Terms &
Conditions of Use

Acceptance of Terms

Eligibility & Platform Access

• Active members of Madhunandan Association who have been formally onboarded and assigned a member account.
• Department representatives appointed by the governing board to manage department-level functions.
• Platform administrators designated by the IT department for system management.

Accounts & Access Security

• Credentials — you must keep your password and any two-factor authentication details confidential. Do not write them down, share them, or use them on shared devices without ensuring you sign out fully.
• Strong passwords — you must use a password that meets the platform's strength requirements: minimum 8 characters, including uppercase, lowercase, numbers, and a special character.
• Two-factor authentication (2FA) — where 2FA is enabled or required, you must complete it on every sign-in. You must not share OTP codes with anyone.
• Device management — you should regularly review your active sessions in Profile → Device Management and revoke any sessions you do not recognise.
• Suspected breach — if you believe your account has been compromised, you must immediately sign out all devices using the one-click logout feature and notify the IT department.
• Accurate information — your profile information (name, email, department) must be accurate and kept up to date. Impersonation of another member is strictly prohibited.
• QR Login — approver responsibility — when you approve a QR login session, you are granting access to your account on another device for the duration you set. Only approve sessions you have personally initiated on a device you control or trust. You are responsible for revoking the session promptly when access is no longer needed.
• QR Login — duration — set the shortest session duration adequate for the task. Duration options range from 15 minutes to a custom maximum of 30 days. Do not grant long QR sessions on unattended or shared devices. You can revoke any active QR session at any time from the QR Login Manager.
• QR Login — security chain rule — a session that was itself created via QR login cannot be used to approve another QR login. Only a full credential-based session (username and password) on a trusted device may authorise new QR sessions. This prevents a chain of delegated sessions that could be exploited if one device is compromised.
• Active Devices — the QR Login Manager shows every device currently logged into your account. You must promptly revoke any session you do not recognise. The platform records IP address, device type, and last-seen time for each active session to assist you in identifying unfamiliar access.
• Session audit log — the QR Login Manager maintains a full history of QR session approvals, denials, and logouts. You are encouraged to review this log periodically. If you notice any entry you did not initiate, you must revoke all active sessions immediately and contact the IT department.
• Camera permission — the QR scanner may request access to your device camera. This permission is used only for scanning QR codes. You may deny it and use the manual short-code entry instead. No image or video is ever stored or transmitted by the platform.

Member Conduct

Elections & Polls

• One vote per eligible event — you may cast only one vote per election or poll for which you are an eligible voter. Attempting to vote more than once is prohibited.
• Votes are final — once submitted, a vote cannot be changed or withdrawn. Exercise your vote deliberately.
• Anonymity is guaranteed — your vote choice is cryptographically separated from your identity. Do not attempt to discover how others voted or compel others to reveal their vote.
• No vote trading or coercion — you must vote according to your own free judgment. Agreeing to vote in a particular way in exchange for any benefit is prohibited.
• Eligibility is determined by the governing board — the platform enforces eligibility rules as configured by authorised administrators. Disputes about eligibility must be raised through official governance channels.
• Results are official — outcomes of elections and polls recorded on M-Board constitute the official result of the vote for the association's governance purposes.

Proposals

• Honest and accurate — proposals must be submitted in good faith with accurate information. Deliberately misleading content in a proposal is a breach of these terms.
• Appropriate category — use the correct category and sub-type for your proposal. Miscategorisation that is deliberate is not permitted.
• Draft management — you are responsible for your draft proposals. Auto-saved drafts are stored locally. Do not submit incomplete or accidental proposals.
• Co-proposers and tagged members — only include members who have genuinely agreed to co-propose or be tagged. Adding members without their knowledge is not permitted.
• Attachments — files attached to proposals must be relevant, accurate, and free from malicious content. You are responsible for files you upload.
• Governance record — submitted and approved proposals become part of the association's official governance record. They cannot be deleted retroactively without governing board approval.

Events

• Accurate registrations — register only for events you genuinely intend to attend. False registrations that block capacity for other members are prohibited.
• Event proposals — members proposing events must provide accurate details. Misleading event information is a breach of these terms.
• Cancellations — if you cannot attend a registered event, cancel your registration promptly so other members may take your place.
• Organiser responsibilities — members assigned as event organisers are responsible for accurate event management, timely communication, and treating registrants fairly.
• Visibility rules — respect the visibility setting of events. Private and department events must not be publicised beyond their intended audience.

Files & Documents

• Permitted content only — upload only files relevant to association purposes. You must not upload illegal content, malware, files containing personal data of third parties, or copyrighted material without permission.
• Size and type limits — files must not exceed 10 MB per upload and must be of a permitted type (PDF, Word, Excel, PowerPoint, images, plain text, CSV). Attempting to bypass these limits is not permitted.
• Sharing responsibilities — when you share a file with other members, you are responsible for ensuring the content is appropriate and accurate.
• Confidential files — files marked or understood to be confidential must not be downloaded and distributed outside the platform or to non-members.
• Ownership — you retain ownership of content you upload. By uploading, you grant Madhunandan Association a non-exclusive licence to store, display, and share that content as part of platform operations.

Member Directory & Public Profiles

• Admin-controlled publication — only administrators may create, edit, publish, unpublish, or archive a member profile. A member's inclusion in the public directory is a governance decision, not a personal choice. If you believe you should not be listed, you must raise this with the IT department or governing board.
• Accuracy obligation — if you are a governing member with a published profile, you are responsible for notifying the IT department of any inaccuracy in your listed governance roles, qualifications, or responsibilities. Knowingly allowing materially false profile information to remain published is a breach of these terms.
• What is publicly visible — published profiles display governance roles, body memberships, voting status, responsibilities, domain responsibility, profile summary, areas of expertise and interest, and qualifications. This data is visible to members and, where published, to the public. You accept this visibility as part of your governance role in the association.
• Contact visibility — contact details within profiles are subject to the visibility setting configured by the administrator: Hidden, Available on Request, or Public (members only). Contact details are never exposed to unauthenticated visitors. If you wish to change your contact visibility setting, submit a request to the IT department.
• Prohibited use of directory data — contact details, email addresses, and phone numbers accessed through the Member Directory must not be used for unsolicited contact, commercial purposes, personal solicitation, or any purpose unrelated to legitimate association activities. Misuse of directory data is a breach of both these terms and the Privacy Policy.
• Correction requests — you may review your own profile at any time from the "My Public Profile" tab in Profile Management. To request a correction to any published information, contact the IT department. Corrections will be reviewed and applied at the administrator's discretion in accordance with the association's governance records.
• Removal — profiles are removed from the public directory on archiving or unpublishing by an administrator. The underlying governance data is retained in the association's records as per the data retention policy. Removal from the directory does not constitute deletion of the governance record.

Messaging & Discussions Coming Soon

• Professional communication — all messages must adhere to the same conduct standards as the rest of the platform. Harassment, threats, and offensive content are prohibited in all group and private conversations.
• Group membership rules — do not attempt to add members to groups without following the invite process, or to circumvent cross-department restrictions.
• Private messages — the content of private messages is confidential between participants. Screenshots or reproduction of private conversations shared outside the platform without consent of all parties is prohibited.
• Governance discussions — discussions linked to elections, proposals, events, or files must remain relevant and constructive. Deliberate misinformation in governance discussions is prohibited.
• Invites — cross-department messaging and group additions require a mutual invite. Sending unsolicited repeated invites after a member has declined is a form of harassment and is prohibited.

Notifications

• Authorised senders only — only administrators and department representatives within their designated scope may send notifications. Notifications must not be sent to members outside the sender's authority.
• Relevant and truthful — notifications must relate to genuine association matters and must contain accurate information. Sending false or misleading notifications is a breach of these terms.
• Not for personal use — the notification system must not be used for personal announcements, commercial messages, or any purpose unrelated to association governance.
• Member preferences — members have the right to configure notification preferences within the platform. Authorised senders must respect these where the platform permits it.

Grievance & Feedback Coming Soon

• Honest and good faith submissions — grievances and feedback must relate to genuine matters. Submitting false, malicious, or fabricated complaints is a breach of these terms, even if submitted anonymously.
• Anonymous submissions — the anonymity feature exists to protect members raising legitimate concerns. It must not be used to harass, defame, or make bad-faith accusations against specific individuals.
• No retaliation — retaliatory action against any member believed to have submitted a grievance or feedback — whether they did or not — is strictly prohibited and will itself be treated as a misconduct matter.
• Routing and resolution — submissions are routed to the appropriate authority and must be responded to in good faith and within a reasonable timeframe. Ignoring or suppressing legitimate submissions is not permitted.
• Governance record — resolved submissions are archived as part of the association's governance record. Confidentiality of named submissions is maintained throughout.

Confidentiality & Data

• Internal use only — all information accessed on M-Board — including election results, proposals, notifications, files, and member data — is strictly for internal association use. It must not be shared with external parties.
• Non-disclosure — you must not screenshot, export, print, or otherwise reproduce confidential platform content for distribution outside the association without explicit written approval from the governing board.
• Member data — information about other members accessed through the platform (names, departments, contact details) must be used only for legitimate association purposes and not shared externally.
• Post-membership — your confidentiality obligations survive the end of your membership. Information you accessed during your membership remains confidential after you leave the association.
• Member Directory data — contact details, email addresses, and phone numbers visible through the Member Directory are shared in confidence for governance and approved stakeholder engagement only. They must not be extracted, stored externally, or used for any purpose outside direct, legitimate association activity.

Intellectual Property

• Platform IP — you may not copy, reverse-engineer, modify, distribute, or create derivative works from the M-Board platform, its code, or its design without written authorisation from the IT department.
• Your content — content you create on the platform (proposals, submissions, uploaded files) remains your intellectual property. By submitting it, you grant the association a licence to use it for governance and operational purposes.
• Association content — documents, policies, decisions, and records published through M-Board by the association are the property of Madhunandan Association and must not be reproduced outside the platform without permission.
• Third-party content — do not upload third-party content to which you do not hold the rights. You are liable for any copyright infringement arising from content you upload.

Security Obligations

• No unauthorised access attempts — attempting to access accounts, data, or sections of the platform for which you have no authorisation is strictly prohibited and may constitute a criminal offence under applicable law.
• No interference — do not attempt to disrupt, overload, or interfere with the platform's operation, including by automated requests, scripts, or any technical means.
• No malicious uploads — do not upload files containing malware, viruses, trojans, or any harmful code. You are liable for any damage caused by malicious content you introduce to the platform.
• Report vulnerabilities — if you discover a security vulnerability or suspect a breach, you must report it immediately to the IT department. Do not exploit, disclose, or share the vulnerability before reporting it.
• Enable 2FA — where 2FA is available, you are strongly encouraged to enable it. For users in privileged roles, 2FA may be mandatory as enforced by the IT department.

Suspension & Termination

• Breach of these terms — any breach of these Terms & Conditions, including misconduct, security violations, confidentiality breaches, or misuse of platform features.
• End of membership — when your membership of the association ends for any reason, your platform access will be deactivated accordingly.
• Security risk — if your account is suspected to be compromised or is being used in a manner that poses a security risk to the platform or other members, access may be suspended immediately while the matter is investigated.
• Governing board decision — the governing board may direct the IT department to suspend or terminate any account as part of a formal governance or disciplinary process.

Limitation of Liability

• Temporary unavailability of the platform due to maintenance, upgrades, or unforeseen technical issues.
• Loss of data arising from circumstances beyond the IT department's reasonable control.
• Decisions made by the governing board or members based on information accessed through the platform.
• Content uploaded or submitted by members — each member is solely responsible for the content they contribute to the platform.
• Any loss arising from a member's failure to maintain the security of their own account credentials.

Governing Law & Jurisdiction

Changes to These Terms

Contact & Questions