Software Evaluation Form Template for South Africa

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Key Requirements PROMPT example:

Software Evaluation Form

"I need a Software Evaluation Form for a 30-day assessment of an enterprise-level cybersecurity solution, starting March 1, 2025, with strict data protection clauses and provisions for multiple evaluators across our international offices."

Document background

The Software Evaluation Form is essential for organizations and individuals in South Africa who need to formally assess software products before making purchase decisions or providing professional reviews. This document type is specifically designed to comply with South African legal requirements, including POPIA, ECTA, and CPA. It's commonly used when companies need to test software functionality, performance, and compatibility within their existing systems before committing to a purchase. The form includes crucial provisions for data protection, confidentiality, and intellectual property rights, while establishing clear boundaries for the evaluation process. It's particularly important for protecting both the software provider's intellectual property and the evaluator's interests during the assessment period.

Suggested Sections

1. 1. Parties: Identification of the software provider and the evaluator, including full legal names, registration numbers (if applicable), and contact details

2. 2. Background: Brief context about the software evaluation purpose and the parties' intent

3. 3. Definitions: Clear definitions of key terms used throughout the form, including 'Evaluation Period', 'Software', 'Confidential Information', etc.

4. 4. Evaluation Terms: Specific details about the evaluation period, scope, and purpose of the evaluation

5. 5. Software Access: Details about how the software will be provided, including access methods, authentication, and technical requirements

6. 6. Evaluation Limitations: Clear restrictions on use, copying, modification, and distribution during the evaluation period

7. 7. Confidentiality Obligations: Requirements for maintaining confidentiality of the software and related information

8. 8. Data Protection: POPIA compliance measures and data handling procedures

9. 9. Intellectual Property: Statement of IP ownership and protection of rights

10. 10. Feedback Mechanism: Process for providing evaluation feedback and ownership of feedback provided

11. 11. Termination: Conditions and process for ending the evaluation

12. 12. General Provisions: Standard clauses including governing law, jurisdiction, and entire agreement

Optional Sections

1. Security Requirements: Additional security measures required for high-security software evaluations

2. Payment Terms: Include when the evaluation requires payment or deposit

3. Training and Support: Details of any training or support provided during evaluation, if applicable

4. Third-Party Access: Rules for allowing third-party access during evaluation, if permitted

5. Export Control: Include for software subject to export control regulations

6. Insurance Requirements: Include when evaluator needs to maintain specific insurance coverage

Suggested Schedules

1. Schedule A - Software Description: Detailed description of the software being evaluated, including version numbers and components

2. Schedule B - Technical Requirements: Specific technical requirements for running the software

3. Schedule C - Evaluation Criteria: Specific aspects of the software to be evaluated and feedback format

4. Appendix 1 - Access Instructions: Step-by-step instructions for accessing and installing the software

5. Appendix 2 - Security Protocols: Detailed security measures and protocols to be followed during evaluation

6. Appendix 3 - Feedback Form: Structured form for providing evaluation feedback

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

Education

Professional Services

Telecommunications

Government

Mining

Insurance

Banking

Logistics

Research and Development

Relevant Teams

Legal

Information Technology

Procurement

Compliance

Information Security

Quality Assurance

Risk Management

Software Development

Operations

Project Management

Relevant Roles

IT Director

Chief Technology Officer

Software Development Manager

IT Procurement Manager

System Administrator

Quality Assurance Manager

Software Tester

Legal Counsel

Compliance Officer

Information Security Officer

Technology Consultant

Project Manager

Business Analyst

Solutions Architect

IT Operations Manager

Risk Manager

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