These Terms of Use ("Terms") govern access to and use of the Rotary Club of Mbarara member portal, admin console, guest check-in pages, and related services (together, the "Platform"), operated by Rotary Club of Mbarara ("RC Mbarara", "the Club", "we", "us"), a chartered club of Rotary International registered and operating in the Republic of Uganda.

By registering for, logging into, or otherwise using the Platform — whether as a Club member, an elected officer or committee member, an administrator, a guest checking in at a fellowship session, or a visitor viewing a public link — you ("you", "User") agree to be bound by these Terms and by our Privacy Policy, which is incorporated into these Terms by reference. If you do not agree, you must not use the Platform.

If you are using the Platform on behalf of the Club in an official capacity (e.g. Secretary, Treasurer, Sergeant-at-Arms, System Administrator), you additionally agree to the role-specific obligations described in Section 3 and Section 7 below.

• "Member" — an individual admitted to membership of Rotary Club of Mbarara in accordance with its Constitution and By-Laws, or a member of an affiliated Rotaract/Interact/satellite club granted portal access.
• "Guest" — a visitor, prospective member, or invited speaker who checks in to a single fellowship session or service project via a time-limited token, without holding a standing account.
• "Administrator" / "Officer" — a Member granted elevated access (e.g. Secretary, Treasurer, Sergeant-at-Arms, System Administrator, Project Lead) to manage records on the Platform under Club authority.
• "Content" — any text, document, photo, announcement, blog post, minutes, or other material uploaded to or generated on the Platform.
• "Personal Data" has the meaning given in the Data Protection and Privacy Act, 2019 — information about an identified or identifiable individual.
• "Rotary International" / "RI" — the international association of Rotary clubs of which Rotary Club of Mbarara is a chartered member, and its District organisation.

3.1 Membership accounts. Portal accounts are provisioned by Club administrators for active Members. Access is authenticated by a one-time PIN or verification token sent to the phone number, WhatsApp number, or email address the Club holds on file for you — you are responsible for keeping that contact information current via your Profile page and for the confidentiality of any device or session on which you remain logged in.

3.2 Guest and sergeant tokens. Certain flows (visitor check-in, temporary Sergeant-at-Arms delegation, project session check-in) use single-purpose, time-limited access tokens instead of a standing account. These tokens are personal to the individual they were issued to, must not be shared, forwarded, or posted publicly, and expire automatically.

3.3 Accuracy of information. You agree to provide true, accurate and current information when registering, checking in, submitting apologies/make-ups, or recording payments, and to promptly correct it if it changes. Submitting false attendance, payment, or identity information is a material breach of these Terms and of the Club's Constitution.

3.4 Administrator accountability. Officers and administrators with elevated access (member records, financial records, role management, audit logs) must use that access only for legitimate Club business, in line with the principle of least privilege, and acknowledge that all administrative actions are recorded in the Platform's audit log for accountability and dispute resolution.

3.5 Minors. Where the Platform is extended to an affiliated Interact club or other members under 18 years of age, use is permitted only with the involvement/consent of a parent, guardian, or the supervising Club officer, consistent with Section 12 of the Privacy Policy.

The Platform is an internal club-management and fellowship tool. Depending on your role, it may allow you to: check into fellowship sessions and service projects; view your attendance record and standing; view and respond to Club announcements, calendar events and blog posts; record and track dues, raffle, and category payments (including via Pesapal and MTN Mobile Money); submit make-up and apology requests; participate in mentorship pairings; view awards and recognitions; access Club constitutional and policy documents; and, for administrators, manage members, sessions, projects, finances, and communications.

The Platform is provided for the internal administration and fellowship of Rotary Club of Mbarara and its members. It is not a public social network, and Content on it is not intended for redistribution outside the Club except where explicitly marked public (e.g. shared news posts).

You agree not to:

• Use the Platform for any purpose that is unlawful under Ugandan law, including the Computer Misuse Act, 2011 (e.g. unauthorised access, unauthorised modification of data, cyber-harassment, or offensive communication);
• Attempt to gain access to another Member's account, guest token, or an administrator function you have not been granted;
• Circumvent, disable, or interfere with security features, including the check-in verification workflow, document view-only/anti-copy protections, or rate limits;
• Upload Content that is defamatory, obscene, discriminatory, or that infringes another person's intellectual property or privacy rights;
• Falsify attendance, payment, or project-participation records, or assist another person to do so;
• Use member contact details (phone numbers, WhatsApp numbers, email addresses) obtained through the Platform for commercial solicitation or any purpose outside official Club business;
• Scrape, harvest, or bulk-export Platform data except through features expressly provided for that purpose to authorised administrators.

Attendance figures generated by the Platform (including make-up credit and effective attendance percentage) are used for Club standing, recognition, and reporting purposes, and may be relied upon by Club leadership and, where applicable, District/Rotary International reporting. Formal check-ins are subject to review and approval/rejection by an authorised officer (e.g. Sergeant-at-Arms), and you may be asked to substantiate a submission. Deliberately manipulating check-in windows, tokens, geolocation, or payment status to fabricate attendance is treated as a breach of these Terms and may be reported to the Club's disciplinary process under its By-Laws.

7.1 Payment channels. The Platform facilitates recording and, where enabled, processing of dues, raffle, category and project contributions via Pesapal (card/mobile-money aggregator), MTN Mobile Money direct collection, and manually recorded cash payments verified by an authorised officer.

7.2 Third-party processors. Card and mobile-money transactions are processed by Pesapal Limited and/or MTN Uganda under their own terms of service, privacy policies, and applicable licences from the Bank of Uganda / Uganda Communications Commission. Rotary Club of Mbarara does not store your full card number or mobile money PIN; these are handled directly by the payment processor.

7.3 Accuracy & disputes. You are responsible for verifying the amount and purpose of any payment before confirming it. Disputed or erroneous payments should be raised with the Treasurer or an authorised administrator promptly, quoting the transaction reference shown on the Platform.

7.4 No investment or lending activity. Funds recorded on the Platform (dues, TRF giving, project contributions) are Club and Rotary Foundation funds administered under the Club's Constitution and Rotary International policy; the Platform is a record-keeping and collection tool only and does not constitute a savings, investment, or lending scheme.

The Platform's software, design, and branding are the property of Rotary Club of Mbarara and its developers and may not be copied or reused without permission. Club documents (constitution, by-laws, norms, minutes, policies) remain the property of Rotary Club of Mbarara and are made available to Members for reference; categories marked "View Only" may be viewed but not downloaded, printed, or redistributed, and are watermarked for that purpose.

By uploading Content (e.g. a blog post, project photo, or profile picture) you grant Rotary Club of Mbarara a non-exclusive, royalty-free licence to display, reproduce and distribute that Content within the Platform and in Club publications (newsletters, social media, District/RI reporting), and you confirm you hold the necessary rights and, where the Content depicts another identifiable person, that you have their consent to publish it.

The Platform integrates with third-party services to function, including WhatsApp Business messaging (via an authorised gateway) for reminders and notifications, e-mail delivery providers for OTPs and receipts, Pesapal and MTN Mobile Money for payments, and Google Calendar/Drive where an administrator opts to sync Club scheduling. Your use of features that route through these providers is also subject to each provider's own terms and privacy practices. Rotary Club of Mbarara selects these providers with reasonable care but is not responsible for outages, delays, or data-handling practices outside its direct control.

Rotary Club of Mbarara may suspend or revoke your Platform access — with or without prior notice where urgent — if you breach these Terms, cease to be a Member in good standing, or if suspension is necessary to protect the security or integrity of the Platform or the rights of other Users. Where practicable, you will be informed of the reason and given an opportunity to respond, consistent with the Club's disciplinary procedures under its Constitution and By-Laws. You may request closure of your own account at any time by contacting the Club Secretary; this is separate from, and does not itself end, your Club membership, which is governed by the Club's Constitution.

The Platform is provided on an "as is" and "as available" basis. While Rotary Club of Mbarara takes reasonable steps to keep the Platform accurate, available, and secure, we do not warrant that it will be uninterrupted, error-free, or free of loss. To the maximum extent permitted by Ugandan law, Rotary Club of Mbarara, its officers, and volunteer administrators shall not be liable for indirect, incidental, or consequential loss arising from use of, or inability to use, the Platform, including loss arising from third-party payment-processor delays or WhatsApp/e-mail delivery failures. Nothing in these Terms excludes liability that cannot lawfully be excluded, including liability for fraud or wilful misconduct.

You agree to indemnify and hold Rotary Club of Mbarara and its officers, employees and volunteer administrators harmless from any claim, loss, or expense (including reasonable legal costs) arising from your breach of these Terms, your misuse of the Platform, or Content you upload that infringes the rights of a third party.

These Terms are governed by the laws of the Republic of Uganda. Any dispute arising out of or in connection with these Terms or use of the Platform shall first be referred to the Club's internal grievance procedure under its Constitution and By-Laws and, failing resolution, may be submitted to mediation or arbitration in Kampala, Uganda under the Arbitration and Conciliation Act (Cap. 4), or otherwise to the exclusive jurisdiction of the courts of Uganda.

We may update these Terms from time to time to reflect changes in the Platform, the law, or Club policy. The "Last updated" date at the top of this page will change accordingly, and material changes will be flagged via an in-portal announcement. Continued use of the Platform after an update constitutes acceptance of the revised Terms.

Questions about these Terms should be directed to:

Rotary Club of Mbarara
[club postal/physical address — set in Admin → Settings]
Email: [club contact email — set in Admin → Settings]