Acceptance
By accessing or using VolVibe, you, on behalf of your organisation ("Customer"), agree to these Terms of Service. If you do not agree, do not use the platform.
The person accepting these Terms confirms they have authority to bind the organisation.
Definitions
- Platform: The VolVibe software, including all modules for events, CSR projects, budgets, attendance, and reporting.
- Customer: The company or organisation that has contracted to use the Platform.
- Users: People the Customer has authorised to access the Platform.
- Customer Data: All data submitted to the Platform by the Customer or its Users.
- Administrator: A User with elevated access to manage the Platform on the Customer's behalf.
- Deployment Model: The infrastructure arrangement chosen: VolVibe Cloud, Customer Cloud, or On-Premises.
The Service
VolVibe provides a platform for managing corporate volunteering and CSR. It lets Customers:
- Create and manage employee volunteering events
- Track attendance via QR code and confirmation code
- Run long-term CSR projects with milestones, documents, and SDG tracking
- Track and control CSR budgets by entity and spend category
- Manage Users across multiple corporate subsidiaries with granular roles
- Generate reports on volunteer hours, spend, SDG alignment, and social impact
We may add, change, or remove features with reasonable notice when changes materially affect existing functionality.
Accounts
Registration
The Customer is responsible for registering an account, designating at least one Administrator, and keeping account information accurate.
User Management
Administrators create and deactivate User accounts. The Customer must ensure only authorised people have access and revoke access promptly when someone leaves or changes roles.
Security
The Customer is responsible for keeping credentials confidential and for all activity under the account. Notify us immediately at support@volvibe.com if you suspect unauthorised access.
Temporary Passwords
New Users receive a temporary password and are required to change it on first login. Accounts with unchanged temporary passwords may be automatically suspended after 90 days.
Deployment Options and Responsibilities
The responsibilities of VolVibe and the Customer differ significantly depending on the Deployment Model. Review this section before choosing.
VolVibe Cloud
VolVibe manages all infrastructure. We are responsible for uptime, backups, security patches, and encryption. The Customer is responsible for managing Users and access within their account.
Your Cloud
VolVibe deploys into the Customer's own cloud account (AWS, Azure, or GCP). The Customer owns the infrastructure and is responsible for cloud security and costs. VolVibe provides deployment support and application updates. We have no routine access to the Customer's environment; any access for support requires explicit written authorisation.
On-Premises
The Platform runs on the Customer's own servers. The Customer is responsible for hardware, network, security, backups, and disaster recovery. VolVibe provides the software, installation support, and documentation, but has no access to Customer systems or data.
Acceptable Use
Do not use the Platform to:
- Store or transmit anything unlawful, fraudulent, defamatory, or harmful
- Violate applicable laws, including data protection and privacy laws
- Attempt to access any part of the Platform you are not authorised to access
- Reverse-engineer or decompile any part of the Platform
- Introduce malware or harmful code
- Process data on behalf of third parties without their knowledge or consent
We can suspend or terminate access if these terms are violated, without liability to the Customer.
Data Ownership
Your Data Stays Yours
The Customer retains full ownership of all Customer Data. We do not claim any rights to it. It will not be used for any purpose beyond providing the Service.
Processing
For VolVibe Cloud Customers, we process Customer Data as a data processor on behalf of the Customer (the data controller), under the terms of our Data Processing Agreement.
Export
Customers can export data at any time through the platform's reporting features. On termination, data remains available for export for 90 days before permanent deletion.
Intellectual Property
VolVibe IP
We own all rights in the Platform, including software, designs, and documentation. These Terms do not transfer any ownership to the Customer. You receive a limited, non-exclusive, non-transferable licence to use the Platform for internal business purposes during your subscription.
Customer IP
All rights in Customer Data remain with the Customer. By using the Platform, the Customer grants us a limited licence to process Customer Data solely to provide the Service.
Feedback
If you share feedback or suggestions, we may use them to improve the Platform without any obligation to you.
Fees
Fees are as agreed in the Customer's subscription order. Unless stated otherwise:
- Fees are billed in advance, monthly or annually
- Fees are exclusive of applicable taxes, which the Customer pays
- Invoices are due within 30 days of issue
- Late payments may attract interest at 1.5% per month or the maximum permitted by law, whichever is lower
- We may suspend access for overdue accounts after reasonable notice
Availability
For VolVibe Cloud, we target 99.9% availability, measured monthly, excluding scheduled maintenance. Maintenance windows are communicated at least 48 hours in advance.
For Customer Cloud and On-Premises deployments, availability depends on the Customer's own infrastructure. We make no uptime commitments for those models.
Liability
To the extent permitted by law:
- Our total liability for any claims under these Terms is capped at the fees paid by the Customer in the 12 months before the event giving rise to the claim.
- We are not liable for indirect, consequential, or punitive damages, including loss of profits or data, even if we were advised of the possibility.
- We are not liable for issues arising from Customer Cloud or On-Premises deployments where the root cause is within the Customer's infrastructure.
Nothing here limits liability for death, personal injury from negligence, fraud, or anything that cannot be limited by law.
Indemnification
The Customer agrees to indemnify VolVibe and its team from claims arising from:
- Use of the Platform in violation of these Terms
- Customer Data that infringes third-party rights
- Violation of applicable law by the Customer
- Security breaches in Customer Cloud or On-Premises deployments attributable to the Customer's infrastructure
Termination
Customer Termination
The Customer can terminate with 30 days' written notice before the end of the current billing period. No refund is given for unused prepaid time.
VolVibe Termination
We may terminate or suspend immediately if the Customer materially breaches these Terms and does not fix it within 14 days of notice, or fails to pay amounts due within 14 days of notice.
After Termination
Access ceases on termination. For VolVibe Cloud, data is available for export for 90 days, then permanently deleted. For Customer Cloud and On-Premises, the Customer manages their own decommissioning.
Governing Law
These Terms are governed by the laws of India. Disputes are subject to the exclusive jurisdiction of courts in Bengaluru, Karnataka, India.
Both parties agree to attempt to resolve disputes in good faith for 30 days before starting formal proceedings.