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Licensee Disclosure Agreement

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LICENSEE DISCLOSURE AGREEMENT

This Licensee Disclosure Agreement (the "Agreement") is entered into as of by and between Licensor Name: with principal address at , and Licensee Name: with principal address at .

Recitals

WHEREAS, Licensor possesses certain proprietary information, technical data, know-how and other materials related to the subject matter described as: (the "Disclosed Materials");

WHEREAS, Licensee requires access to the Disclosed Materials for the limited purpose of evaluating, testing, or exploiting the licensed subject matter pursuant to a separate or prospective license; and

WHEREAS, the parties desire to set forth their respective duties and obligations with respect to disclosure, protection and return of the Disclosed Materials.

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Definitions

1.1 "Confidential Information" means all non-public information disclosed by Licensor to Licensee, whether disclosed orally, visually or in writing, including but not limited to technical data, prototypes, specifications, software, business plans, financial information, and trade secrets, and any copies thereof, that is identified as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information does not include information that: (a) is or becomes publicly known through no breach of this Agreement by Licensee; (b) was known to Licensee prior to disclosure as shown by written records; (c) is rightfully received by Licensee from a third party without restriction; or (d) is independently developed by Licensee without use of or reference to Licensor's Confidential Information.

2. Disclosure and Use

2.1 Licensee shall use Confidential Information solely for the Purpose of evaluating and performing under any license contemplated by the parties and shall not use Confidential Information for any other purpose, including competitive development or commercial exploitation, except as expressly permitted in writing by Licensor.

2.2 Licensee shall treat Confidential Information with at least the same degree of care that Licensee uses to protect its own confidential information but in no event less than a reasonable standard of care. Licensee shall not disclose Confidential Information to any third party except to those employees, contractors or affiliates who have a strict need to know for the Purpose and who are bound by confidentiality obligations at least as protective as those set forth herein.

3. Permitted Disclosures

3.1 Notwithstanding the foregoing, Licensee may disclose Confidential Information to the extent required by applicable law, regulation, or valid order of a court or regulatory authority; provided that Licensee gives Licensor prompt written notice of such requirement (to the extent legally permitted), reasonably cooperates with Licensor's efforts to seek confidential treatment or a protective order, and discloses only that portion of the Confidential Information that Licensee is legally required to disclose.

3.2 Licensee shall be liable for any breach of the obligations set forth in this Agreement by any persons to whom Licensee has permitted disclosure.

4. Term and Termination

4.1 Unless earlier terminated in accordance with this Agreement, the confidentiality obligations set forth herein shall survive for a period of years from the date of disclosure of the Confidential Information or for such longer period as is required by applicable trade secret law.

4.2 Upon termination or upon Licensor's written request, Licensee shall promptly return or, at Licensor's election, destroy all Confidential Information and certify in writing that all copies have been returned or destroyed within days.

5. Representations, Warranties and Disclaimers

5.1 Each party represents and warrants that it has the full corporate power and authority to enter into this Agreement and to perform its obligations hereunder. Licensor represents that to the best of its knowledge it has the right to disclose the Confidential Information to Licensee for the Purpose.

5.2 EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, LICENSOR MAKES NO WARRANTIES, EXPRESS OR IMPLIED, REGARDING THE ACCURACY, COMPLETENESS, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT OF THE CONFIDENTIAL INFORMATION.

6. Indemnification

Licensee shall indemnify, defend and hold harmless Licensor and its officers, directors, employees and agents from and against any and all liabilities, losses, damages, claims, costs and expenses (including reasonable attorneys' fees) arising out of Licensee's breach of this Agreement or the unauthorized use or disclosure of the Confidential Information by Licensee or its permitted recipients.

7. Remedies

Because monetary damages may not be a sufficient remedy for unauthorized disclosure or use of Confidential Information, Licensor shall be entitled, in addition to any other remedies available at law or in equity, to seek injunctive or other equitable relief to prevent or curtail any such breach or threatened breach without the requirement to post bond or other security and without limiting any other remedies.

8. Limitation of Liability

EXCEPT FOR DAMAGES ARISING FROM A PARTY'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OR OBLIGATIONS UNDER SECTION 6 (INDEMNIFICATION), NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER IN CONTRACT, TORT OR OTHERWISE.

9. Notices

10. Amendments; Waiver; Counterparts

10.1 This Agreement may be amended or modified only by a written instrument executed by authorized representatives of both parties. No waiver of any breach shall be effective unless in writing and signed by the party granting the waiver.

10.2 This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one instrument. Signatures transmitted by electronic means shall be deemed binding.

11. Governing Law; Severability; Entire Agreement

11.1 This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflicts of law principles.

11.2 If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect and the invalid provision shall be reformed only to the extent necessary to make it valid and enforceable.

11.3 This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements, whether written or oral, relating to such subject matter.

12. Miscellaneous

12.1 The parties agree that the obligations in this Agreement relating to protection of Confidential Information are binding upon their successors and permitted assigns. Neither party may assign its rights or delegate its obligations under this Agreement without the other party's prior written consent, except to a successor in interest by merger or sale of substantially all of the assigning party's assets provided that such successor assumes all obligations under this Agreement.

Licensor:

By:

Date:

Licensee:

By:

Date:

Enter text✕

What a Licensee Disclosure Agreement Is and When It Applies

A Licensee Disclosure Agreement is a written contract that documents information a licensee must disclose to a licensor or third parties before or during a licensed activity. Typical contexts include intellectual property licenses, software/sublicense arrangements, and regulated activities where the licensee provides background on prior claims, related inventions, subcontractors, or conflicts of interest. The agreement defines the scope of required disclosures, representation and warranty language, and how disclosed information will be used, retained, and protected. It establishes duties and remedies tied to material omissions or misstatements by the licensee.

Why this Agreement Matters for Risk and Transparency

A Licensee Disclosure Agreement promotes informed contracting by ensuring licensors receive material facts that affect license scope, enforceability, and compliance. Accurate disclosure reduces later disputes, supports risk allocation, and can be a condition precedent to grant of rights or payments.

Why this Agreement Matters for Risk and Transparency

Who typically completes or reviews a Licensee Disclosure Agreement

The form is used by contracting parties and their advisors when rights, compliance, or pre-existing obligations require clear disclosure before a license is granted.

  • Licensors and licensing teams who need material disclosures before granting rights or payments.
  • Licensees (individuals or companies) required to disclose prior work, claims, or conflicts of interest.
  • Outside counsel and compliance officers who verify accuracy, resolve redlines, and attach supporting exhibits.

Legal counsel, compliance officers, and contract administrators commonly review the completed agreement to verify accuracy and ensure required supporting documents are attached.

Typical signers and their roles

Licensing Manager

Corporate Licensing Manager. Reviews incoming disclosures for material conflicts and obligations, negotiates protective clauses, and approves acceptance conditions. Coordinates with legal and finance on royalties, warranties, and indemnities.

Independent Licensee

Individual or small business licensee. Provides factual responses about prior work, subcontractors, encumbrances, and related IP. Responsible for truthful disclosure and timely updates during the agreement term.

Core parts of a professional Licensee Disclosure Agreement

A clear agreement groups disclosures by topic, sets timing and format for responses, and specifies consequences for omissions or misstatements.

Parties

Identifies licensor and licensee with full legal names and contact details to avoid ambiguities in enforcement and notices.

Disclosure Scope

Defines categories of required information such as prior inventions, ongoing obligations, third-party licenses, and conflicts of interest.

Confidentiality

Specifies treatment of disclosed information, permitted uses, access controls, and retention limits to protect sensitive data.

Representations

Licensee statements confirming completeness and accuracy, and procedures for correcting or supplementing disclosures.

Term and Updates

Timing rules for initial disclosures and ongoing update obligations triggered by material changes during the license term.

Remedies

Consequences for false or late disclosures including indemnities, termination rights, and potential damages.

Step-by-step: completing a Licensee Disclosure Agreement

Follow these core steps to prepare, review, and finalize the disclosure with minimal risk.

  • 01
    Prepare: Gather referenced agreements and patent lists.
  • 02
    Populate: Complete fields and attach exhibits.
  • 03
    Review: Legal and compliance verify accuracy.
  • 04
    Execute: Sign and distribute executed copies.

Configuring an online disclosure workflow

Set up templates, authentication, and retention rules before sending to ensure consistent data capture and auditability.

Field Configuration
Template Pre-fill repeated sections and attach exhibit placeholders.
Authentication Use email + SMS or stronger methods for higher assurance.
Notifications Automate reminders and escalations for overdue disclosures.
Storage Configure encrypted archival location and retention tags.

Where to send or file completed disclosures

Determine recipients and retention destinations before execution to ensure compliance and accessibility.

  • Primary Recipient: Send the executed agreement to the licensor's contract admin.
  • Legal Archive: Store a signed copy in legal document repository.
  • Compliance Team: Forward sensitive disclosures to compliance reviewers.
  • External Filing: Record exhibits where state or industry requires public filing.

Digital signing and system compatibility

Use a platform that supports required authentication, PDF and DOCX formats, and secure audit trails.

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

Key security and compliance considerations

Encryption: TLS 1.2/1.3; AES-256
HIPAA Support: BAA required for PHI
Legal Compliance: ESIGN and UETA
Audit Trail: Timestamps, IP, event log
Certifications: SOC 2 Type II, ISO 27001
21 CFR Part 11: Supported where required

Common preparation mistakes to avoid

  • Failing to attach referenced exhibits which leaves disclosure statements unverifiable and can trigger disputes or rescission.
  • Using informal or abbreviated legal names that prevent matching against filings, payments, or corporate records.
  • Overlooking ongoing update obligations and failing to submit supplements when material changes occur during the license term.
  • Relying on weak signer authentication for high-value licenses, which can undermine enforceability in contested disputes.

Consequences of incorrect or incomplete disclosures

Breach Liability: Damages and indemnities
Termination: Right to rescind or terminate
Withholding: Financial remedies or escrow
Reputational Risk: Loss of trust and future deals
Regulatory Risk: Fines where law applies
Invalid Signature: Enforceability challenges

Typical timelines and deadlines for disclosure delivery

Set clear delivery and review windows to prevent delays and preserve rights tied to disclosure conditions.

Initial Disclosure Due:

Commonly due upon execution or within 10–30 days of signing.

Supplemental Updates:

Obligations often require prompt updates upon material change.

Review Period:

Allow 7–14 business days for licensor review and questions.

Dispute Response:

Response windows for disputes typically 14–30 days.

Record Retention Start:

Retention clocks begin on the effective date or last update.

Comparison: signNow and common eSignature providers for this agreement

Platform selection affects authentication, audit trails, and cost. The table compares basic pricing and common compliance attributes across several vendors.

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 by vendor Varies by vendor Varies by vendor Varies by vendor
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

Real-world examples of disclosure workflows

Sample use cases show practical approaches to collecting and managing disclosures across industries.

Martin Properties (Real Estate)

Tim Martin needed remote execution for tenant-related disclosures.

  • Tim used a digital template and attachments for property exhibits.
  • The online workflow reduced turnaround, ensured consistent exhibits, and centralized records for future audits and compliance.

Fertility Centers (Healthcare)

John Butler required secure patient-related disclosures tied to licensing.

  • The organization used encrypted workflows and a BAA for PHI handling.
  • This preserved confidentiality, enabled audit trails, and satisfied internal compliance reviews without paper handling.

Frequently asked questions about Licensee Disclosure Agreements

Answers to common legal and practical questions about completing, signing, and storing licensee disclosures.


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