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Internship PIIA Agreement

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Internship Proprietary Information and Inventions Agreement

Parties and Effective Date

This Internship Proprietary Information and Inventions Agreement (the Agreement) is made and entered into by and between:

Company Name:     Effective Date:

Intern Name:

Personal Information

Position Information

Anticipated Start Date:     Anticipated End Date:

Employment History

Dates Employed: From to

Dates Employed: From to

Education

References

Proprietary Information; Definitions

For purposes of this Agreement, "Confidential Information" and "Proprietary Information" mean information of Company that is not generally known to the public, whether tangible or intangible, including but not limited to technical data, trade secrets, designs, processes, product plans, research and development, business strategies, customer lists, pricing, experimental work, software (including source code), algorithms, inventions, and other intellectual property. Confidential Information includes both information disclosed in writing and information disclosed orally or by observation of any tangible materials or work product.

Prior Inventions and Third-Party Obligations

Intern shall disclose any inventions, works, or patents conceived or reduced to practice prior to the Effective Date that Intern intends to exclude from assignment under this Agreement. Intern represents that, except as disclosed below, intern is not under any contractual obligations that would conflict with this Agreement.

Assignment of Inventions; Disclosure Duty

Intern agrees to promptly disclose in writing to Company all inventions, discoveries, improvements, mask works, processes, designs, formulas, know-how, software and other developments made, conceived, reduced to practice, or created, solely or jointly, during the period of intern's engagement with Company that relate to Company's business or to Company’s actual or demonstrably anticipated research and development (collectively, Inventions). Intern hereby assigns and agrees to assign to Company, without additional compensation, all right, title and interest in and to all such Inventions and any patents, copyrights, mask work rights, trade secrets, or other intellectual property rights therein.

Confidentiality and Nonuse

Intern will hold in strict confidence and will not use or disclose, directly or indirectly, any Confidential Information except as necessary to perform the duties associated with the internship. Intern will take reasonable steps to protect Confidential Information from unauthorized disclosure and will not remove any Confidential Information from Company premises except as authorized in writing.

Return of Materials; Cooperation

Upon termination or upon Company request, Intern will promptly deliver to Company all documents, materials, and other tangible items containing or embodying Confidential Information or Inventions. Intern will execute documents and provide assistance reasonably requested by Company to secure Company’s rights in any Inventions, including assignments and patent applications.

Term; Remedies; Governing Law

The confidentiality obligations in this Agreement shall survive termination of the internship for as long as the information remains Confidential Information. Intern acknowledges that monetary damages may be inadequate to remedy a breach and that Company shall be entitled to equitable relief, including injunction, in addition to all other remedies at law or in equity. This Agreement shall be governed by the laws of the state identified by Company for governance of employment agreements, excluding conflict-of-law rules.

At‑Will Employment; Equal Opportunity

This Agreement and any internship or employment relationship with Company is voluntary and may be terminated at any time by either party with or without cause. Nothing in this Agreement creates a promise of continued engagement. Company is an equal opportunity organization and makes employment decisions without regard to protected characteristics.

Background Checks and References

By initialing below and checking the consent box, Intern authorizes Company and its agents to contact prior employers, educational institutions, and references, and to obtain background checks, criminal history checks, and verification of information provided in this Agreement and in any application submitted in connection with the internship.

Applicant Certification and Acknowledgment

I certify that the information I have provided in this Agreement and any related documents is true and complete to the best of my knowledge. I understand that intentional misstatements or omissions may be grounds for rejection of my internship application or termination of the internship.

Miscellaneous

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings, whether written or oral. Intern acknowledges the opportunity to consult with independent counsel prior to signing.

Additional Comments

Company Name:

Authorized Representative (Signature):

Date:

Intern Name:

Intern Signature:

Date:

Enter text✕

What the Internship PIIA Agreement Is and when it applies

An Internship PIIA Agreement (Proprietary Information and Inventions Assignment) is a written contract between an organization and an intern that defines ownership of confidential information, assigns inventions and developments created during the internship, and sets confidentiality obligations after the relationship ends. It clarifies permitted use of company materials, access restrictions, and reporting requirements for inventions or discoveries. The agreement protects trade secrets, streamlines later IP ownership questions, and documents expectations for both parties before the intern begins supervised work involving proprietary systems, designs, or processes.

Why include a PIIA in internship arrangements

A clear Internship PIIA Agreement reduces later disputes over ownership of inventions and confidential data, preserves trade secret protection, and helps maintain regulatory compliance. When executed properly it supports enforceability under U.S. electronic signature laws such as the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where applicable.

Why include a PIIA in internship arrangements

Who typically signs and completes an Internship PIIA Agreement

Organizations and interns complete PIIA agreements when internships involve access to nonpublic business information, software, prototypes, or patentable work.

  • Employers and HR teams who manage internship programs with confidential projects
  • Interns and student workers engaging in technical, research, or product work
  • University career offices or supervisors coordinating sponsored internships

The agreement should be completed before the intern begins substantive work and retained with personnel and IP records for future reference.

Step-by-step: Completing the Internship PIIA Agreement

Follow these sequential steps to prepare, review, and finalize a PIIA for an intern so obligations and ownership are clear before work begins.

  • 01
    Prepare: Identify parties, role, and scope of confidential access.
  • 02
    Draft: Include assignment, confidentiality, exceptions, and governing law.
  • 03
    Review: Legal or HR reviews recommended for IP and employment implications.
  • 04
    Execute: Collect signatures and retain executed copies securely.

Frequently asked questions and common concerns

Answers address typical legal, administrative, and e-signature questions about Internship PIIA Agreements.


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Core clauses to include in a professional Internship PIIA Agreement

A complete PIIA contains specific clauses that together define confidentiality, ownership, exceptions, and remedies.

Confidentiality

Define confidential information precisely, list exclusions (public domain, independently developed), and set duration for obligations after termination.

Invention Assignment

Describe inventions covered (work performed, tools used), the scope of assignment, and procedures for disclosure and patent prosecution.

Return of Materials

Specify that company property and copies must be returned at separation and include secure disposal obligations for electronic data.

Permitted Use

State permitted activities (training, supervision) to limit ambiguity about use of proprietary data during the internship.

Governing Law

Select governing state to resolve disputes; this affects interpretation and applicable statutes such as UETA or local contract law.

Remedies

Include injunctive relief and indemnity language to address breaches involving trade secrets or IP misappropriation.

Security and compliance considerations for handling signed PIIAs

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: Timestamped events
Access controls: Role-based permissions
HIPAA readiness: BAA available
Compliance reports: SOC 2 Type II

Key legal risks and penalties from a flawed PIIA

Unenforceable assignment: IP dispute risk
Trade secret loss: Damaged protections
Employment claims: Wrongful termination risk
Regulatory exposure: Industry-specific fines
Confidential data breach: Liability and mitigation costs
Reputational harm: Partner and campus relations

Common mistakes to avoid when preparing an Internship PIIA

  • Using overly broad assignment language that claims unrelated future inventions, which courts may void for public-policy reasons.
  • Failing to define confidential information and permitted exceptions, leading to ambiguity about what must be protected.
  • Not tailoring the agreement for student interns or sponsored research, which can conflict with university IP policies.
  • Relying on unsigned or poorly authenticated electronic signatures without an audit trail that satisfies ESIGN/UETA elements.

Typical electronic execution workflow for a PIIA

A streamlined e-signature workflow reduces turnaround and preserves an evidentiary audit trail for execution and later enforcement.

  • Upload: Add the PIIA PDF or DOCX to the signing platform.
  • Place fields: Configure signature, date, and initial fields.
  • Authenticate: Use email link, SMS code, or stronger methods as needed.
  • Complete: Signer submits; system records time, IP, and actions.

Recommended digital workflow settings for PIIA execution

Configure workflow settings to balance signer convenience and evidentiary rigor, especially for interns and educational partners.

Field Configuration
Signer Order Employer sign first, then intern for clarity
Authentication Email + optional SMS verification
Reminders Automatic reminders at 3 and 7 days
Retention Store executed PDF + audit trail

Digital signing and technical requirements

Choose a platform that supports common file formats, secure authentication, and audit logs for legal defensibility.

  • File formats: PDF, DOCX, HTML supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, KBA, SSO

Key dates and timing to set in the PIIA process

Establish calendar triggers so agreements are executed before work begins and retention obligations are tracked.

Offer Acceptance Date:

Date intern accepts offer; tie PIIA execution to this milestone.

Effective Date:

Date obligations begin; enter as MM/DD/YYYY in the agreement.

Project Start Date:

When access to confidential systems is granted.

Termination Date:

When post-termination confidentiality periods begin.

Retention Trigger:

Records retention starts on execution or termination depending on company policy.

Milestone timeline from drafting to archived record

This sequence outlines the main stages and who acts at each point to complete an Internship PIIA efficiently.

01

Draft Agreement

HR or legal prepares the PIIA tailored to the internship.

02

Internal Review

Legal, IT, or research office reviews assignment language.

03

Execution

Employer and intern sign electronically with audit trail.

04

Archive

Store executed agreement and audit record in secure repository.

Typical eSignature plan and feature comparison for executing PIIAs

Compare common vendor features that matter for legally defensible PIIA execution: pricing, trial availability, bulk send, audit trail, HIPAA support, and envelope limits.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies
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