Business Associate Agreement
Last Updated: May 1, 2025
This Business Associate Agreement ("BAA") is entered into by and between Moments Journal, Inc. ("Business Associate"), and Customer ("Covered Entity"), and is effective as of the Effective Date of acceptance of these terms by Covered Entity.
WHEREAS, pursuant to these Terms of Use, Business Associate will provide certain services to, for, or on behalf of Covered Entity involving the use or disclosure of Protected Health Information ("PHI"), and pursuant to such Terms of Use, Business Associate may be considered a "business associate" of Covered Entity; and
WHEREAS, Covered Entity and Business Associate intend to protect the privacy and ensure the security of PHI disclosed to Business Associate pursuant to the Platform Terms of Service in compliance with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191 ("HIPAA") and the Standards for Privacy of Individually Identifiable Health Information promulgated thereunder by the U.S. Department of Health and Human Services at 45 CFR § 160 and § 164 (the "HIPAA Rules"), and the Health Information Technology for Economic and Clinical Health Act of 2009 (the "HITECH Act"), as amended from time to time; and
WHEREAS, the purpose of this BAA is to satisfy certain standards and requirements of the HIPAA Rules and the HITECH Act, as amended from time to time.
NOW, THEREFORE, in consideration of the mutual promises below and the exchange of information pursuant to this BAA, the parties agree as follows:
Definitions.
Terms used but not otherwise defined in this BAA shall have the same meanings as set forth in 45 CFR Parts 160, 162, and 164, or the HITECH Act.
Obligations of Business Associate.
a. Permitted Uses and Disclosures.
Business Associate agrees to use or disclose PHI solely as necessary to perform the services set forth in the Platform Terms of Service, as permitted under this BAA, or as required by law. Business Associate shall not de-identify PHI or use or disclose any De-identified Data derived from PHI without the prior consent of the Covered Entity. If such consent is granted, any de-identification process must comply with the requirements of 45 C.F.R. §164.514(a)-(c), and any use or disclosure of resulting de-identified data must remain consistent with the scope of the Covered Entity’s authorization. Unless otherwise agreed to by Covered Entity, all rights, title, and interest in and to such de-identified data shall remain with the Covered Entity.
b. Nondisclosure.
Business Associate shall not use or further disclose PHI other than as permitted or required by this BAA.
c. Safeguards.
Business Associate shall implement appropriate safeguards to prevent use or disclosure of PHI other than as provided for by this BAA. Business Associate shall maintain a comprehensive written information privacy and security program that includes administrative, technical, and physical safeguards appropriate to the size and complexity of Business Associate's operations and the nature and scope of its activities.
d. Reporting of Disclosures; Mitigation.
Business Associate shall report to Covered Entity any use or disclosure of PHI not provided for by this BAA of which Business Associate becomes aware. Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate in violation of the requirements of this BAA.
e. Business Associate's Agents.
Business Associate shall ensure that any subcontractors, to whom it provides PHI received from (or created or received by Business Associate on behalf of) Covered Entity, agree to the same restrictions and conditions that apply to Business Associate with respect to such PHI.
f. Availability of Information to Covered Entity.
Business Associate shall make available to Covered Entity (or, as directed by Covered Entity, to an Individual) such information as Covered Entity may request, and in the time and manner designated by Covered Entity, to fulfill Covered Entity's obligations (if any) to provide access to, provide a copy of, and account for disclosures with respect to PHI pursuant to HIPAA and the HIPAA Rules, including, but not limited to, 45 CFR §§ 164.524 and 164.528. Requests for information must be submitted at least 14 days in advance of the due date.
g. Amendment of PHI.
Business Associate shall make any amendments to PHI in a Designated Record Set that the Covered Entity directs or agrees to at the request of Covered Entity or an Individual, and in the time and manner designated by Covered Entity, to fulfill Covered Entity's obligations (if any) to amend PHI pursuant to HIPAA and the HIPAA Rules, including, but not limited to, 45 CFR § 164.526. Business Associate shall, as directed by Covered Entity, incorporate any amendments to PHI into copies of such PHI maintained by Business Associate.
h. Internal Practices.
Business Associate shall make its internal practices, books, and records relating to the use and disclosure of PHI received from Covered Entity (or created or received by Business Associate on behalf of Covered Entity) available to the Secretary, in a time and manner designated by Covered Entity or the Secretary, for purposes of the Secretary determining Covered Entity's compliance with HIPAA and the HIPAA Rules.
i. Documentation of Disclosures for Accounting.
Business Associate agrees to document such disclosures of PHI and information related to such disclosures as would be required for Covered Entity to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR § 164.528.
j. Access to Documentation for Accounting.
Business Associate agrees to provide to Covered Entity or an Individual, in a time and manner designated by Covered Entity, information documented in accordance with Section 2(i) of this BAA in a time and manner as to permit Covered Entity to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR § 164.528.
k. Notification of Breach.
During the Term of this BAA, Business Associate shall notify Covered Entity within ten (10) days of Discovery of any Breach of Unsecured PHI. Business Associate further agrees, consistent with Section 13402 of the HITECH Act, to provide Covered Entity with information necessary for Covered Entity to meet the requirements of said section, and in a manner and format to be specified by Covered Entity.
l. Minimum Necessary.
When using, disclosing, or requesting PHI from the Covered Entity, or in accordance with any provision of this BAA, Business Associate shall limit PHI to the minimum necessary to accomplish the intended purpose of the use, disclosure, or request.
Obligations of Business Associate.
a. Covered Entity shall be responsible for using appropriate safeguards to maintain and ensure the confidentiality, privacy, and security of PHI transmitted to Business Associate pursuant to the BAA and this BAA, in accordance with the standards and requirements of HIPAA and the HIPAA Rules, until such PHI is received by Business Associate.
b. Upon request, Covered Entity shall provide Business Associate with the notice of privacy practices that Covered Entity produces in accordance with 45 CFR § 164.520, as well as any changes to such notice.
c. Covered Entity shall provide Business Associate with any changes in, or revocation of, permission by an Individual to use or disclose PHI, if such changes affect Business Associate's permitted or required uses or disclosures.
d. Covered Entity shall notify Business Associate of any restriction on the use or disclosure of PHI that Covered Entity has agreed to in accordance with 45 CFR § 164.522 if such restriction affects Business Associate's permitted or required uses or disclosures.
Term and Termination.
a. Term.
The Term of this BAA shall commence as of the Effective Date and shall terminate when all of the PHI provided by Covered Entity to Business Associate, or created or received by Business Associate on behalf of Covered Entity, is destroyed or returned to Covered Entity, or, if it is infeasible to return or destroy PHI, protections are extended to such information in accordance with the termination provisions of this Section. The provisions of this BAA shall survive termination of the BAA to the extent necessary for compliance with HIPAA and the HIPAA Rules.
b. Material Breach.
A material breach by either party of any provision of this BAA shall constitute a material breach of the BAA if such breach is not cured by the breaching party within thirty (30) days of receipt of notice describing the material breach.
c. Reasonable Steps to Cure Breach.
If either party becomes aware of an activity or practice of the other party that constitutes a material breach or violation of the other party's obligations under the provisions of this BAA, the non-breaching party shall notify the breaching party of the breach and the breaching party shall take reasonable steps to cure such breach or violation, as applicable, within a period of time that shall in no event exceed thirty (30) days. If the breaching party's efforts to cure such breach or violation are unsuccessful, the non-breaching party shall either terminate the BAA, if feasible, or if termination of the BAA is not feasible and the breaching party has violated the HIPAA Rules, the non-breaching party may report the breaching party's breach or violation to the Secretary.
d. Judicial or Administrative Proceedings.
Either party may terminate the BAA, effective immediately, if the other party is named as a defendant in a criminal proceeding for an alleged violation of HIPAA, or if a finding or stipulation that the other party has violated any standard or requirement of HIPAA or other security or privacy laws is made in any administrative or civil proceeding in which the party has been joined.
e. Effect of Termination.
Except as provided in paragraph (e)(2) of this Section or if required by law or regulation to be maintained by Business Associate, upon termination of the BAA for any reason, Business Associate shall return at Covered Entity's expense, or destroy all PHI received from Covered Entity (or created or received by Business Associate on behalf of Covered Entity) that Business Associate still maintains in any form, and shall retain no copies of such PHI. This provision shall apply to PHI that is in the possession of subcontractors or agents of Business Associate.
In the event that Business Associate determines that returning or destroying the PHI is infeasible, Business Associate shall provide notification to Covered Entity of the conditions that make return or destruction infeasible. Upon mutual agreement of the parties that return or destruction of PHI is infeasible, Business Associate shall extend the protections of this BAA to such PHI and limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI. The obligations of Business Associate under this Section shall survive the termination of the BAA.
Amendment to Comply with Law.
The parties acknowledge that state and federal laws relating to electronic data security and privacy are rapidly evolving and that amendment of the BAA may be necessary to provide for procedures to ensure compliance with such developments. The parties specifically agree to take such action as is necessary to implement the standards and requirements of HIPAA, the HIPAA Rules, the HITECH Act, and other applicable laws relating to the security or confidentiality of PHI. Upon the request of either party, the parties shall promptly enter into negotiations concerning the terms of an amendment to the BAA embodying written assurances consistent with the standards and requirements of HIPAA, the HIPAA Rules, the HITECH Act, or other applicable laws relating to security and privacy of PHI. Either party may terminate the BAA upon thirty (30) days' written notice in the event the other party does not promptly enter into negotiations to amend the BAA when requested pursuant to this Section, or does not enter into an amendment to the BAA providing assurances regarding the safeguarding of PHI that satisfy the standards and requirements of HIPAA, the HIPAA Rules, the HITECH Act, or any other applicable laws relating to the security and privacy of PHI.
No Third-Party Beneficiaries.
Nothing in this BAA is intended to confer, nor shall anything herein confer, upon any person other than Covered Entity, Business Associate, and their respective successors and assigns, any rights, remedies, obligations, or liabilities whatsoever, and no other person or entity shall be a third-party beneficiary of this BAA.
Effect on BAA.
Except as specifically required to implement the purposes of this BAA, or to the extent inconsistent with this BAA, all other terms of the BAA shall remain in full force and effect.
Interpretation.
This BAA shall be interpreted as broadly as necessary to implement and comply with HIPAA, the HIPAA Rules, and any other applicable law relating to the security and privacy of PHI. Any ambiguity in this BAA shall be resolved in favor of a meaning that permits Covered Entity to comply with the HIPAA Rules.
Regulatory References.
A reference in this BAA to a section in the HIPAA Rules or the HITECH Act means the section as in effect or as amended, and for which compliance is required.