These Terms and Conditions ("Terms") govern access to and use of ClinAssess (the "Platform") by educational institutions, administrators, lecturers, examiners, students, and any other authorized users. Please read them carefully before using the Platform.
1. Acceptance of Terms
By creating an account, signing in, or otherwise using ClinAssess, you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, you must not access or use the platform.
These Terms apply to all users of ClinAssess, including but not limited to:
- Educational institutions.
- Administrators.
- Lecturers and examiners.
- Students.
- Any other authorized user accessing the platform.
2. Definitions
To avoid ambiguity, the following terms have the meanings given below wherever they appear in these Terms:
- Platform — the ClinAssess web application and related services.
- Institution — the university, college, or school using ClinAssess.
- User — any person with an authorized account on the Platform.
- Submission — any clinical history, report, case log, or assessment uploaded to the Platform.
- Administrator — Institution personnel responsible for managing accounts and permissions.
- Duplicate Detection — the automated comparison of Submissions for similarity.
3. Eligibility
Access to ClinAssess is limited to authorized users. In particular:
- Users must have authorization from their Institution to access the Platform.
- Students may only access accounts assigned to them.
- Institutions are responsible for approving staff accounts.
- Users must provide accurate and truthful information when using the Platform.
4. User Accounts
Each User is responsible for their account, including:
- Keeping login credentials, including passwords, confidential.
- Not sharing accounts with any other person.
- Notifying ClinAssess or their Institution promptly if they suspect unauthorized access to their account.
Institutions may request that ClinAssess disable accounts when students graduate or staff members leave the Institution.
5. Acceptable Use Policy
Users may use ClinAssess to:
- Submit clinical assessments.
- View records they are authorized to access.
- Complete assessments assigned to them.
Users may not:
- Attempt to bypass security controls.
- Upload malicious software.
- Share login credentials with any other person.
- Access another person's records without authorization.
- Reverse engineer the Platform's software.
- Use bots or automated tools to abuse the Platform.
- Upload offensive, unlawful, or infringing content.
Violations of this Acceptable Use Policy may result in suspension or termination of an account.
6. Clinical Assessment Submission
Students remain solely responsible for the originality of their submitted work.
- Once submitted, records may not be editable unless permitted by the Institution.
- Submission timestamps are recorded automatically by the Platform.
- Institutions determine their own grading policies.
- ClinAssess provides only the technological platform and does not make academic decisions.
7. Originality and Duplicate Detection
Duplicate detection is a key feature of ClinAssess. Users should be aware that:
- Every Submission may be analyzed automatically for originality.
- Similarity analysis compares Submissions stored within the Institution's database, and, where applicable, other approved databases.
- Similarity scores are indicators only — they are not proof of academic misconduct.
- Final academic decisions belong solely to the Institution.
- Users must not attempt to manipulate or circumvent originality checks.
8. Data Ownership
Unless an Institution's own policy states otherwise:
- Students own the intellectual content of their Submissions.
- Institutions own their assessment records.
- ClinAssess owns the software, algorithms, interface, and branding that make up the Platform.
9. Privacy and Data Protection
ClinAssess is committed to protecting personal data. This includes:
- Clear disclosure of what information is collected and why.
- Secure storage of data, including encryption where appropriate.
- Access controls limiting who can view personal data.
- Defined data retention periods.
- Compliance with applicable privacy laws.
- ClinAssess does not sell personal data to third parties.
Full detail on data handling is provided in our Privacy Policy.
10. Security
ClinAssess employs a number of measures to protect Platform data, including:
- Encryption of data in transit and at rest, where applicable.
- Secure authentication mechanisms.
- Audit logs of relevant system activity.
- Regular backups.
- Restricted administrative access.
- Monitoring for suspicious activity.
Users are responsible for protecting their own devices and keeping their credentials secure.
11. Institutional Responsibilities
Institutions using ClinAssess agree to:
- Maintain accurate user records.
- Manage user permissions appropriately.
- Ensure lawful use of the Platform by their staff and students.
- Provide user training where necessary.
- Follow applicable local educational regulations.
12. Service Availability
ClinAssess strives to maintain high availability of the Platform. However:
- Scheduled maintenance may temporarily interrupt service.
- Emergency maintenance may occur without prior notice.
- Users are responsible for maintaining their own internet connectivity.
13. Intellectual Property
The ClinAssess name, logo, software, source code, interface, algorithms, and documentation remain the property of ClinAssess unless otherwise stated. Users may not copy, reproduce, or redistribute any part of the Platform without prior written permission.
14. Fees and Payments
Where an Institution subscribes to a paid plan, the following may apply:
- Billing cycle and renewal terms as agreed with the Institution.
- Refund policy as set out in the applicable subscription agreement.
- Consequences of late payment.
- Suspension of accounts for unpaid balances.
15. Limitation of Liability
To the maximum extent permitted by law, ClinAssess is not liable for:
- Loss caused by internet outages or connectivity issues.
- Errors made by Users.
- Grading decisions made by an Institution.
- Academic misconduct committed by Users.
- Indirect or consequential financial losses.
16. Warranties Disclaimer
The Platform is provided "as is." While ClinAssess aims for high reliability, we cannot guarantee:
- Zero downtime.
- Zero software bugs.
- Absolute detection of every duplicate or plagiarized Submission.
- Compatibility with every device or browser.
17. Suspension and Termination
ClinAssess may suspend or terminate accounts in circumstances including:
- Violation of these Terms.
- Unauthorized access to the Platform.
- Fraudulent activity.
- Non-payment of applicable fees.
- Request from the relevant Institution.
Upon termination, data will be handled in accordance with Section 18 (Data Retention and Deletion).
18. Data Retention and Deletion
ClinAssess retains records for as long as reasonably necessary to provide the Platform, subject to:
- Institutional policy on retention periods.
- Applicable legal or regulatory retention requirements.
- Backup policies, which may retain data for a limited period after deletion requests.
19. Third-Party Services
ClinAssess relies on certain third-party services — such as cloud hosting, email delivery, and authentication providers — to operate the Platform. These providers may process limited data necessary to deliver their services and are expected to maintain appropriate security standards.
20. Updates to the Platform
ClinAssess may, from time to time:
- Add new features.
- Improve security.
- Remove outdated functionality.
- Update the interface.
Some updates may be applied automatically without prior notice.
21. Changes to the Terms
ClinAssess reserves the right to modify these Terms at any time. Users will be notified of material changes where appropriate. Continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.
22. Governing Law
These Terms are governed by the laws of Kenya. Any disputes arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of Kenya.
23. Contact Information
If you have questions about these Terms, please contact us:
- Support email: support@clinassess.graundra.com
- Website: clinassess.graundra.com