Terms of Service

Agreement to these terms

These terms govern access to and use of the internal applications Vibrant Village Foundation (the Foundation) publishes under vvfkenya.org. By signing in you confirm that you are authorised to do so and agree to follow these terms, the Privacy Policy and the Foundation's other policies. If you do not agree, do not sign in. Where a contract of employment or engagement with the Foundation says something different, that contract prevails for the people it covers.

Accounts and access

Accounts are issued at the Foundation's discretion for programme and business purposes, and are personal to the individual named on them. Do not share an account, a password or a two-factor code with anyone, including a colleague or a supervisor, and keep the second factor on a device only you control. You are responsible for what is done under your account until you report it compromised. Access is reviewed as roles change and is withdrawn when it is no longer needed, including on the effective date of a deactivation, and on leaving the Foundation.

Acceptable use

Use these applications only for authorised Foundation work. You must not:

• sign in as another person, or let another person use your account;
• attempt to bypass permissions, authentication or any other security control;
• probe, scan, overload or disrupt the systems, or test their security without written authorisation;
• upload malicious software, or anything unlawful;
• look up records you have no work reason to see;
• extract or copy data outside approved exports and workflows, or move it onto personal devices or accounts;
• use the applications for anything unlawful, discriminatory, abusive or fraudulent.

Accuracy of what you enter

Programme records drive real outcomes: attendance, stipend payments, reporting to donors and decisions about learners. You are responsible for the accuracy of what you enter, upload or approve. Entering information you know to be false, approving a record you have not checked, or altering a record to change a payment or a report is a serious matter and is handled under the Foundation's disciplinary and fraud policies, not merely as a data error. Changes are recorded in an audit trail that attributes each one to the account that made it.

Confidentiality and data protection

Treat everything in these applications as confidential Foundation information, including the records they hold about programme participants and children. Share it only with people authorised to receive it, through approved channels; follow the Foundation's information-security, safeguarding and records policies and applicable data-protection law when handling personal information; and return or delete Foundation information in your possession when your access ends. This obligation continues after your access does.

Signing in with Google

Some applications offer Continue with Google as an alternative to password sign-in. Using it is optional; it authenticates an account an administrator has already created and never creates one. What the application receives from Google, and how it is handled, is set out in the Privacy Policy. Your Google account itself is governed by your agreement with Google, not by these terms, and you can withdraw the application's access from your Google account's security settings at any time without losing password sign-in.

Ownership

The applications, their software, design and documentation are owned by or licensed to the Foundation. You are granted a limited, non-exclusive, non-transferable and revocable right to use them for authorised purposes; no other rights are granted. Records created in the course of Foundation work belong to the Foundation. The names and logos of the Foundation may not be used outside authorised work.

Availability and changes

Features, access and the applications themselves may be changed, suspended or withdrawn, for maintenance, security or programme reasons, with notice where practicable. The Foundation aims for reliable service but does not guarantee uninterrupted or error-free availability, and users should not rely on these systems as the only copy of anything that must not be lost.

Disclaimers and liability

To the extent permitted by law, the applications are provided on an "as available" basis without warranties beyond those stated here, and the Foundation is not liable for indirect, incidental, special, consequential or punitive damages arising from their use. Nothing here limits liability that cannot lawfully be limited, and nothing here reduces any right you have under your contract of employment or engagement, or under applicable law.

Suspension and termination

Access may be suspended or ended for a breach of these terms, a security concern, a legal requirement, or an operational reason, with or without notice as the situation requires. The clauses on confidentiality, ownership, accuracy, disclaimers and liability continue to apply after access ends, as does the Privacy Policy's treatment of the records that remain.

Governing law

These terms are governed by the laws of Kenya, and disputes are subject to the courts of Kenya, unless applicable law or your contract with the Foundation requires otherwise.

Changes to these terms

These terms are updated from time to time and the current version is always the one published here, with its effective date above; continued use after an update means you accept it. A change that matters to how the applications may be used is communicated rather than left to be discovered.

Contact

Questions about these terms go to your Vibrant Village Foundation system administrator.