Terms of Use

By registering an officer account, creating an organization workspace, uploading roster records, or accessing the Club Portal platform (collectively, “the SaaS Platform” or “Service”), you expressly agree to be bound by these Terms of Use and our Privacy Policy. If you do not agree to all terms stated herein, you must immediately terminate access and discontinue use of the Platform.

These terms constitute a legally binding agreement between the operating officers of registered clubs or organizations (“Customer” or “Workspace Administrator”) and Club Portal. If you are entering into these terms on behalf of a club, council, or organization, you warrant that you hold legitimate organizational authority to bind that entity.

All officer registrations require a valid email address, legal full name, and a password containing a minimum of 8 characters. Shared or generic accounts (such as one account used by an entire committee) are strictly prohibited to maintain clear audit trail accountability.

Club Portal offers subscription plan tiers tailored to organization scale and active membership counts:

Club Portal acts strictly as a data processor for records uploaded by organizations. Workspace officers retain absolute responsibility for verifying the legitimacy and precision of imported member rosters (CSV format), member ID numbers, deployed fee registries, and cash or GCash transaction ledgers.

Officers must ensure they possess proper authorization from their organization or governing body before importing member records into the platform, in compliance with Republic Act No. 10173 (Philippine Data Privacy Act).

The Optics Scanner module allows offline gate check-ins when venue or local network connectivity is degraded. During offline operation, attendance check-in records are staged in the local browser IndexedDB storage of the physical device.

The Public Clearance Portal enables individual members to check their fee dues, event attendance records, and clearance signature status without creating an officer login. To prevent unauthorized record profiling, the portal mandates strict dual-field verification:

Any automated scraping, enumeration scripts, dictionary attacks, or automated name guessing are strictly prohibited. The platform enforces an automated 60-second IP rate-limiting lockout upon consecutive failed verification attempts. Repeated malicious probe attempts are logged and subject to IP-level blocking and technical mitigation.

Users of Club Portal agree to utilize the Platform solely for lawful, authorized club and organization activities. You explicitly agree not to:

• •Attempt unauthorized access to other organization workspaces or cross-tenant data.
• •Forge bank transaction reference numbers or upload falsified proof of payment receipts.
• •Distribute malware, malicious payloads, or automated exploit bots through upload portals.
• •Abuse officer permissions to artificially forge attendance or erase legitimate financial records.

Service Delivery:Club Portal is provided on an “AS IS” and “AS AVAILABLE” basis. While we endeavor to maintain continuous availability and data durability, Platform Administration cannot guarantee uninterrupted operational service during unscheduled infrastructure outages or upstream hosting provider maintenance.

Account & Data Purge: Authorized officers retain the permanent right to delete their personal officer profiles via Account Settings, or purge organization records pursuant to leadership handover requirements. Once initiated, data purge actions are irreversible and permanent.

Governing Law & Limitation of Liability: These Terms and platform operations are governed by applicable local laws and regulations. To the maximum extent permitted by applicable law, Club Portal and its developers shall not be liable for: (a) physical loss or theft of gate scanning devices; (b) malformed CSV roster datasets uploaded by club officers; or (c) accidental destruction of member records caused by authorized officers invoking workspace purge tools.