GiCommon Terms of Use

These Terms of Use (the “Terms”) form a legally binding agreement between you and GiCommon regarding your access to and use of the GiCommon platform, websites, dashboards, applications and related services (collectively, the “Service”).

By creating an account, by completing a registration form, or by otherwise accessing or using the Service, you confirm that you have read, understood and agree to be bound by these Terms and by our Privacy Policy, which is incorporated into these Terms by reference. If you do not agree, you must not access or use the Service.

If you are using the Service on behalf of an institution, school, university or other organisation, you represent that you have the authority to bind that organisation to these Terms, and “you” includes both you personally and the organisation you represent.

GiCommon is a software platform designed for the education sector. It brings admissions, application management, student portals, fee and payment tracking, institutional administration and e-learning into a single system, with optional artificial intelligence features that help applicants and staff work faster.

The Service is operated for two primary audiences: applicants and students who manage their own profiles, applications and studies, and institutions (together with their authorised staff and administrators) who evaluate applicants, manage programmes and operate their portals. Different parts of the Service are made available to each audience depending on the role assigned to your account.

In these Terms, “GiCommon”, “we”, “us” and “our” refer to the operator of the Service, and “you” and “your” refer to the individual or organisation using the Service.

You must be at least the age of legal majority in your jurisdiction to accept these Terms on your own behalf. If you are under that age — for example, a secondary-school applicant — you may only use the Service with the involvement and consent of a parent, guardian or legal representative, and that adult is responsible for supervising your use of the Service.

When you register, you agree to provide information that is accurate, complete and current, including your legal name, date of birth, email address, phone number, country and — where relevant — your academic history and the institutions you have attended. Information you provide is handled as described in our Privacy Policy.

You may not register if you:

• are barred from using the Service under applicable law or by a previous decision of ours;
• have had an account suspended or terminated for violating these Terms;
• intend to use the Service for an unlawful purpose, to impersonate another person, or to submit fraudulent applications or documents;
• are a competitor of GiCommon and intend to monitor, scrape or benchmark the Service for competitive purposes.

One person may maintain only one personal applicant account, unless we expressly authorise additional accounts in writing.

You are responsible for keeping your credentials confidential. Your password protects your account; you must not share it, and you must choose a password that satisfies the strength requirements shown at registration. All activity that occurs under your account is treated as activity by you, unless you can demonstrate that the account was compromised and you notified us promptly.

You must notify us immediately using the contact details in the Contact Us section if you suspect unauthorised access to your account, loss of your credentials, or any other security incident. We may require you to verify your identity before restoring access.

You may not sell, transfer, share or lease your account to anyone else. Institution accounts, staff accounts and administrator accounts are personal to the named user; the institution is responsible for assigning roles, granting the minimum access its staff need, and revoking access when a staff member leaves or changes role.

Institutions — schools, colleges, vocational centres and universities — register through the institution sign-up form at /sc/createaccount. Registration collects a school profile (the institution’s name, a unique school code, its type, location and official contact details) together with an administrator account for the person who will manage the institution on GiCommon.

If you create an institution account, you represent that you are authorised to act for that institution and to bind it to these Terms. The work email you register becomes the administrator’s sign-in credential, and the school code identifies the institution at sign-in. You must keep these details accurate, and you must not register an institution you are not connected with, impersonate another institution, or choose a name, code or content that is misleading or infringes another party’s rights.

The institution is responsible for: the accuracy of the profile and content it publishes; the actions of the administrators and staff it authorises; granting staff the minimum access they need and revoking it when their role changes or they leave; holding any consents or lawful basis required to submit information about applicants or staff to GiCommon; and complying with the education, accessibility and data-protection laws that apply to it.

We may verify an institution’s identity and authority before or after activating its account, and may ask for evidence such as a registration number, accreditation or a document on institutional letterhead. We may refuse, suspend or remove an institution account that we reasonably believe is fraudulent, unauthorised, dormant or in breach of these Terms. How we handle institution and administrator information is described in our Privacy Policy.

A separate written agreement (for example a subscription or data-processing agreement) may govern an institution’s plan, fees and data-protection obligations. Where such an agreement conflicts with these Terms on the matters it covers, the signed agreement prevails for that institution.

GiCommon provides, subject to change and to these Terms, the following categories of functionality:

• Admissions and applications — creating and submitting applications, uploading supporting documents, tracking statuses, receiving notifications and communicating with admissions staff.
• Student portals — viewing offers, enrolment information, fee statements, payment history, course activity and study-related records.
• Institution administration — configuring faculties, departments, programmes and admission requirements; reviewing and scoring applicants; managing staff roles; and operating statistics and configuration screens.
• Payments — displaying amounts due, recording payment activity and linking to payment flows where enabled.
• E-learning and messaging — course content, notifications, chat and AI-assisted helpers where enabled for your institution.

Features may differ between accounts, institutions and plans. Some functionality is offered for demonstration or evaluation purposes and may rely on sample data. We may add, modify or discontinue features at any time; where a change materially reduces functionality you have paid for, we will provide reasonable notice.

Applicants and students. You are responsible for the truthfulness and completeness of your profile, application data and uploaded documents, for backing up material you care about, and for using the Service only for your own applications and studies. Submitting forged certificates, false transcripts or misleading statements may result in rejection of your application, cancellation of any offer, and referral to the relevant institution or authority.

Institutions and staff. Institutions control the admissions decisions, programme configurations, fee schedules and user roles within their own workspace. An institution is responsible for the accuracy of the content it publishes, for the actions of the staff members it authorises, and for responding to applicant requests that fall within its remit.

GiCommon. We provide the software platform. Unless we explicitly state otherwise in writing, we do not make admissions decisions, set institutional fee policies, verify the truthfulness of user-submitted documents, or guarantee that any particular application, offer or payment will be approved.

You agree not to use the Service to:

• submit content or documents that are false, fraudulent, defamatory, obscene, harassing or that you do not have the right to submit;
• upload malware, or attempt to probe, scan, disrupt or gain unauthorised access to any system, account or data;
• interfere with or circumvent any security, rate-limiting or access control measure, or attempt to overload the Service with unreasonable request volumes;
• scrape, crawl, index or extract data from the Service by automated means without our prior written consent;
• use the Service to send spam, chain messages, or unsolicited commercial communications;
• impersonate any person or misrepresent your affiliation with any institution;
• reverse engineer, decompile or attempt to derive the source code of any part of the Service, except to the extent such restriction is prohibited by law;
• use the Service in violation of any applicable law, regulation, or the rights of any third party.

We may investigate suspected violations and take action we consider appropriate, including removing content, suspending accounts and reporting conduct to institutions, law enforcement or other authorities.

You retain ownership of the content you submit — your profile information, application essays, documents, images, messages and other material you upload (your “Content”).

By submitting Content, you grant GiCommon a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, adapt (for formatting and accessibility purposes), transmit and display your Content solely as necessary to operate, secure and improve the Service — for example, to display an application to the institution you applied to, to generate transcripts or statements, or to back up data. You also grant the institution you applied to, and its authorised staff, the right to access and evaluate your Content in connection with your application.

You represent that you have all rights and consents needed to submit your Content and to grant this licence, including any consents required for third parties whose personal data appears in your Content. We may remove Content that violates these Terms, infringes rights, or creates a security risk, but we have no obligation to monitor Content in advance.

Feedback you provide about the Service may be used by us unrestrictedly, without obligation or compensation to you.

GiCommon includes optional features powered by artificial intelligence, such as chat assistants, drafting and summarisation helpers, document checks, recommendation hints and analytics for staff. These features are provided to save you time and to suggest next steps.

AI output is informational, not authoritative. Generated text, summaries, classifications, scores and suggestions may be incomplete, outdated or incorrect. You are responsible for reviewing any AI-generated content before relying on it, and for deciding whether to act on it. Unless we state otherwise in writing, AI-generated suggestions do not constitute admissions, academic, financial, legal or professional advice, and they are not binding on GiCommon or on any institution.

Admissions decisions are made by institutions and their authorised staff. AI features may assist that process, but no decision that materially affects you will be presented to you as having been made solely by an automated system where applicable law requires human involvement.

Content you submit for processing by AI features is handled as described in our Privacy Policy, including the categories of providers described in the section on sharing.

Some parts of the Service may be subject to fees — for example application charges, institution subscription plans or paid e-learning content. The price, currency, billing period and inclusions for any paid feature are shown at the point of purchase or in your institution’s agreement with us.

When payments are enabled, you agree to pay all amounts due, on the terms shown, and to provide billing information that is accurate and current. You are responsible for any taxes applicable to your purchases other than taxes on our income. Where a third-party payment processor handles the transaction, that processor’s terms also apply to the payment itself.

Except where law or an applicable refund policy states otherwise, fees already paid are non-refundable once the paid feature has been made available to you. Where a payment is recorded in error, duplicated, or relates to an application that the institution cancels, contact the institution first; for platform charges, contact us using the details in the Contact Us section and we will review the matter in good faith.

Payment records shown in the Service are provided for convenience; the authoritative record is the one maintained by the payment provider and the receiving institution.

The Service — including its software, interfaces, designs, logos, documentation, templates and the GiCommon name and marks — is owned by GiCommon or its licensors and is protected by intellectual property laws. These Terms do not transfer any ownership to you; we grant you only the limited, revocable, non-exclusive right to use the Service as described in these Terms.

You may not copy, modify, distribute, sell, sublicense or create derivative works based on any part of the Service, except where we have given prior written permission or where the law permits it notwithstanding this restriction. If you believe content on the Service infringes your rights, contact us with sufficient detail for us to locate the material, and we will respond in accordance with applicable law.

The Service may integrate with or link to third-party products — payment providers, email and messaging providers, identity services, AI model providers, mapping or analytics services, and websites that institutions or users link to. Those products are governed by their own terms and privacy practices, which we do not control.

A link or integration is provided for convenience and does not imply endorsement. To the maximum extent permitted by law, we are not responsible for the availability, security, accuracy or practices of third-party products, or for loss arising from your dealings with them.

Our collection and use of personal information is described in our Privacy Policy, which forms part of these Terms. In summary, we process the data needed to operate accounts and applications, to deliver institution features, to take payments, to secure the platform and to improve the Service, and we share it only as described there.

Where you submit information about another person — for example a referee, a guarantor, or a family member — you confirm that you have informed them and have any consent required to share their information with us and with the institution concerned.

You may stop using the Service at any time and may request deletion of your account through the account settings, by contacting your institution, or by writing to us using the details in the Contact Us section. Deletion requests are handled as described in our Privacy Policy, subject to records we must retain by law.

We may suspend or terminate your access, in whole or in part, if you breach these Terms, if we are required to do so by law, if your account poses a security risk, or if the Service is discontinued. For material breaches that can be cured, we will normally give you notice and a reasonable opportunity to fix the problem before terminating your account.

Suspension or termination does not relieve you of obligations that by their nature survive — including payment obligations accrued before termination, intellectual property and confidentiality provisions, disclaimers, limitations of liability and indemnities. Sections that by their nature should survive will survive termination.

To the maximum extent permitted by applicable law, the Service is provided on an “as is” and “as available” basis. We disclaim all warranties, whether express, implied or statutory, including merchantability, fitness for a particular purpose, title and non-infringement, and we do not warrant that the Service will be uninterrupted, secure or error-free, or that content will be accurate or complete.

We do not warrant that any application will be accepted, that any offer will be honoured, that any payment will be processed by a third-party provider, or that AI-generated output will be accurate. Institutions are responsible for their own admissions criteria, decisions and published information, which may change without notice.

Nothing in these Terms excludes warranties or liability that cannot be excluded under applicable law.

To the maximum extent permitted by applicable law, GiCommon and its officers, employees, partners and suppliers will not be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, data, goodwill or business opportunity, arising out of or related to your use of (or inability to use) the Service, even if advised of the possibility of such damages.

Our aggregate liability for all claims relating to the Service will not exceed the greater of the amounts you paid to us for the Service in the twelve (12) months before the event giving rise to the claim, or one hundred currency units of the currency in which you were invoiced (or the equivalent in your local currency).

These limitations apply to the fullest extent permitted by law and apply whether a claim is based in contract, tort, statute or any other legal theory. They do not limit liability for fraud, wilful misconduct, or any liability that may not otherwise be limited.

You agree to defend, indemnify and hold harmless GiCommon and its officers, employees, partners and suppliers from and against any claims, damages, losses, liabilities and costs (including reasonable legal fees) arising out of or related to: your Content; your use of the Service; your breach of these Terms; your violation of any law or third-party right; or any information you submit about another person.

We reserve the right to assume the exclusive defence of any matter subject to indemnification, in which case you will cooperate with our defence of the claim. You will not settle any claim that imposes an obligation on us without our prior written consent.

These Terms are governed by the laws applicable at our principal place of business, without regard to conflict-of-law rules. Before filing a formal claim, you agree to first contact us and attempt to resolve the dispute informally for at least thirty (30) days; most concerns can be settled that way.

If the dispute cannot be resolved informally, it will be submitted to the exclusive jurisdiction of the competent courts at our principal place of business, unless mandatory consumer-protection law in your country of residence provides otherwise. Where your residence grants you mandatory rights to bring proceedings in your local courts, those rights remain unaffected.

If any provision of these Terms is held unenforceable, that provision will be enforced to the maximum permissible extent and the remaining provisions will remain in full force. Our failure to enforce a provision is not a waiver of our right to do so later.

We may update these Terms from time to time to reflect changes to the Service, to our practices, or for legal, operational or regulatory reasons. When we do, we will revise the “Last updated” date at the top of this page.

If a change is material, we will provide additional notice — for example by email to the address on your account or by a notice inside the Service — before the change takes effect, where reasonably practicable. Continuing to use the Service after the effective date constitutes acceptance of the revised Terms. If you do not accept the revised Terms, you must stop using the Service and may request account deletion.

Questions about these Terms, notices of infringement, or requests concerning your account can be directed to the GiCommon team:

• Email: contact@gicommon.app
• Privacy and data requests: use the contact details in the Privacy Policy.
• In-app: your institution’s support channel, or the help section of your dashboard.

Please include enough detail — the account email, the screen involved and what happened — so we can investigate and respond effectively.