Association Page Agreement

This agreement

1. This agreement governs an organization's page on flow and everything done through it. It is between erudeon v.o.f. and the organization named on the page (the Organization).
2. It applies to student associations, venues, promoters and any other organization holding a page. We say "association" throughout because that is who most of you are.
3. Somebody accepting it must be authorized to bind the Organization. If you are not, do not accept it.
4. The people who use the page are also members of flow, so our Terms of Service and our Community Guidelines apply to them personally, in addition to this agreement.

The page, and claiming it

1. A page may exist before anybody from the Organization has touched it. We build listings from public sources so that students can find what is happening, and such a page is marked as unclaimed.
2. An unclaimed page authorizes nobody. Until somebody from the Organization claims it, no one can post, edit or see anything through it.
3. To claim a page, somebody from the Organization redeems a claim link from us. From then on the Organization is responsible for what the page says and does.
4. If a page names your Organization and you would rather it did not exist, tell us and we will take it down. You do not have to claim a page in order to have it removed.
5. Claiming a page does not transfer ownership of it. It gives the Organization the right to run it under this agreement.

Who may act for the Organization

1. The Organization decides who may act for it, by appointing people on the page and ticking the specific things each of them may do.
2. There are no fixed roles. No two associations name their positions the same way, so a title on flow is free text that describes somebody and authorizes nothing. What a person may actually do is only ever the boxes ticked for them.
3. A person may never grant a permission they do not hold themselves.
4. Nobody can delete a page. That is deliberate rather than an oversight: taking a page down is a conversation with us, so a page cannot be destroyed by one person in a bad week, and a board handing over cannot lose its history to a mistake.
5. The Organization must keep that list current. When somebody leaves the board, remove them. Until you do, what they do through the page is done by the Organization.
6. Handing over to a new board is the Organization's own job and one of the things this list is for.

What the Organization is responsible for

1. Everything published on the page, and everything done through it.
2. That it is entitled to use the name, logo and images it puts there.
3. That what it publishes is accurate, particularly about when and where an event is, what it costs and who may come.
4. Complying with the law that applies to it, including its own obligations as an association and anything its university or umbrella body requires of it.
5. The conduct of the people it appoints. They act for the Organization here.

Events

1. Where the Organization runs an event, the Organization is its organizer. It is responsible for the event, for the people who come and for the venue arrangements.
2. Listing an event on flow does not make us its organizer, and our name appearing on a listing we selected is not the same as running it. Our Terms of Service explains how a reader tells the difference.
3. Where we and the Organization run something together, each of us is responsible for our own part, and neither answers for the other's.
4. Alcohol is the venue's responsibility. erudeon v.o.f. does not sell, supply or serve it and takes no revenue from it. Where alcohol is served, the licence, checking age and refusing service belong to whoever holds that licence under the Alcoholwet.
5. The Organization must not use flow to run an event that is unlawful or unsafe, or that excludes people on a ground the law protects.

Personal data

1. Running a page means seeing personal data about members: who has replied to an event, who has arrived, who has asked the host for help, and who has followed the page.
2. The Organization is its own controller for what it does with that data. We are not its processor and it is not ours. Each of us answers separately for our own handling of it.
3. The Organization may use what it sees only to run the event or the page it was given for. It may not add a member to a mailing list, pass details to a sponsor, sell them, or use them for anything the member did not come here for.
4. The Organization must keep that data secure, keep it no longer than it needs it, and answer a member who asks about it. Where a member asks us instead, we will help and may pass the request on.
5. Where the Organization loses control of member data, tell us without undue delay so that each of us can do what the law requires.
6. We report visits to a page as counts. We classify where a visitor arrived from into a small set of buckets and then discard the address itself, so an analytics screen never shows the Organization who somebody is or what page they came from.

The plan and payment

1. A page and the tools that come with it are provided under a plan. What the plan includes and what it costs are stated when it is bought, and that description is part of this agreement.
2. A plan is billed for a period and renews until it is cancelled. Cancelling stops the next payment, and the page keeps its features to the end of the period already paid for.
3. Prices are exclusive of VAT unless stated otherwise, and an invoice is issued for each period.
4. The Organization is buying for purposes connected with its own activity rather than as a consumer, so the statutory right of withdrawal does not apply. Our Refund Policy states what we return and when.
5. Where a payment fails and is not put right, we may suspend the plan's features. The page and its history are not deleted for non-payment.

What we provide

1. We provide the Platform and the features the plan describes, with reasonable skill and care.
2. We may change, add to or withdraw features. Where a change would materially reduce what a paid plan provides, we will tell the Organization at least 30 days beforehand and it may end the plan without charge before the change takes effect.
3. We do not guarantee attendance, reach or any result. What an event does is a matter for the event.
4. We do not warrant that the Platform will be available without interruption or free of faults, and we will take reasonable steps to keep it available and to correct faults within a reasonable time.

Suspension, and taking a page down

1. We may suspend or remove a page where there is good reason: a breach of this agreement or of our Community Guidelines, conduct that puts members at risk, unlawful use, or somebody misrepresenting the Organization they act for.
2. We will say what has happened and why, and the Organization may respond and ask us to reconsider. Where the matter is serious or continuing, we may act before hearing from you.
3. Where we remove a page for a reason that is not the Organization's breach, we return the part of any plan paid for and not provided.

Liability

1. Nothing in this agreement limits our liability for death or personal injury caused by our negligence, for our own intent or gross negligence, or for anything else that may not be limited by law.
2. Subject to clause 10.1, our total liability for any claim connected with this agreement is limited to what the Organization paid us in the 12 months before the claim arose, or 500 euro where it paid us nothing.
3. We are not liable for indirect or consequential loss, or for lost revenue from an event.
4. We are not responsible for what happens at an event we did not organize, or for what the Organization or anyone acting for it does.
5. The Organization indemnifies us against a claim brought by somebody else that arises from what it published, from an event it ran, or from its handling of member data.

Ending this agreement

1. The Organization may end it at any time by cancelling the plan and asking us to take the page down.
2. Either of us may end it where the other is in material breach and has not put it right within 30 days of being asked to.
3. When it ends, the page stops being published. We keep what the law requires us to keep, and the Organization remains responsible for the member data it already holds.
4. The clauses that are meant to outlive it do: personal data, liability, and this one.

Changes to this agreement

1. We may change this agreement, including where we change the Platform or where the law changes.
2. A change is published on this page and takes effect 30 days after the date shown at the top, unless a change required by law must take effect sooner.
3. If the Organization does not accept a change, it may end the plan before the change takes effect.

Contact and governing law

1. Contact us first. Our address is in the company details above.
2. This agreement is governed by Dutch law, and disputes are subject to the Dutch courts.