Terms of service

Who may use MUN Conference

MUN Conference is licensed to an organization, such as a school, a university, a club or a conference host. It is not licensed to an individual. The organization holds the account and invites the staff who need it: directors, secretariat, chairs and volunteers, plus organization admins, editors and viewers.

Those staff use the product on the organization’s behalf and under its direction. The organization is responsible for who it invites, what role it gives them, and removing their access when they leave.

Delegates are not users of the product. They do not get accounts and they do not agree to these terms.

Accuracy, and permission to enter student data

Everything the product holds about a delegate was typed or imported by the organization’s own staff. The organization is responsible for that data being accurate and for correcting it when it is not.

The organization is also responsible for having permission to enter a student’s details, from the school, the advisor or the parent, under whatever rules apply to it. Many delegates are minors. The product cannot check that permission exists and does not ask for it, so this obligation rests with the organization.

Enter what the conference needs in order to run, and no more. The allergies and dietary field should hold what catering needs to keep a student safe, not a medical history.

Acceptable use

Use the product to run conferences. Do not use it to harass anyone, and do not use the free-text note fields to record things about a student that a chair would not be willing to say to that student and their advisor directly.

Do not share sign-in credentials, attempt to reach conferences you do not staff, probe or attack the service, scrape it, or resell access to it.

We may remove content that breaks these rules, and we may tell the organization’s admins when we do.

Grades are the dais’s decision, not the software’s

The product records speech scores and notes, and arranges them so a chair can see them clearly. It does not decide anything, and it does not choose or publish awards. Every grade and note is the judgement of the chairs who entered it.

A dispute about a grade or an award is between the delegate, their school and the conference. Take it to the conference. We are not an appeal route for a committee’s decision and cannot overturn one.

Availability

Said plainly: there is no uptime guarantee today. There is no service level agreement, no promised availability percentage, and no committed support response time.

The service may be unavailable because of maintenance, a fault in our software, or an outage at the platform it runs on. A conference is a live event with a room full of people in it, so this is a real risk to plan around. Keep a way to run the room on paper if the service cannot be reached.

We will work to keep the service up during conferences, and it is very much in our interest to. That is an intention, and this page does not dress it up as a contractual commitment.

Fees, and how billing works today

Card payment is not connected. There is no checkout in the product and no card details are collected anywhere in it.

Billing is by invoice. An organization requests an invoice through the app, and the amount and its payment terms are agreed with us directly, outside the product. A promo code redeemed in the app adjusts what is invoiced.

Once agreed on an invoice, fees are payable on that invoice’s terms. Prices may change for future conferences, but a change does not alter an invoice already agreed.

Suspension and termination

The organization can stop using the product at any time. There is no notice period and no lock-in.

We may suspend an account for non-payment of an agreed invoice, for a breach of the acceptable use section, or where continuing would put another customer’s data at risk. Where timing allows we will contact the organization’s admins first, and we will avoid suspending in the middle of a running conference unless waiting would make matters worse.

We may discontinue the product. If we do, the organization will be told with enough notice to get its data out.

The organization’s data, and getting it back

The conference’s data belongs to the organization. We do not claim ownership of it, we do not sell it, and we do not use it to train anything.

Getting a copy out is a manual process today. There is no one-click export of a whole conference; that is not implemented. Staff can work with the data inside the app, and for a full copy, write to {{CONTACT_EMAIL}} and we will produce one.

Deletion is done by staff inside the app. As noted in the privacy page, a delegate with speeches recorded cannot be deleted until those speech records are removed first.

If the organization stops using the product, ask for a copy before going quiet. There is no automatic retention or deletion schedule running today, which means data stays where it is until a person deletes it.

Liability, in ordinary language

The product is provided as it is. We do not promise that it is free of faults, that it will be reachable at the moment you need it, or that it fits a particular conference’s requirements.

We are not liable for indirect losses: a conference that ran badly, a session that started late, reputational harm, or an award decision made on data that someone typed in wrongly. Judgement calls belong to the dais, and data entry belongs to the organization.

Where we are liable, that liability is capped at the amount the organization has paid us for the conference in question. Nothing on this page removes liability that cannot lawfully be removed, including liability for death or personal injury caused by negligence, or for fraud.

Changes to these terms

These terms can change. The stamp at the top of the page is the version marker and changes with them.

No automatic notification is built into the product today. Where a change materially affects an organization in the middle of an agreement, we intend to email its admins rather than rely on them re-reading this page.

Contact

Questions about these terms, a request for a copy of an organization’s data, or anything else on this page: write to {{CONTACT_EMAIL}}.

Governing law

Governing law, and the courts that would hear a dispute, are left as a placeholder: {{GOVERNING_LAW}}. That choice depends on where the business is established and has not been made yet.

Until it is filled in and this page has been through a lawyer, treat it as a clear statement of how we intend to operate rather than as a finished contract.