1. Acceptance

By accessing or using this web system (the “System”), you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions (the “Terms”). If you do not agree to these Terms, do not access or use the System.

2. Definitions

"VAWC" — Violence Against Women And Children.
"System" — the VAWC Government Web System, including its websites, portals, APIs, databases, and related services.
"User" — any person who accesses or uses the System, including survivors, service providers, government personnel, volunteers, researchers, and members of the public.
"Personal Data" — information that identifies or can be used to identify an individual, whether directly or indirectly.

3. Access & Eligibility

3.1 Eligibility: Access to certain features of the System may be restricted to authorized users (e.g., agency staff, accredited service providers). You must only use features for which you are authorized. Registration details, access credentials, and role permissions must be kept secure and not shared.

3.2 Account Responsibility: You are responsible for any activity that occurs under your account. Notify the Agency immediately if you suspect unauthorized use or a security breach.

4. Data Collection, Use & Privacy

4.1 Purpose of Collection: The System collects data to provide support services, case management, referrals, statistics, monitoring, program improvement, and to satisfy legal or policy obligations of the Agency.

4.2 Types of Data: Data may include contact details, incident descriptions, demographic information, supporting documents (e.g., photos, reports), case notes, and system metadata (e.g., IP address, timestamps).

4.3 Lawful Basis & Retention: Data will be processed under applicable laws and retained only as required by law or Agency policy. Retention periods vary by data type and case status.

4.4 Data Subject Rights: Where applicable, users may have rights to access, correct, or request deletion of their personal data. To exercise these rights, contact the Agency using the details in Section 14.

4.5 Cookies & Analytics: The System may use cookies and analytics tools to improve services. Non-essential cookies will require consent per applicable cookie policies.

4.6 Data Sharing: The Agency may share data with authorized partners (e.g., law enforcement, health services, accredited NGOs) where necessary for protection, referral, investigation, or as required by law. Any data sharing will follow privacy safeguards and minimize disclosure of identifying information where possible.

5. Confidentiality & Mandatory Reporting

5.1 Confidentiality: The System implements confidentiality protections appropriate to the sensitivity of VAWC-related information. Access to case-level information is limited to authorized personnel and service providers on a need-to-know basis.

5.2 Mandatory Reporting & Safety: Certain users (including Agency staff and service providers) may have mandatory reporting obligations under applicable laws. The System may require the disclosure of information to authorities or other entities when mandated by law, when necessary to prevent imminent harm, or to protect vulnerable persons. Use of the System does not replace emergency services — if someone is in immediate danger, contact emergency services immediately.

Important: If you are a survivor in imminent danger, please contact your local emergency number or seek immediate help from local authorities/service providers.

6. Acceptable Use & Prohibited Conduct

6.1 Acceptable Use: Use the System lawfully, respectfully, and only for the purposes intended (e.g., reporting, referral, case management, program monitoring).

6.2 Prohibited Conduct: Users shall not:

• Upload, post, or transmit content that is unlawful, defamatory, sexually exploitative, or otherwise harmful;
• Attempt to access data or areas of the System for which they are not authorized;
• Interfere with or disrupt the System's operation or security;
• Use the System to harass, intimidate, stalk, or threaten others;
• Share personally identifiable information of survivors without lawful authority and explicit, informed consent, except when disclosure is required by law or necessary to prevent serious harm.

7. Security

7.1 Measures: The Agency employs administrative, technical, and physical safeguards (such as encryption, access controls, logging, and training) to protect data. No system is completely secure; the Agency will take reasonable steps to protect personal data but cannot guarantee absolute security.

7.2 Reporting Incidents: If you suspect a security incident, data breach, or unauthorized access related to the System, notify the Agency immediately at the contact details in Section 14.

8. Third-Party Services & Links

The System may link to or integrate third-party services (e.g., mapping, analytics, referral platforms). The Agency is not responsible for the privacy or content practices of third parties. Users should review third parties’ terms and privacy policies before using them.

9. Intellectual Property & Content Rights

9.1 Ownership: The Agency retains ownership of the System and its original content, software, and materials unless otherwise stated. Users retain ownership of personal materials they submit, subject to any licenses they grant the Agency to process and use that data for the System’s purposes.

9.2 License to Use Submitted Content: By submitting information to the System, you grant the Agency a non-exclusive, worldwide, royalty-free license to use, store, process, reproduce, and share the content as necessary to provide services, comply with legal obligations, or perform statistical and programmatic analysis (subject to confidentiality safeguards).

10. Limitation of Liability

To the fullest extent permitted by law, the Agency and its officers, employees, contractors, and partners shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising from access to or use of the System. The Agency’s total aggregate liability for direct damages shall be limited to the extent permitted by applicable law.

11. Indemnification

You agree to indemnify, defend, and hold harmless the Agency and its representatives from any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from your breach of these Terms or your unauthorized or negligent use of the System.

12. Changes to Terms

The Agency may revise these Terms from time to time. When material changes occur, the Agency will provide notice through the System or other appropriate means. Continued use of the System after notice constitutes acceptance of the updated Terms.

13. Governing Law & Dispute Resolution

These Terms are governed by applicable national laws and regulations. Any disputes arising under these Terms shall be resolved according to applicable administrative or judicial processes. Nothing in these Terms limits rights or remedies available under applicable law, including protections for survivors.