Parties: This Agreement is entered into by and between Cold Case America™ (“CCA”) and (“Partner Organization”).

1 P U R P O S E

The purpose of this Agreement is to establish mutual responsibilities for safeguarding confidential information, case data, and personal records shared between Cold Case America™ and the Partner Organization. This Agreement ensures that sensitive information remains protected, properly used, and handled in compliance with applicable laws, ethical standards, and organizational protocols.

2 D E F I N I T I O N S

Confidential Information: Includes but is not limited to investigative reports, case files, victim and witness information, suspect records, evidence logs, chain of custody forms, internal communications, training materials, and any proprietary methodologies developed by Cold Case America^TM.

Data Assurance: Refers to the set of measures, policies, and controls that maintain the integrity, confidentiality, and security of shared data.

Authorized Personnel: Individuals designated and approved by either Party to access confidential data for official purposes only.

3 O B L I G A T I O N S O F T H E P A R T I E S

3 . 1 C O N F I D E N T I A L I T Y

Both Parties agree not to disclose, reproduce, or distribute Confidential Information to unauthorized persons.

Access to data shall be limited strictly to Authorized Personnel with a legitimate need-to-know basis. Confidential Information shall not be used for personal gain, media purposes, or outside projects without written approval from CCA.

3 . 2 D A T A S E C U R I T Y

All digital data must be stored on secure, password-protected systems with encryption where possible.

Physical records must be secured in locked facilities with access restricted to Authorized Personnel. Partner Organizations agree to immediately notify CCA of any suspected data breach, unauthorized access, or loss of information.

3 . 3 L E G A L A N D E T H I C A L C O M P L I A N C E

Both Parties shall comply with applicable federal, state, and local laws, including privacy protections (e.g., HIPAA where applicable, CJIS requirements, and relevant victim protection laws).

Data will be handled with respect, dignity, and sensitivity to victims, families, and communities.

4 I N F O R M A T I O N S H A R I N G A N D U S E

Data sharing is permitted only for purposes of advancing cold case investigations, victim advocacy, training, or other agreed upon initiatives.

Any publication, presentation, or media release that references shared information must receive prior written approval from both Parties.

Upon request, data provided by one Party shall be returned or destroyed once its intended use is complete.

5 T E R M A N D T E R M I N A T I O N

This Agreement remains in effect from the Effective Date until terminated in writing by either Party. Upon termination, both Parties must return or destroy all shared Confidential Information unless otherwise required by law.

Each Party is responsible for the actions of its own personnel in handling Confidential Information. Neither Party shall hold the other liable for indirect, incidental, or consequential damages resulting from unauthorized disclosures, except where gross negligence or willful misconduct is proven.

7 A C K N O W L E D G M E N T A N D A C C E P T A N C E

By entering your information below, both Parties agree to abide by the terms of this Privacy and Data Assurance Agreement and to uphold the highest standards of integrity and confidentiality in all Cold Case America^TM collaborative efforts.