Acceptable Use Policy

This Acceptable Use Policy ("Policy") sets out the standards of conduct expected of everyone who accesses the ClinPlacer website, platform, or mobile applications (collectively, the "Services").

This Policy applies in addition to, and forms part of, our Terms of Service. Where this Policy and the Terms address the same conduct, the more specific rule in this Policy governs.

This Policy applies to every User of the Services — School Administrators, Facility staff, Students, supervisors, and anyone else accessing an account associated with an Institution.

This Policy binds:

• Schools and their Administrators, who are responsible for the conduct of accounts they create or approve
• Facilities and their staff, who manage capacity and review placement applications on the Platform
• Students, who use the Platform to apply for and track clinical placements
• Any other User granted access to an account associated with an Institution

Institutions are responsible for ensuring that everyone using an account under their Institution understands and follows this Policy.

The Services may be used only for their intended purpose: coordinating, managing, and monitoring clinical placements between Schools, Facilities, and Students, and the related administrative functions the Platform provides.

Permitted use includes submitting and reviewing placement applications, managing capacity and rotations, tracking student progress, generating reports, and communicating with other Users through the Platform's built-in tools, all in line with your Institution's own policies and applicable law.

You must not use the Services to:

• Gain or attempt to gain unauthorized access to the Platform, other accounts, or ClinPlacer systems (hacking)
• Introduce malware, viruses, or any other harmful or disruptive code
• Reverse engineer, decompile, or attempt to extract the source code of the Platform
• Share account credentials with unauthorized users, or use an account you were not authorized to access
• Engage in fraud, including submitting false placement, capacity, or academic information
• Create or claim fake placements, facilities, or student records
• Scrape, harvest, or extract data from the Platform without authorization
• Access or use ClinPlacer's APIs outside the scope of an authorized integration agreement
• Send spam or unsolicited bulk communications through the Platform
• Engage in any activity that is unlawful under Kenyan or applicable international law
• Infringe the copyright, trademark, or other intellectual property rights of ClinPlacer or third parties
• Attempt to overload, disrupt, or degrade the Platform's infrastructure or availability for other Users

Information submitted to the Platform — including student records, capacity data, placement applications, and reports — must be accurate, current, and submitted in good faith.

• Do not submit false, misleading, or fabricated academic, capacity, or placement information
• Do not upload content you do not have the right to share, including confidential patient information beyond what is necessary for placement coordination
• Correct inaccurate information promptly once you become aware of it

Everyone using the Services shares responsibility for keeping the Platform secure:

• Keep your login credentials confidential and use a strong, unique password
• Enable two-factor authentication where it is available to your account type
• Report suspected security vulnerabilities to legal@clinplacer.com rather than testing or exploiting them
• Report unauthorized account access as soon as you become aware of it

ClinPlacer may monitor use of the Platform to detect and prevent activity that violates this Policy, protect the security and integrity of the Services, and comply with legal obligations.

Monitoring is carried out for these limited purposes and is not used to surveil the content of individual communications beyond what is necessary to investigate a suspected violation or security incident.

If you become aware of conduct that may violate this Policy — including suspected fraud, unauthorized access, or misuse of the Platform — please report it to legal@clinplacer.com with as much detail as you can provide.

We review reports in good faith and will take appropriate action, which may include the steps described in the next section.

Violating this Policy may result in a warning, restricted access to certain features, suspension, or termination of the relevant account, depending on the nature and severity of the violation.

The full process for suspension, termination, data retention, and account recovery is set out in our Terms of Service, Section 17 (Suspension & Termination).

Serious violations — including fraud, unauthorized access, or unlawful activity — may also be reported to the relevant authorities or professional regulatory bodies where appropriate.

We may update this Policy from time to time to reflect changes in the Services or applicable law.

• Material changes will be posted on this page with an updated "Last updated" date
• Where required by law, we will provide advance notice before material changes take effect
• Continued use of the Platform after an update constitutes acceptance of the revised Policy

If you have questions about this Policy, or need to report a suspected violation, reach out through the following channels:

Visit our Contact Form