Terms and Conditions

1. Service Description

1.1 EventPassport Platform

EventPassport provides a comprehensive event management solution that enables organizations to:

• Event Management: Create, organize, and manage events of various scales and types
• Attendee Registration: Streamline participant registration and data collection
• Custom Badge Design: Create personalized event badges with custom branding
• Digital Badge Generation: Generate secure digital badges with unique QR codes
• Email Badge Delivery: Automatically distribute badges via email
• Self Check-in Functionality: Enable automated attendee check-in through QR code scanning
• Lead Generation: Facilitate business networking and lead capture
• Analytics and Reporting: Provide event performance insights
• Mobile Application: Access features through our dedicated mobile app

1.2 Service Availability

Our Services are provided on a Software-as-a-Service (SaaS) basis. While we strive for 99.9% uptime, we do not guarantee uninterrupted service availability.

2. User Categories and Eligibility

2.1 Event Organizers

• Must be at least 18 years old or represent a legally constituted entity
• Must have authority to bind their organization
• Must provide accurate registration information
• Must maintain account security

2.2 Event Attendees

• Must be at least 16 years old (or have parental consent if under 18)
• Must provide accurate registration information
• Must comply with event-specific rules
• Must use digital badges responsibly

2.3 Business Users

Organizations using EventPassport for commercial purposes must have appropriate business licenses and comply with applicable commercial regulations.

3. Account Registration and Security

3.1 Account Creation

To access certain features, you must provide:

• Valid email address
• Secure password
• Organization details (for Event Organizers)
• Contact and payment information

3.2 Account Security

You are responsible for:

• Maintaining confidentiality of login credentials
• All activities under your account
• Immediately reporting unauthorized use
• Using strong passwords and 2FA when available

3.3 Account Verification

We may require verification of your identity or organization before activating certain features.

4. Payment Terms and Billing

4.1 Subscription Plans

EventPassport offers various subscription plans. Pricing is available on our website and may change with advance notice.

4.2 Payment Methods

• Credit/debit cards (Visa, Mastercard, Amex)
• Bank transfers (enterprise)
• Mobile money (MTN, Vodafone Cash, AirtelTigo)

4.3 Billing & Refunds

• Subscriptions billed monthly or annually in GHS
• No refunds for partial months
• Pro-rated refunds for annual plans within 30 days
• Processing fees are non-refundable

4.4 Price Changes

We reserve the right to modify pricing with 30 days’ notice. Existing subscribers may cancel before changes take effect.

5. Acceptable Use and Prohibited Activities

5.1 Permitted Uses

• Legitimate event management
• Creating and distributing event credentials
• Professional networking and lead generation
• Market research and analytics

5.2 Prohibited Activities

• Illegal activities or fake events
• Spam, malware, or harmful content
• Security breaches or reverse engineering
• Reselling without authorization
• Scraping data or violating IP/privacy rights
• Misrepresenting identity in badges

5.3 Content Standards

All uploaded content must be accurate, lawful, non-offensive, and respect intellectual property and privacy rights.

6. Intellectual Property Rights

6.1 EventPassport IP

We retain all rights to the platform, software, trademarks, and documentation.

6.2 User Content

You retain ownership of your content (logos, attendee data, etc.) but grant us a limited license to display and process it to provide the Services.

6.3 Generated Content

Badges, QR codes, and reports are your property, but we retain rights to the underlying technology.

6.4 Feedback

Any suggestions or feedback you provide become our property and may be used without compensation.

7. Data Protection and Privacy

We process personal data in accordance with:

• Ghana’s Data Protection Act, 2012 (Act 843)
• Our Privacy Policy
• Applicable international laws and best practices

7.2 Event Organizer Responsibilities

As an organizer, you are responsible for:

• Obtaining proper consent from attendees
• Ensuring compliance with privacy laws
• Providing privacy notices
• Handling attendee data requests

7.3 Data Security

We implement encryption, secure QR codes, access controls, and regular security audits.

7.4 Data Breach Notification

We will notify affected users and authorities within 72 hours of a breach, as required by law.

8. Service Level and Support

8.1 Service Availability

We strive for 99.9% uptime, excluding scheduled maintenance, force majeure, or third-party outages.

8.2 Customer Support

• Email support during business hours (GMT+0)
• Online help documentation
• Live chat for paid subscribers
• Phone support for enterprise customers

8.3 Maintenance

We may perform updates with advance notice for scheduled maintenance affecting availability.

9. Limitation of Liability and Disclaimers

9.1 Service Disclaimer

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND.

9.2 Limitation of Liability

Our total liability shall not exceed the amount you paid for the Services in the 12 months preceding the claim.

9.3 Excluded Damages

We are not liable for indirect, consequential, or punitive damages, including loss of profits, event cancellations, or third-party failures.

9.4 User Responsibility

You acknowledge that event success depends on factors beyond our control, and you are responsible for testing features and maintaining backup plans.

10. Termination

10.1 Termination by You

You may cancel your subscription anytime via account settings or customer support.

10.2 Termination by EventPassport

We may suspend or terminate your account for:

• Violation of these Terms
• Fraudulent or illegal activity
• Non-payment after notice
• Protecting our Services or users

10.3 Effect of Termination

• Access to Services is suspended
• You remain liable for fees incurred
• Data may be deleted after a retention period
• Certain provisions survive termination

10.4 Data Export

You may export your event and attendee data before termination, subject to technical and legal constraints.

11. Governing Law and Dispute Resolution

11.1 Governing Law

These Terms are governed by the laws of Ghana.

11.2 Jurisdiction

Disputes are subject to the exclusive jurisdiction of Ghanaian courts, with venue in Accra.

11.3 Alternative Dispute Resolution

Parties agree to attempt resolution through:

1. Direct negotiation
2. Mediation in Ghana
3. Arbitration under Ghana Arbitration Centre rules

11.4 International Users

While Ghanaian law governs, we consider local requirements and may agree to alternative dispute mechanisms where appropriate.