
• Describe the scope and duration of the maintenance services
• Specify the software, hardware, and services to be maintained
• Define the maintenance services to be provided
• Identify the responsibilities of each party
• List any exclusions from the maintenance services
• Specify the duration of the agreement

When you have completed this step, you will have a clear understanding of the scope and duration of the maintenance services that will be provided and the responsibilities of each party.

Specify the software and services to be maintained

• Clearly identify the software and services to be maintained, including any hardware, operating systems, and third-party applications that are necessary for the software to be operational.
• List all versions of the software or services, and any related documentation and files.
• Specify the duration of the agreement, including the start and end dates.
• List the expected outcomes, such as the maintenance of the existing software/services or installation of new software/services.
• Describe the software/services update schedule.
• Once all the software and services to be maintained have been identified and specified, you can move on to the next step.

Clarify expectations for the roles of each party

• Define the responsibilities of each party – such as who will be responsible for maintenance, who will be in charge of software updates, who is responsible for keeping the software secure, etc.
• Outline which party is responsible for what tasks and make sure these tasks are clearly defined.
• Make sure each party is aware of the other party’s expectations.
• Once expectations have been clarified, this step can be checked off the list and the next step, which is specifying payment terms, can be completed.

Specifying payment terms

• Decide if the software maintenance agreement will include a flat rate or an hourly rate
• If a flat rate, decide the amount and frequency of payment
• If an hourly rate, decide the hourly rate and the payment frequency
• Determine which payment methods you will accept (e.g., check, credit card, wire transfer, etc.)
• Include any other payment terms in the agreement, such as late fees or penalties

You can check this off your list when you have specified the payment terms in the software maintenance agreement.

Set the payment amount and frequency

• Establish the amount of money to be paid for software maintenance services and the frequency of payments
• Decide if the payment amount will remain the same throughout the duration of the agreement or if there will be any increase or decrease in the amount
• Determine if the payment will be made on a one-time basis or periodically (e.g., monthly or annually)
• Agree on the due date for the payment
• Record the payment amount and frequency in the agreement

Once you have agreed on the payment amount and frequency, you can move on to the next step of describing any discounts or payment incentives.

Describe any discounts or payment incentives

• Determine if a discount will be offered for early payment
• Specify any payment incentives that will be included in the agreement, such as a discount for making multiple payments in advance
• Include the details of the discount or payment incentive, such as the amount, payment frequency, and any other relevant information
• Review and revise the agreement to ensure that the discount or payment incentive provisions are accurate
• Once the discount or payment incentive provisions have been verified, you can move on to the next step of establishing liability and indemnification provisions.

Establishing liability and indemnification provisions

• Draft and include a liability clause that outlines the responsibilities of both the customer and the service provider in the event of a breach of contract
• Draft and include an indemnification clause that outlines which party is responsible for any damages as a result of any contractual breach
• Review and revise the clauses as needed to make sure they are in line with the agreement
• Once both parties are satisfied with the liability and indemnification clauses, sign off on the agreement and move on to the next step.

Establish a liability limit

• Set the maximum amount of liability that the software developer can be held accountable for
• Outline the financial damages the software developer will be responsible for in the event of a breach of contract
• Specify that the liability limit does not apply to any direct damages caused by the software developer’s negligence
• Describe any additional damages that may not be covered by the liability limit
• When the limit of liability can be modified

When you can check this off your list and move on to the next step:
Once you have established the liability limit and outlined the financial damages the software developer will be responsible for in the event of a breach of contract, you can check this off your list and move on to the next step which is outlining indemnification procedures.

Outline indemnification procedures

• Create a clause in the agreement outlining the procedures for indemnification
• Outline what types of events are covered by the indemnification
• Detail the steps for each party to take in the event of a claim of indemnification
• Specify who will pay legal fees and other costs associated with a claim of indemnification
• Include a provision that the agreement cannot be changed without both parties’ consent
• When finished, check off this step and move on to the next step: Providing for dispute resolution.

Providing for dispute resolution

• List out the options for dispute resolution, such as mediation, arbitration, or court proceedings
• Describe the process that must be followed when a dispute arises, such as providing written notice to the other party
• Specify the governing law for the dispute resolution process and any applicable jurisdictions
• Determine whether alternative dispute resolution can be used to resolve any issues that arise
• When you are finished with this step, you should have clear details on how to handle disputes that arise during the term of the software maintenance agreement.

Define any applicable laws and governing jurisdictions

• Research the applicable laws and governing jurisdictions that will apply to the agreement
• Make sure all parties involved understand the applicable governing laws and jurisdictions
• Document any applicable laws and governing jurisdictions in the agreement
• Check with a lawyer or legal advisor if needed
• When finished, ensure that all parties involved are aware of and understand the applicable laws and governing jurisdictions
• Move on to the next step once the applicable laws and governing jurisdictions have been defined in the agreement.

Specify dispute resolution procedures

• Agree on how any disputes will be addressed, including how and where they will be heard
• Determine which laws will be applicable to the dispute resolution process
• Decide how the dispute will be handled if one or both parties are located in different jurisdictions
• Select the type of dispute resolution process, such as arbitration, mediation, or litigation
• Outline the fees associated with dispute resolution, who will pay them, and when
• Specify the language that will be used in the dispute resolution process
• When complete, sign and date the agreement
• Check this step off your list and move on to the next step: Discussing intellectual property rights

Discussing intellectual property rights

• Discuss with the other parties who owns the intellectual property rights related to the software
• Outline the scope of the intellectual property rights in the software maintenance agreement
• Make sure to include any provisions that the software may be shared with other parties
• Clarify the ownership of any improvements or enhancements to the software
• Establish a plan for who owns any intellectual property rights in the event of termination of the agreement
• Once all the intellectual property rights are discussed and agreed upon, you can move on to the next step.

Describe any intellectual property rights to be granted

• Describe the scope of the rights to be granted to the customer.
• Identify the types of intellectual property to be granted, such as copyrights, trademarks, and patents.
• Specify the duration of the rights to be granted.
• Set out the warranties and indemnities that the customer will receive.
• Outline any restrictions and/or limitations on the use of the intellectual property.

When you can check this off your list: When you have described any intellectual property rights that will be granted to your customer and set out any associated warranties, indemnities, and restrictions.

Explain any restrictions or limitations on the use of intellectual property

• Clearly define any restrictions or limitations the licensee should be aware of when using the intellectual property
• Explain any rules in regard to the use of the intellectual property, such as no modification or changes without prior consent
• Outline any exclusivity requirements, such as the licensee being the only party allowed to use the intellectual property
• Describe any time limits or other restrictions
• Specify what happens if the licensee contravenes the terms of the agreement

Once you have included all relevant restrictions or limitations on the use of intellectual property in the agreement, you can move on to the next step.

Including confidentiality provisions

• Make sure that both parties understand that any confidential information shared must be kept confidential.
• Draft a confidentiality agreement that outlines the details of the confidential information to be shared and the restrictions for using the information.
• Outline any penalties for a breach of the confidentiality agreement.
• Have both parties sign the agreement before any confidential information is shared.
• Once the agreement is signed, you have completed this step and can move on to the next step.

Describe any confidential information to be shared

• Identify any confidential information between the two parties
• Explain what confidential information will be shared, such as source code, trade secrets, customer information, and so on
• Specify who the confidential information will be shared with
• Outline any restrictions on the use or disclosure of the confidential information
• Determine how the confidentiality of the information will be maintained
• When finished, check this step off the list and move on to the next step of explaining the level of confidentiality to be maintained

Explain the level of confidentiality to be maintained

• Review the relevant laws and regulations that apply to the software maintenance agreement.
• Identify the confidential information that needs to be shared between the parties and ensure the appropriate level of confidentiality is maintained.
• Outline the level of confidentiality to be maintained by both parties in the software maintenance agreement.
• Include any relevant confidentiality clauses in the agreement.
• Check the document to ensure the level of confidentiality required is clearly stated in the agreement.

When you can check this off your list and move on to the next step:

• When the confidentiality clauses have been added to the software maintenance agreement and the level of confidentiality has been clearly outlined.

Setting termination conditions

• Define the conditions that would lead to the termination of the agreement, such as failure to make payments, breach of confidentiality, or other reasons for termination.
• Set out the timeframes for notice and any other conditions related to termination.
• Ensure both parties agree on the conditions for termination and sign off on the agreement.
• Once the termination conditions have been set, the agreement is ready to be signed by both parties.

Describe conditions that would lead to termination of the agreement

• List out any and all conditions that would lead to the termination of the software maintenance agreement
• Identify any violations of the agreement that would lead to termination
• Specify the notice period required before terminating the agreement
• Include what constitutes a breach of the agreement
• Outline the consequences of a breach of the agreement
• Once all of these items have been listed in the agreement, you can check the step off your list and move on to the next step.

Outline procedures for terminating the agreement

• Determine the necessary information to include in the agreement, such as the date of termination, the method of termination, and any applicable fees.
• Make sure to include a clause that states that the agreement can be terminated with written notice.
• Include a clause that states the parties must make a good faith effort to resolve any disputes before the agreement is terminated.
• Make sure to include a clause that states that any payments due under the agreement must still be made even after the agreement has been terminated.
• When you have outlined all the procedures for terminating the agreement and are satisfied with the language, you can check this off your list and move on to the next step.

FAQ:

Q: What are the legal considerations for a software maintenance agreement in the UK?

Asked by Madison on May 11th, 2022
A: If you are considering a software maintenance agreement in the UK, it is important to be aware of the relevant laws and regulations. Generally speaking, software maintenance agreements in the UK are governed by contract law, as well as consumer protection legislation. Depending on the specifics of your agreement and the sector you are operating in, additional legislation may also be applicable. It is important to research relevant legal considerations before you sign or create a software maintenance agreement.

Q: Is a software maintenance agreement legally binding?

Asked by Isabella on April 3rd, 2022
A: Software maintenance agreements are legally binding contracts under English law. The terms of the agreement will be binding on both parties and if either party fails to adhere to those terms, they may be held liable for any losses incurred as a result of the breach. It is important to ensure that both parties agree to all terms outlined in the software maintenance agreement before signing it.

Q: What are my obligations for a SaaS software maintenance agreement?

Asked by Noah on August 22nd, 2022
A: Your obligations for a SaaS software maintenance agreement will depend on what is outlined in the specific contract. Generally speaking, however, you will be required to maintain and update your software on a regular basis in order to meet any user requirements or industry standards. You may also be required to provide technical support services, such as troubleshooting and bug fixes. Additionally, you may need to provide customer support services such as responding to customer inquiries.

Q: What should I include in my software maintenance agreement?

Asked by Abigail on December 6th, 2022
A: When creating a software maintenance agreement, it is important to include all relevant information regarding the services being provided, as well as any applicable warranties and limitations. This should include an outline of the service being provided, any support services or updates that will be provided, the duration of the agreement, payment terms, and any other relevant terms that both parties agree upon. Additionally, you should ensure that you specify which laws and regulations will apply to the contract.

Q: Can I have my own custom clauses included in my software maintenance agreement?

Asked by William on June 25th, 2022
A: Yes, it is possible to include custom clauses in your software maintenance agreement that cover specific areas that are not addressed by standard clauses. However, it is important to ensure that these clauses are drafted correctly so as not to conflict with existing laws or regulations. Additionally, it is a good idea to have an experienced lawyer review any custom clauses before they are included in the contract.

Q: How do I choose an appropriate jurisdiction for my software maintenance agreement?

Asked by Emma on February 14th, 2022
A: Choosing an appropriate jurisdiction for your software maintenance agreement can be a complicated process. Generally speaking, it is best to choose a jurisdiction that has well-established laws regarding contracts and intellectual property rights which are applicable to your sector or business model. Additionally, you should consider whether any applicable laws vary between different jurisdictions – such as those between countries within Europe or between different US states – and make sure that you research these so you can choose which jurisdiction would be most beneficial for your agreement.

Q: Is there any industry-specific regulation I should take into account when creating my software maintenance agreement?

Asked by James on October 27th, 2022
A: Yes – depending on your industry or sector there may be additional regulations or laws that you need to take into account when creating your software maintenance agreement. For example, if you are providing healthcare services then you will need to comply with HIPAA regulations in addition to general contract law requirements. Therefore it is important that you research relevant regulations and industry standards before creating your software maintenance agreement so that you can ensure compliance with all applicable laws and regulations.

Q: What happens if either party breaches the terms of my software maintenance agreement?

Asked by Olivia on July 19th , 2022
A: If either party breaches the terms of your software maintenance agreement then they can potentially be held liable for any losses incurred as a result of the breach. Depending on what is outlined in the contract itself this could involve one party paying compensation to another party or having certain rights or obligations revoked. It is therefore important that both parties familiarise themselves with all relevant provisions within the contract so they can understand their rights and obligations should either party breach the terms of the agreement.

(Answers supplied by Astrid Grant)

Example dispute

Lawsuits Involving Software Maintenance Agreements

• A plaintiff may raise a lawsuit referencing a software maintenance agreement if they believe they have been wronged in some way by the software vendor. This could include a failure to provide services as outlined in the agreement, or the provision of substandard services.
• The plaintiff may be able to win a lawsuit by demonstrating that the software vendor failed to uphold the terms of the agreement, or that they have suffered loss or damage as a result of the vendor’s actions.
• Damages may be awarded if the plaintiff can prove that the vendor’s actions resulted in a financial or other loss. The amount of damages awarded will depend on the specifics of the case and the applicable laws.
• Settlement may be reached outside of court if both parties are willing to negotiate. This could involve the software vendor agreeing to make up for any losses or damages incurred by the plaintiff, or to make changes to the agreement to ensure the plaintiff is not disadvantaged in the future.
• In order for a plaintiff to be successful in a lawsuit involving a software maintenance agreement, they must be able to prove that the vendor was in breach of the agreement and that they suffered a loss or damage as a result. The specifics of each case will need to be considered in order to determine the outcome.

Templates available (free to use)

Software Maintenance Agreement

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