Institutional Account Addendum

1. Who This Applies To

This Addendum applies to every institutional account on White Coat World — pre-health schools, health schools, healthcare organizations, and volunteer organizations (each, an “Institution”). It is in addition to the Terms of Use, the Privacy Policy, and the Acceptable Use Policy. Where this Addendum conflicts with the Terms of Use, this Addendum controls for institutional accounts. Where a separately signed agreement (an order form, a Data Processing Agreement, or a FERPA addendum) conflicts with either, that signed agreement controls.

2. Authority to Bind

By accepting this Addendum you represent and warrant that you are authorized to enter into binding agreements on behalf of the Institution you name, and that the Institution is bound by these documents. “You” in these documents means both you personally and the Institution.

If you are not authorized to bind the Institution, do not accept — create a personal account instead, or ask the person who does hold that authority to create the institutional account. If it later emerges that you lacked authority, White Coat World may suspend the account immediately, and you agree that you personally accepted these terms in your individual capacity for the period the account was in use.

3. Data Roles — Controller and Processor

• For student education records originating from or maintained by the Institution, the Institution is the data controller and the FERPA record owner, and White Coat World is a processor and School Official under 34 CFR § 99.31(a)(1)(i)(B), acting only on the Institution's documented instructions.
• The Institution designates White Coat World as a School Official with a legitimate educational interest in the records its consenting students share, and confirms it has given the annual FERPA notification its own policies require.
• White Coat World asserts no ownership of education records and does not sell, license, or use them to train or fine-tune AI models. On termination, White Coat World will return or delete the Institution's records as the Institution directs.
• A student may hold an account with White Coat World before their institution signs this Addendum, or at an institution that never does. For that data, and only for so long as no institutional relationship covers it, White Coat World is the controller as described in the Privacy Policy. This is a transitional case, not a parallel product: once the Institution's agreement covers a student, the terms above govern their education records from that point forward. It confers no rights on the Institution over data held before the agreement, which remains subject to the student's own consent.

4. Student Consent Cannot Be Overridden

• Student sharing with an Institution is opt-in by the student and revocable by the student at any time. The Institution cannot grant, extend, or restore that consent on a student's behalf, and cannot require a student to grant it as a condition of enrollment, placement, a grade, or any other benefit.
• The Institution will not use a student's revocation, or their choice not to use the Platform at all, to disadvantage them.

5. Your Users Are Your Responsibility

• The Institution is responsible for everyone it invites, approves, or authorizes to use its account, and for their compliance with these documents. Acts and omissions of those people are treated as the Institution's own.
• The Institution will maintain accurate account administration — promptly removing access for people who leave or change roles — and will keep credentials confidential and unshared.
• The Institution will notify security@whitecoatworld.org, or use our contact form, without undue delay, and in any event within 48 hours, of any suspected compromise of its account or improper disclosure of student data.

6. Accuracy of What You Publish

Opportunities, programs, scholarships, deadlines, requirements, and organizational information the Institution publishes on the Platform must be accurate, current, and ones the Institution is authorized to offer. Students act on these. The Institution is solely responsible for the content it publishes and for honoring what it advertises; White Coat World does not verify postings and makes no representation about them.

7. Fees, Term & Pilots

Accounts created without a signed order form are provided at no charge and on a trial or pilot basis. Trial and pilot access may be modified, limited, or withdrawn at any time, and carries no service-level commitment. Paid scope, term, fees, renewal, and any service-level terms are governed exclusively by a separately signed order form. Nothing here obliges either party to enter into a paid agreement.

A signed agreement controls. Where a signed order form, services agreement, Data Processing Agreement, or FERPA addendum between the Institution and us conflicts with the Terms of Use or this Addendum, the signed agreement governs — on pricing, liability, dispute resolution, data handling, and term and termination alike. This mirrors Section 11f of the Terms of Use. We will not rely on our online terms to narrow a commitment we made to you in a document we both signed.

7a. Liability & Disputes for Institutions

The Terms of Use are written primarily for individual users, and two of their provisions are adjusted for institutional accounts by Section 11f of those Terms:

• Arbitration is administered under the AAA Commercial Arbitration Rules, not the Consumer Arbitration Rules.
• The US $100.00 floor in the cap on damages does not apply to you. Our cumulative liability to the Institution is limited to the fees the Institution paid us in the twelve (12) months preceding the claim.

The class action waiver, governing law and venue, and the one-year limit on claims apply as written in the Terms of Use.

8. Confidentiality

Each party will protect the other's non-public information disclosed in connection with the relationship, use it only for the purpose it was shared, and disclose it only to people who need it and are bound by comparable obligations. This does not restrict disclosure required by law or by a public-records statute applicable to the Institution.

9. Public Institutions

Where the Institution is a public body legally restricted from agreeing to indemnification, binding arbitration, a class-action waiver, a limitation of liability, or a governing law other than its own, those provisions of the Terms of Use do not apply to that Institution to the extent of the restriction, and the corresponding terms of the Institution's own signed agreement apply instead. The remainder of the Terms of Use and this Addendum continue in full force. Nothing here requires a public Institution to waive sovereign immunity.

10. Suspension & Termination

Either party may terminate the Institution's account at any time on notice. White Coat World may suspend an institutional account immediately where it reasonably believes student data is at risk or these documents have been breached. On termination, the Institution's users lose access, student consents lapse, and records are returned or deleted as described in Section 3.

11. Record of Acceptance

Acceptance of this Addendum — which version, when, and a digest of the published document — is recorded permanently and cannot be withdrawn or altered, including by White Coat World. Institutions and their counsel may request a copy of that record for their own files.

12. Contact

Institutional agreements, DPAs, FERPA addenda, and security questionnaires: our contact form or security@whitecoatworld.org