Last updated May 2026
Agreement Acceptance and Authority
By accessing or using the Customer Portal (“Portal”) provided by Copic, you (“Customer”) accept and agree to be legally bound by the terms of this Customer Portal Agreement (“Agreement”). If you do not agree to these terms, you may not access or use the Portal. For purposes of this Agreement, Copic includes Copic Insurance Company and its affiliate, Copic, a Risk Retention Group, referred to collectively herein as “Copic,” “Company,” “we,” “our” or “us.”
If you access or use the Portal on behalf of an organization, you represent and warrant that you have authority to bind that organization, and all references to “you” or “Customer” refer to that organization.
Portal access and use are limited to authorized employees, representatives, contractors, and agents, for legitimate commercial business purposes.
License Grant and Ownership
Copic grants Customer a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Portal solely for Customer’s internal business purposes related to Copic’s products or services lawfully obtained by Customer.
All rights, title, and interest in and to the Portal and related software, content, and materials, including all intellectual property rights, remain with Copic and its licensors. No ownership or other rights are transferred beyond those expressly granted in this Agreement.
Relationship to Insurance Policies
The Portal and all related features are provided for Customer’s convenience only. No information, content, or feature in the Portal alters, expands, limits, interprets, or otherwise affects any coverage, obligation, or terms under any insurance policy, endorsement, binder, invoice, or other written Agreement issued by Copic (“insurance documentation”).
In the event of any conflict or inconsistency between the Portal (including its content or features) and any insurance documentation, the insurance documentation will control. Use of the Portal does not replace, amend, or supplement any procedures or requirements for notice, claim reporting, or communication as specified in your insurance documentation.
Permitted Use and Restrictions
Customer may use the Portal only for internal commercial purposes in accordance with this Agreement and applicable law. The Portal is intended for business and commercial use by authorized representatives of Customer, and, by using the Portal, you represent that:
- you are authorized to act for Customer and to accept this Agreement; and
- you will use the Portal only for Customer’s legitimate business purposes.
You are responsible for all activity conducted under Customer’s Portal account, including by your employees, contractors, and agents.
Customer may not (a) copy, modify, reverse engineer, or otherwise attempt to access the Portal’s source code; (b) sell, sublicense, distribute, or make the Portal or its content available to third parties; (c) interfere with or bypass security, access systems or data without authorization, or disrupt the Portal; (d) use the Portal or its data for competitive, commercial, marketing, or benchmarking purposes; (e) transmit malware, inappropriate content, or engage in unlawful activity; or (f) upload payment card information or conduct transactions except through Copic approved features. No rights are granted to Customer except as expressly set forth in this Agreement.
Confidentiality and Security
To access the Portal, Customer must register for an account and provide accurate, current, and complete information as requested. Customer is solely responsible for maintaining the confidentiality and security of all account credentials (including usernames, passwords, and security tokens), and for all activities conducted through its accounts. Credentials must not be shared with anyone other than authorized individual users. Customer must promptly notify Copic of any actual or suspected unauthorized use, loss, or compromise of credentials or Portal access.
Customer must implement and maintain appropriate security measures for systems and devices accessing the Portal, including timely software updates, anti-malware protection, and, where required by Copic, multi-factor authentication. Copic may, at its discretion and without notice, disable, suspend, or terminate any account or access credentials for violation of this Agreement or to protect Portal integrity and security.
Customer will treat as confidential all non-public information and protected health information obtained through the Portal including, but not limited to, policyholder data, underwriting materials, claims materials, loss runs, account information, pricing, patient records, and Copic’s internal communications (“confidential information”). Confidential information may only be used as expressly permitted by this Agreement or applicable insurance documentation and must not be disclosed or used for unauthorized purposes.
Protected health information accessed or transmitted through the Portal will only be used or disclosed as permitted under the Health Insurance Portability and Accountability Act, insurance documentation, and other applicable privacy laws.
Privacy and Data Use
Copic’s collection, use, and disclosure of information obtained through the Portal are governed by Copic’s Privacy Policy, available at Privacy Policy which is incorporated by reference. By accessing or using the Portal, Customer consents to all actions taken by Copic with respect to such information in compliance with the Privacy Policy and applicable law. Copic’s Cookie Policy does not apply to the Portal. The Portal does not use analytics cookies.
Payments and Payment Processing
The Portal allows Customers to pay invoices through the Portal, which are processed by an authorized third-party payment processor (“Processor”), currently InvoiceCloud. Copic may change the third-party processor at any time, without notice to Customer. Customer authorizes Copic and Processor to process transactions Customer initiates through the Portal. Transactions are subject to the Processor’s terms and conditions and privacy policy.
Customer consents to receive notifications and invoices from the Processor.
Your use of the Portal is a representation that you are authorized to initiate credit card transactions or ACH debits/credits from Customer’s designated accounts.
Transaction timing may be affected by banking or card networks, processor policies, fraud controls, and system outages. Refunds and credits are governed solely by the insurance documentation, invoice terms, or applicable law. Before initiating any chargeback or dispute with the Processor, Customer must first submit the payment dispute to Copic.
Uploading or transmitting payment card information through the Portal is permitted only through approved and secure features designated for that purpose.
Term and Termination
This Agreement commences upon Customer’s first access to the Portal and continues until terminated as provided herein.
Copic may suspend or terminate Customer’s access to the Portal immediately and without notice for (a) material or repeated violation of this Agreement, (b) termination of Customer’s relationship with Copic, (c) security risks or unauthorized access, (d) legal or regulatory compliance, or (e) as Copic determines necessary to protect the Portal or Copic’s interests.
Customer may deactivate its Portal account or cease use at any time. Upon termination, all rights to access and use the Portal immediately cease. Provisions which by their nature should survive termination—including confidentiality, ownership, disclaimers, limitation of liability, indemnity, dispute resolution, and governing law—will survive. Termination will not limit any of Copic’s rights or remedies at law or in equity.
Disclaimers
To the fullest extent permitted by law, the Portal and all associated services, content, and features are provided “as is” and “as available,” without warranty of any kind—whether express, implied, statutory, or otherwise—including warranties of merchantability, fitness for a particular purpose, non-infringement, title, and any warranties arising from course of dealing or usage. Copic does not guarantee uninterrupted, error-free, or secure operation.
Limitation of Liability
To the maximum extent permitted by law, in no event will Copic or its affiliates, officers, directors, employees, agents, licensors, or service providers be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, computer failure, or business interruption arising from or relating to this Agreement or the Portal. Any direct damages will not exceed the amount Customer actually paid in the twelve (12) months preceding the event giving rise to liability, regardless of the theory of liability, foreseeability, or whether Copic was advised of the possibility of such damages.
Indemnification
Customer will defend, indemnify, and hold harmless Copic, its affiliates, officers, directors, employees, agents, successors, and assigns from and against any and all claims, damages, liabilities, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to Customer or its users’: (a) use or misuse of the Portal; (b) breach of this Agreement; or (c) violation of law or third-party rights.
Changes
Copic may update this Agreement from time to time. We will post updates to this Agreement in the Portal and revise the “last updated” date. Continued use of the Portal after the effective date of revised terms constitutes acceptance. If Customer does not agree to updated terms, Customer must discontinue Portal use.
Miscellaneous
- Entire Agreement: This Agreement is the entire agreement related to the Portal and supersedes prior portal related terms, but does not supersede insurance documentation.
- Severability: If any provision is unenforceable, the remaining provisions will remain in effect.
- No Waiver: Failure to enforce any provision is not a waiver of that or any other provision.
- Assignment: Customer may not assign this Agreement without our prior written consent. We may assign this Agreement to an affiliate or successor.
- Governing Law and Jurisdiction: This Agreement is governed by the laws of the State of Colorado. All actions related to this Agreement or the Portal must be brought exclusively in the state or federal courts located in the City and County of Denver, Colorado.
Contact Information; Notices to Company
Customer should direct Portal support questions and requests to cu*************@***ic.com, and privacy questions or legal notices to le***@***ic.com.
Clickwrap Acceptance
By selecting “I agree,” creating an account, accessing the Portal, or using the Portal, you acknowledge that you have read and understand this Agreement and agree to be bound by its terms.
