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VMS
VMS

Terms of Service

Last updated: March 13, 2026

1. Acceptance of Terms

By accessing or using the VMS (Voting Management System) platform, including our website, APIs, and related services (collectively, the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms constitute a legally binding agreement between you and VMS. By creating an account, you represent that you are at least 18 years old and have the legal authority to enter into this agreement on behalf of yourself or the organization you represent.

2. Description of Service

VMS is a multi-tenant software-as-a-service (SaaS) platform that enables organizations to create, manage, and conduct secure electronic elections and voting events. The Service includes:

  • Standard election management with voter registration and ballot casting
  • Pay-per-vote event management for contests, competitions, and similar events
  • USSD-based voting for feature phone accessibility
  • Real-time results tracking and analytics
  • AI-assisted fraud detection and monitoring
  • Embeddable results widgets for third-party websites
  • Financial dashboard, payout management, and invoicing
  • Data backup and export capabilities

3. Account Registration & Responsibilities

To use the Service, you must register for an account by providing accurate and complete information including your name, email address, phone number, and organization details. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • Enabling two-factor authentication (2FA) where recommended for enhanced security
  • All activities that occur under your account
  • Promptly notifying VMS of any unauthorized access or security breaches
  • Keeping your account information up to date

VMS reserves the right to suspend or terminate accounts that provide false information or violate these Terms.

4. Tenant Responsibilities

As an organization (tenant) using the platform, you are responsible for:

  • Ensuring your elections comply with applicable laws and your organization's bylaws
  • Obtaining proper consent from voters before collecting and processing their personal data
  • Managing your election administrators and their access permissions
  • Accurately configuring election parameters, voter lists, and candidate information
  • Operating within the limits of your subscription plan (election count, voter count, etc.)
  • Resolving disputes related to election outcomes within your organization

5. Voting & Election Rules

The Service provides the technical infrastructure for conducting elections. The following rules apply:

  • Each voter in a standard election may cast only one vote per election, enforced through atomic double-vote prevention
  • Pay-per-vote events allow multiple votes per participant, subject to event rules set by the organizer
  • VMS does not guarantee the legal validity of election results for governmental or statutory elections
  • Election organizers are responsible for ensuring fair election practices
  • VMS employs AI-assisted fraud detection but does not guarantee the detection of all fraudulent activity
  • USSD-based votes are subject to the same rules as web-based votes

6. Payments, Fees & Refunds

Subscription fees are billed according to the plan selected during registration. Additional fees may apply for pay-per-vote events and premium features.

  • Subscription payments are processed through our supported payment providers
  • Pay-per-vote revenue is subject to platform fees as disclosed during event setup
  • Payout requests are processed according to the schedule outlined in your dashboard
  • Refunds for subscription fees may be issued at VMS's discretion within 14 days of payment
  • Pay-per-vote transactions are generally non-refundable once a vote has been cast
  • VMS reserves the right to modify pricing with 30 days' advance notice

7. Prohibited Use

You may not use the Service to:

  • Conduct fraudulent elections or manipulate voting outcomes
  • Harvest, scrape, or collect voter data for unauthorized purposes
  • Attempt to bypass security measures, including vote authentication or fraud detection systems
  • Use bots, scripts, or automated tools to cast votes or manipulate results
  • Distribute malware or interfere with the Service's infrastructure
  • Impersonate other users or organizations
  • Violate any applicable laws or regulations
  • Use the platform for activities unrelated to voting or election management

8. Intellectual Property

The Service, including its source code, design, logos, and documentation, is the intellectual property of VMS. You retain ownership of the data you input into the Service (voter lists, election configurations, etc.), but grant VMS a limited license to process and store this data as necessary to provide the Service.

You may not copy, modify, reverse-engineer, or create derivative works of any part of the Service without prior written consent from VMS.

9. Service Availability & Disclaimers

VMS strives to maintain high availability but does not guarantee uninterrupted access to the Service. The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to:

  • Warranties of merchantability or fitness for a particular purpose
  • Guarantees of uptime or error-free operation
  • Accuracy of AI-based fraud detection analysis

Scheduled maintenance windows will be communicated in advance when possible. VMS is not responsible for service interruptions caused by third-party providers, network issues, or force majeure events.

10. Limitation of Liability

To the maximum extent permitted by law, VMS shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. This includes, without limitation:

  • Loss of data, revenue, or business opportunities
  • Election outcomes or disputes arising from use of the platform
  • Unauthorized access to your account due to compromised credentials
  • Actions of third-party payment processors or service providers

VMS's total cumulative liability shall not exceed the amount paid by you to VMS in the twelve (12) months preceding the claim.

11. Account Termination

You may close your account at any time by contacting our support team. VMS reserves the right to suspend or terminate your account for:

  • Violation of these Terms
  • Fraudulent or illegal activity
  • Non-payment of subscription fees
  • Extended periods of inactivity (with prior notice)

Upon termination, your data will be retained for a reasonable period as outlined in our Privacy Policy, after which it will be permanently deleted.

12. Changes to Terms

VMS reserves the right to modify these Terms at any time. Material changes will be communicated via email or through the platform at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

13. Governing Law & Contact

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which VMS operates, without regard to conflict of law principles.

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