Terms and Conditions

1. Acceptance of these Terms

These Terms and Conditions (“Terms”) govern use of Rotaract Certify at https://certify.rsamdio.org (the “Service”).

The Service is operated by Rotaract South Asia MDIO (“RSAMDIO”, “we”, “us”, or “our”) and developed and technically supported by ZeoSpec. By accessing or using the Service, you agree to these Terms and the Privacy Policy. If you do not agree, do not use the Service.

If you use the Service for a Rotaract club, activity, or other organization, you confirm that you have authority to accept these Terms for that organization.

2. The Service

Rotaract Certify enables:

• public viewing of a catalog of active activities
• activity-specific certificate lookup using an email address, redeem code, or other lookup value selected by an organizer
• browser-based generation and download of digital certificate PDFs
• an invitation-only organizer workspace for activity details, certificate designs, fields, recipient records, CSV imports, public Google Sheets imports, API webhook integrations, exports, and manager access
• role-based administrator and activity-manager access through Google sign-in

The Service is intended for the Rotaract South Asia community and related activities. We may change, suspend, or discontinue features where reasonably necessary for operational, security, legal, or organizational reasons.

3. Public use and certificate lookup

Public visitors may view published activity information. Participant lists are not publicly browseable.

Certificate lookup requires an activity-specific lookup value. You may use only a lookup value that was assigned to you or that you are authorized to use. You must not attempt to guess, collect, test, scrape, or use another person’s email address, code, or other lookup value to retrieve their certificate information.

The Service uses App Check with Google reCAPTCHA v3 and rate limits to help prevent automated misuse. You must not bypass, interfere with, or attempt to defeat these controls.

A lookup is not identity verification. A correct lookup value may return a certificate, so recipients and organizers should protect lookup values from unnecessary disclosure.

4. Certificates and authenticity

Certificates are digital records generated from data entered or approved by the relevant organizer. A certificate indicates only the participation, achievement, role, or other information represented by that organizer’s activity record.

RSAMDIO does not guarantee that every certificate is accurate, complete, current, accepted by a third party, or suitable for employment, academic, immigration, licensing, financial, legal, or other official purposes. A recipient or third party that needs confirmation should contact the relevant activity organizer or an appropriate RSAMDIO or Rotary channel.

You must not alter a certificate in a misleading way, create a false or misleading certificate, represent a certificate as independently verified when it is not, or use a certificate to impersonate another person.

If RSAMDIO or the relevant organizer determines that a certificate record was created through error, fraud, or unauthorized use, they may correct the underlying record, discontinue availability of the certificate, or take other appropriate organizational action, subject to applicable law.

5. Organizer accounts and access

Organizer features are available only to invited platform administrators and activity managers who sign in through Google Authentication.

You must:

• use an account you are authorized to use
• keep your Google account and browser session secure
• use access only for the activities and responsibilities assigned to you
• promptly report suspected unauthorized access or misuse to RSAMDIO
• cooperate with reasonable security or access-review requests

Platform administrators may manage activities across the Service. Activity managers may manage only the activities for which they are authorized. RSAMDIO may suspend, remove, or limit access where reasonably necessary to protect the Service, recipients, organizers, or RSAMDIO.

6. Organizer data responsibilities

Organizers are responsible for the information, certificate content, designs, and instructions they create or upload. Before uploading recipient information, an organizer must ensure that they:

• have a valid legal basis, authority, notice, consent, or other permission required by applicable law
• collect and upload only information necessary for the activity and certificate
• provide accurate recipient and certificate information
• use custom certificate fields responsibly and do not request sensitive information unless expressly approved by RSAMDIO and legally permitted
• respond appropriately to recipient correction, deletion, and privacy requests
• maintain appropriate access controls for exported files and recipient lists
• comply with applicable privacy, safeguarding, intellectual-property, and anti-discrimination laws

7. Data Imports and Webhooks

Organizers may import recipient data from a CSV file, a public Google Sheet, or via automated API webhooks.

A Google Sheet import requires the organizer to share the sheet as “Anyone with the link.” This may allow anyone with the link to access the sheet outside the Service. Organizers must assess that risk and use CSV upload instead where public-link sharing is not appropriate.

By providing a Google Sheets URL, you authorize the Service to retrieve the selected public sheet for the import. You must not submit a URL to a sheet that you are not authorized to access or share.

If using API webhooks, you must keep your webhook secret secure. You are responsible for all data submitted to your activity's webhook endpoint using your authorization secret.

8. Certificate designs and intellectual property

Organizers may upload certificate design images for their activities. You retain responsibility for ensuring that you own or have permission to use every design, logo, photo, font, trademark, and other material you upload.

Design images are stored and publicly delivered through cert.rsamdio.org so certificate PDFs can be generated in recipients’ browsers. Do not place confidential or personal information in a design image unless you are authorized to make it publicly accessible in that manner.

The Service, its original software, branding, and content are owned by RSAMDIO, ZeoSpec, or their licensors, as applicable. Nothing in these Terms transfers ownership of those rights. You may not copy, modify, reverse engineer, distribute, or commercially exploit the Service except as permitted by law or with written permission.

9. Acceptable use

You must not use the Service to:

• violate law, privacy rights, intellectual-property rights, or safeguarding obligations
• upload unlawful, discriminatory, defamatory, infringing, malicious, or misleading content
• create, issue, alter, or present fraudulent certificates
• access, export, collect, or disclose recipient data without authorization
• interfere with the Service, its security, rate limits, App Check, or other users
• introduce malware, attempt unauthorized access, or test the Service for vulnerabilities without written permission
• send spam or unauthorized marketing
• use the Service for an unauthorized commercial purpose

10. Privacy

Our processing of personal information is described in the Privacy Policy. Organizers acknowledge that recipient information is not public through recipient lists, but a person who correctly supplies a lookup value may retrieve the corresponding certificate data.

You must not upload information that you are not authorized to process. You remain responsible for communications and notices required between you and your recipients.

11. Third-party services

The Service relies on third-party services, including Google/Firebase, Google reCAPTCHA, Netlify, Cloudflare R2, and, when selected by an organizer, Google Sheets. Their availability, terms, and privacy practices are outside RSAMDIO’s direct control.

Links to third-party services do not imply RSAMDIO endorsement. Use of a third-party service is subject to that provider’s terms and privacy policy.

12. Availability and changes

We aim to keep the Service available and reliable, but do not guarantee uninterrupted, error-free, secure, or permanent availability. Features, designs, activity pages, certificate availability, and organizer access may change or become unavailable.

You should retain a local copy of a downloaded certificate. A closed activity may remain viewable but may no longer permit certificate lookup or download.

We reserve the right to instantly throttle, rate-limit, or suspend API webhook access without notice if we determine that it negatively impacts platform stability or violates these Terms.

13. Disclaimers

To the fullest extent permitted by law, the Service is provided “as is” and “as available.” RSAMDIO and ZeoSpec disclaim warranties that are not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, availability, accuracy, and security.

Nothing in these Terms excludes a warranty, right, or liability that cannot lawfully be excluded or limited.

14. Limitation of liability

To the fullest extent permitted by law, RSAMDIO, ZeoSpec, and their volunteers, officers, suppliers, and licensors will not be liable for indirect, incidental, special, consequential, punitive, or exemplary damages, or for loss of profits, data, goodwill, reputation, or business opportunity arising from or related to the Service.

This limitation does not apply to liability that cannot be excluded or limited under applicable law.

15. Indemnification

You agree to indemnify, defend, and hold harmless RSAMDIO, ZeoSpec, and their volunteers, officers, and licensors from any claims, damages, liabilities, or legal fees arising out of your breach of these Terms, your unauthorized use of the Service, or your processing of recipient data without a lawful basis.

16. Suspension and termination

We may suspend or terminate access, remove content, or restrict use if we reasonably believe that you have breached these Terms, created legal or security risk, misused recipient information, created fraudulent certificates, or endangered the Service or others.

Termination does not remove obligations that by their nature should continue, including privacy, intellectual-property, acceptable-use, disclaimer, limitation-of-liability, indemnification, and dispute provisions.

17. Governing law and disputes

These Terms are governed by the laws of India, without regard to conflict-of-law principles.

Subject to mandatory consumer or privacy rights that apply in your place of residence, courts with competent jurisdiction in India will have exclusive jurisdiction over disputes arising from these Terms or the Service.

18. Changes to these Terms

We may update these Terms to reflect changes to the Service, law, security requirements, or organizational practices. The updated Terms will be posted on this page with a revised “Last updated” date. Continued use after the effective date means you accept the updated Terms, except where applicable law requires another form of notice or consent.

19. Contact

20. Severability and entire agreement

If a provision of these Terms is unenforceable, it will be enforced to the maximum extent permitted by law, and the remaining provisions will remain in effect.

These Terms and the Privacy Policy are the entire agreement between you and RSAMDIO concerning your use of the Service, unless RSAMDIO has entered into a separate written agreement with you.

By using Rotaract Certify, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.