LEGAL INFORMATION
This text uses general information and marked placeholders where legal or operational details must be completed by the operator.
0. Document status and operating notes
These Terms of Service describe the Cohortino Phase 1 web application described in the project materials: a PHP/MariaDB, server-rendered operational workspace for programme staff, administrators, mentors, experts, reviewers, and selected project-team users working with Marc Impact Programme operations.
Unconfirmed legal and operating facts are intentionally left as placeholders. The operator completes the contracting entity, company identifiers, address, legal contact, governing law, court venue, liability limits, processor list, support commitments, and retention periods before publication.
1. Parties, service operator, and scope
These terms are intended to govern access to and use of Cohortino by authorized users. Cohortino is not a public social platform, public application form, marketplace, employment service, payment service, or file-hosting service in Phase 1.
- Service operator: [LEGAL_ENTITY_NAME], company ID [LEGAL_ENTITY_ID], registered at [REGISTERED_ADDRESS].
- Legal contact: [LEGAL_CONTACT_EMAIL]. Data protection contact: [DPO_CONTACT_EMAIL_OR_PRIVACY_CONTACT].
- Programme and partner roles, including any controller/processor or joint-controller allocation between the operator center, programme owner, BABEL, and other partners, must be confirmed in [PROGRAMME_PARTNER_ROLE_MATRIX].
2. What Cohortino provides
Cohortino supports practical programme operations: importing application data from BABEL CSV files, reviewing applications, converting selected applications into projects, assigning mentors and experts, tracking development plans, activities, deliverables, external links, risks, and operational history.
- Phase 1 uses manual, synchronous BABEL CSV import with preview and confirmation.
- Phase 1 stores external resource links rather than uploaded media or file content.
- Phase 1 uses manual external email outside Cohortino and does not provide in-platform bulk email sending.
- Phase 1 does not include AI functionality, automated scoring, automated reminders, background jobs, formal report exports, transcript storage, native application forms, or a separate expert-support booking workflow.
3. Accounts, access, and eligibility
Access is for authorized users only. An account may be created, invited, activated, deactivated, or permissioned by an authorized administrator or approved account flow. The public presence of an account form does not create a right to access Cohortino.
- Users must provide accurate account details and keep credentials confidential.
- Users must not share passwords, session access, activation links, reset links, or accounts with another person.
- Users must promptly report suspected unauthorized access, mistaken disclosure, or compromised credentials to [SECURITY_CONTACT_EMAIL].
- The minimum age or role eligibility rules for user accounts must be confirmed in [ACCOUNT_ELIGIBILITY_POLICY].
4. Acceptable use and user responsibilities
Users may use Cohortino only for approved programme operations and only within the role, scope, and permissions granted to them. Navigation visibility is not permission to access or reuse data outside the authorized purpose.
- Do not attempt to bypass authentication, authorization, role scope, CSRF protections, rate limits, or technical controls.
- Do not upload, paste, import, or link unlawful, malicious, misleading, excessive, or irrelevant content.
- Do not enter special-category personal data, criminal-offence data, payment-card data, passwords, secrets, or private third-party data unless a documented programme purpose and legal basis has been approved.
- Do not export, copy, screenshot, or disclose application answers, evaluation notes, contact details, internal notes, project risk data, or reports except as authorized.
- Do not use Cohortino to provide legal, tax, investment, medical, employment, or regulated professional advice.
5. Programme data, confidentiality, and records
Cohortino contains confidential programme, venture, project, application, mentor, expert, reviewer, and contact information. Users must treat this information as confidential and use it only for authorized programme purposes.
- Application data may include BABEL answers, applicant contact details, project descriptions, team information, financial and funding information, impact metrics, SDG alignment, attachments represented as links, and consent/acknowledgement answers imported from BABEL.
- Project data may include venture names, legal names, websites, project categories, mentor assignments, expert sessions, development-plan items, risks, deliverables, activities, attendance, external links, and operational notes.
- Review and evaluation data may include assigned reviewer, rating, summary, lifecycle status, selection status, and conversion history.
- Technical audit and app activity logs may record security, session, permission, import, write-action, and business-history events for accountability and troubleshooting.
6. External systems, links, and third-party materials
Cohortino may reference external systems and resources, including BABEL, Google Drive, calendar links, website links, social links, recordings, presentations, folders, forms, or other programme resources. Cohortino permissions do not grant access rights inside those external systems.
- Users must verify that they are allowed to open, share, repair, or reuse any external link.
- External systems remain governed by their own terms, privacy notices, access controls, and availability.
- Broken, stale, inaccessible, missing, or review-needed links should be handled through the responsible programme workflow.
7. Communications and notifications
Phase 1 operational email is handled outside Cohortino through normal external mailboxes. Cohortino may display contact/context data according to ACL, but it does not itself send, template, or log operational email in Phase 1 unless later approved.
- Account activation and password reset flows may use technical email if enabled in the environment.
- Any future in-platform email, reminders, or bulk communications require separate approval and updated legal notices.
- Users remain responsible for checking message recipients and confidentiality before sending external email.
8. Availability, support, and changes
Cohortino is an operational application and may be unavailable during maintenance, errors, local development, hosting incidents, database issues, or security events. Any production service level, support hours, incident escalation, backup commitment, or restore target must be confirmed in [SERVICE_LEVEL_AND_SUPPORT_POLICY].
- Development preview behavior must not be treated as production security, availability, or data behavior.
- The operator may update, restrict, suspend, or change features to maintain security, compliance, data integrity, or programme operations.
- Formal report/export capability, AI, native application forms, uploads, automated reminders, and media processing are outside Phase 1 unless separately approved.
9. Intellectual property and user content
Cohortino software, UI, configuration, documentation, and system-controlled labels belong to [LEGAL_ENTITY_NAME] or its licensors, subject to any separate development or licensing agreement. User-entered programme content remains subject to the rights of the contributing organization, programme partners, or other rights holders.
- Users grant the operator the rights needed to host, display, process, secure, back up, audit, and operate user-entered content for approved programme purposes.
- Users must not enter content they are not authorized to share with the programme.
- Publication consent, reporting-safe use, and success-story reuse require separate confirmed programme rules in [PUBLICATION_AND_REPORTING_POLICY].
10. Disclaimers and liability placeholders
Cohortino supports operational coordination and record keeping. It does not replace professional judgement, legal review, investment due diligence, tax advice, security review, accessibility review, or programme governance.
- Any warranty disclaimer must be reviewed and approved for the governing law in [GOVERNING_LAW_AND_COURTS].
- Any liability cap, excluded damages, indemnity, force-majeure clause, and consumer/non-consumer distinction must be supplied by counsel in [LIABILITY_TERMS].
- Nothing in this text limits liability where such limitation is not permitted by applicable law.
11. Suspension, deactivation, and retention after access ends
Accounts may be suspended, deactivated, or permission-limited when access is no longer needed, when a user changes role, after a suspected security incident, or where required for programme governance. Deactivation does not automatically delete business records that are needed for programme operations, audit, legal obligations, or dispute handling.
- Retention periods must be confirmed in [RETENTION_SCHEDULE].
- Data export, handover, correction, deletion, and archive responsibilities must be confirmed in [DATA_EXIT_AND_ARCHIVE_POLICY].
- Soft-deleted or archived records may remain restricted in the database where needed for integrity, audit, or legal reasons.
12. Governing law, disputes, and contact
The governing law, venue, language hierarchy, complaint path, and dispute escalation process are not confirmed in the repository and must be inserted by counsel.
- Governing law and courts: [GOVERNING_LAW_AND_COURTS].
- Legal notices should be sent to [LEGAL_CONTACT_EMAIL] with copy to [PROGRAMME_OPERATIONS_CONTACT_EMAIL] where appropriate.
