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Terms of Service

Using the ARS Platform Responsibly

Last updated: 8 July 2026

1. Acceptance of Terms

Welcome to the African Research Society ("ARS", "we", "us", or "our") platform. These Terms of Service ("Terms") constitute a legally binding agreement between you and ARS governing your access to and use of our website, platform, services, and related applications (collectively, the "Platform").

By accessing, browsing, or using our Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not access or use the Platform.

Age Requirement: You must be at least 18 years old to use our Platform. If you are under 18, you may use the Platform only with the consent and supervision of a parent or guardian who agrees to be bound by these Terms on your behalf.

We reserve the right to modify these Terms at any time. Material changes will be notified to you, and your continued use of the Platform after such changes constitutes acceptance of the updated Terms.

2. About African Research Society

African Research Society is a research community platform dedicated to fostering collaboration, knowledge sharing, and research excellence across Africa. Our mission is to connect researchers, students, academics, and institutions to advance research for Africa, by Africa.

Our Platform provides:

  • Chapter management and community building tools
  • Event organization and RSVP functionality
  • Resource sharing and access to research materials
  • Networking and collaboration opportunities
  • Program information and application management
  • Mentorship and professional development resources

3. User Accounts

3.1 Account Creation

To access certain features of the Platform, you must create an account. When creating an account, you agree to:

  • Provide accurate, current, and complete information
  • Maintain and promptly update your account information
  • Maintain the security of your account credentials
  • Accept responsibility for all activities that occur under your account
  • Notify us immediately of any unauthorized use of your account

Third-Party Authentication: If you choose to create an account using Google Sign-In or other third-party authentication services, you acknowledge that you are also subject to the terms and privacy policies of those third parties. We are not responsible for the privacy practices or terms of service of third-party authentication providers.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to use a strong password and to log out of your account at the end of each session, especially when using shared or public devices.

3.3 One Account Per Person

You may maintain only one account on the Platform. Creating multiple accounts, or sharing your account with others, is prohibited and may result in suspension or termination of all associated accounts.

3.4 Account Suspension and Termination

We reserve the right to suspend or terminate your account at any time, with or without notice, for violation of these Terms, fraudulent activity, or any other reason we deem necessary to protect the Platform and its users.

4. Acceptable Use Policy

4.1 Permitted Uses

You may use the Platform for the following purposes:

  • Research collaboration and knowledge sharing
  • Academic networking and professional development
  • Event participation and organization
  • Accessing and sharing educational resources
  • Chapter activities and community engagement
  • Mentorship and guidance

4.2 Prohibited Activities

You agree not to:

  • Engage in any illegal activities or violate any applicable laws or regulations
  • Harass, threaten, intimidate, or discriminate against any user or person
  • Post, upload, or transmit content that is defamatory, libelous, obscene, pornographic, or offensive
  • Infringe upon the intellectual property rights of others, including copyrights, trademarks, or patents
  • Send spam, unsolicited communications, or engage in phishing or fraudulent activities
  • Impersonate any person or entity, or falsely represent your affiliation with any person or entity
  • Attempt to gain unauthorized access to the Platform, other accounts, or computer systems
  • Use automated systems, bots, or scrapers to access, collect, or harvest data from the Platform
  • Use the Platform for commercial purposes without our prior written authorization
  • Distribute malware, viruses, or other harmful code
  • Violate the privacy of others or collect personal information without consent
  • Interfere with or disrupt the Platform's operation, servers, or networks
  • Reverse engineer, decompile, or disassemble any part of the Platform

5. Content and Intellectual Property

5.1 User-Generated Content

You retain ownership of any content you post, upload, or submit to the Platform ("User Content"). By submitting User Content, you grant ARS a worldwide, non-exclusive, royalty-free, perpetual, irrevocable, and sublicensable license to use, reproduce, modify, adapt, publish, translate, distribute, and display such content for the purpose of operating and promoting the Platform.

You represent and warrant that you have all necessary rights to grant this license and that your User Content does not infringe upon the rights of any third party.

5.2 ARS Platform Content

All content on the Platform, including but not limited to text, graphics, logos, images, software, and the overall design, is owned by ARS or its licensors and is protected by copyright, trademark, and other intellectual property laws. You may not reproduce, distribute, modify, or create derivative works from Platform content without our prior written permission.

5.3 Trademarks

"African Research Society," "ARS," and related logos and marks are trademarks of ARS. You may not use these trademarks without our prior written permission.

5.4 Respect for Third-Party Rights

You agree to respect the intellectual property rights of others. If you believe your rights have been infringed, please contact us with details of the alleged infringement. We will investigate and take appropriate action in accordance with applicable law.

6. Chapter Applications and Management

ARS chapters are campus or community-based groups that operate under ARS guidelines. Chapter applications are subject to review and approval by ARS administrators.

  • Application Process: Chapter applications must be submitted through the Platform and include all required information
  • Approval Criteria: Chapters are approved based on alignment with ARS mission, institutional support, and leadership qualifications
  • Chapter Lead Responsibilities: Chapter leads are responsible for managing chapter activities, maintaining member engagement, and complying with ARS policies
  • Conduct Requirements: Chapters must operate in accordance with ARS values, these Terms, and applicable laws
  • Suspension and Termination: ARS reserves the right to suspend or terminate chapters that violate these Terms or engage in misconduct

7. Events and RSVPs

The Platform allows users to create, manage, and RSVP to events. When participating in events:

  • RSVP Commitments: By RSVPing to an event, you commit to attend unless you cancel in advance
  • Cancellation: Please cancel your RSVP if you are unable to attend to allow others to participate
  • Code of Conduct: You must adhere to the event's code of conduct and treat all participants with respect
  • Liability: Your participation in events is at your own risk. ARS is not liable for any injuries, damages, or losses that occur during events
  • Event Content: Event organizers are responsible for the content and conduct of their events

8. Resources and Downloads

The Platform provides access to various resources, including documents, templates, and educational materials. When using resources:

  • Access Rights: Resources are provided for personal, educational, and research use
  • Usage Restrictions: You may not redistribute, sell, or commercially exploit resources without authorization
  • Attribution: Where required, you must provide appropriate attribution to ARS and resource creators
  • Quality and Accuracy: Resources are provided "as is." We do not guarantee their accuracy, completeness, or suitability for your purposes
  • Prohibited Redistribution: You may not share download links or distribute resources outside the Platform without permission

9. Privacy and Data Protection

Your privacy is important to us. Our collection, use, and protection of your personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

By using the Platform, you consent to the collection and use of your information as described in our Privacy Policy, which complies with the Protection of Personal Information Act, 2013 (POPI Act) of South Africa.

Third-Party Authentication Services

When you use third-party authentication services such as Google Sign-In, you are also subject to the terms and privacy policies of those third parties. We are not responsible for the privacy practices or terms of service of third-party authentication providers.

For Google Sign-In, please review Google's Terms of Service and Privacy Policy.

10. Disclaimers and Limitations of Liability

10.1 Platform Provided "As Is"

The Platform is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the Platform's operation, availability, or suitability for your purposes.

10.2 No Warranties

To the fullest extent permitted by law, we disclaim all warranties, including but not limited to:

  • Warranties of merchantability and fitness for a particular purpose
  • Warranties regarding accuracy, reliability, or completeness of content
  • Warranties that the Platform will be uninterrupted, secure, or error-free

10.3 Research Content Disclaimers

Content shared on the Platform, including research materials and user-generated content, is provided for informational purposes only. We do not endorse, verify, or guarantee the accuracy of such content. You are responsible for evaluating the quality and reliability of any content you access.

10.4 Third-Party Content and Services

The Platform may contain links to third-party websites or services, and integrates with third-party services such as Google services (Google Sign-In, Google Fonts, and potentially Google Analytics). We are not responsible for the content, privacy practices, or terms of service of third-party sites or services. Your interactions with third parties are solely between you and the third party.

When you use third-party services integrated with our Platform, you acknowledge that:

  • You are subject to the terms and privacy policies of those third parties
  • We are not responsible for the availability, accuracy, or reliability of third-party services
  • We do not endorse or assume responsibility for third-party content or services
  • Your use of third-party services is at your own risk

10.5 Limitation of Liability

To the fullest extent permitted by South African law, ARS, its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or goodwill, arising out of or relating to your use of the Platform.

Our total liability to you for any claims arising from or related to the Platform shall not exceed the amount you paid to us (if any) in the 12 months preceding the claim, or R1,000 (one thousand South African Rand), whichever is greater.

11. Indemnification

You agree to indemnify, defend, and hold harmless ARS, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising out of or relating to:

  • Your use of the Platform
  • Your violation of these Terms
  • Your violation of any rights of another party
  • Your User Content

12. Termination

12.1 Termination by You

You may terminate your account at any time by contacting us or using the account deletion feature in your account settings.

12.2 Termination by ARS

We may suspend or terminate your account or access to the Platform immediately, without prior notice, if you violate these Terms, engage in fraudulent activity, or for any other reason we deem necessary.

12.3 Effect of Termination

Upon termination, your right to use the Platform will immediately cease. We may delete your account and associated data, subject to our data retention policies and legal obligations. Provisions of these Terms that by their nature should survive termination will survive.

13. Dispute Resolution

13.1 Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa, without regard to its conflict of law principles.

13.2 Jurisdiction

Any disputes arising out of or relating to these Terms or the Platform shall be subject to the exclusive jurisdiction of the courts of South Africa.

13.3 Alternative Dispute Resolution

Before initiating formal legal proceedings, parties agree to attempt to resolve disputes through good faith negotiation. If negotiation fails, parties may agree to mediation or arbitration in accordance with South African law.

13.4 Class Action Waiver

You agree that any disputes will be resolved individually and not as part of a class action or representative proceeding.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated to you via email or through a notice on the Platform. Your continued use of the Platform after such modifications constitutes acceptance of the updated Terms.

If you do not agree to the modified Terms, you must stop using the Platform and may terminate your account.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and ARS regarding the Platform and supersede all prior agreements and understandings.

15.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

15.3 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

15.4 Assignment

You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms without restriction.

15.5 Force Majeure

We are not liable for any failure to perform our obligations due to circumstances beyond our reasonable control, including natural disasters, war, terrorism, or internet outages.

15.6 Language

These Terms are provided in English. In the event of a conflict between translations, the English version shall prevail.

16. Contact Information

If you have questions about these Terms, please contact us:

African Research Society

Email: coo@africanresearchsociety.org

For privacy-related inquiries, please refer to our Privacy Policy.

These Terms of Service are governed by the laws of the Republic of South Africa.