User Terms of Service

1. Introduction

These Terms of Service (Terms), together with any and all other documents referred to herein, set out the terms of use under which you may access and use the services provided by The Ambassador Platform (the Service).

The Ambassador Platform is an experience communication management solution that helps institutions to communicate what the experience of being a member of their institution is like through conversations and content. In this way, The Ambassador Platform acts as a communication channel for representatives or ambassadors of institutions to talk to potential applicants for the purpose of helping those applicants make a more informed decision.

We hold User data for the express purpose of providing this communication channel to the Institution.

Please read these Terms carefully and ensure that you understand them. If you do not agree to comply with and be bound by these  Terms you must stop using our Service immediately.

2. Definitions and Interpretation

In these Terms, unless the context otherwise requires, the following expressions have the following meanings:

3. Information About us

3.1 Our Service, theambassadorplatform.com and all subdomains, are owned and operated by The Ambassador Platform Ltd, a limited

company registered in England under 10367482, whose registered address is 54 Park Central Building, 60 Fairfield Road, London, E3 2US, United Kingdom.

3.2 We were incorporated on the 9th September 2016.

4. Access to Our Service

4.1 Access to our Service is free of charge.

4.2 It is your responsibility to make any and all arrangements necessary in order to access our Service.

4.3 We may from time to time make changes to our Service.

4.4 Minor changes may be required to make underlying technical alterations, for example, to fix an error or to address a security issue.

4.5 We will continue to develop and improve our Service over time, which may result in changes being made to it.

4.6 We will always aim to ensure that our Service is available at all times. In certain limited cases, however, we may need to temporarily suspend availability to make certain changes. We will not be liable to you as a User in any way if our Service (or any part of it) is unavailable at any time and for any period, or if it does not operate as intended. It is provided on an 'as is' and 'as available' basis to Users.

5. Accounts

5.1 You are not required to open an Account to browse our Services.

5.2 A User is required to create an Account if they would like to send a Direct Message through our Service.

5.3 You may not create an Account if you are under 13 years of age unless you live in an EU member state that enforces a higher minimum age of 14, 15 or 16 years old to create online accounts, in which case, you must be the required age to create an Account.

5.4 When creating an Account, the information you provide must be accurate and complete. If any of your information changes at a later date, it is your responsibility to ensure that your Account is kept up-to-date.

5.5 We require that you choose a strong password for your Account. At a minimum, it must contain 6 symbols. It is your responsibility to keep your password safe. You must not share your Account or Account information with anyone else. If you believe your Account is being used without your permission, please contact us immediately. We will not be liable for any unauthorised use of your Account.

5.6 You must not use anyone else's Account.

5.7 Any personal information provided in your Account will be collected, used, and held in accordance with your rights and our obligations under the General Data Protection Regulation, as set out in paragraph 18. Please refer to our Privacy Notice for more information.

5.8 We will store your other data related to your Account until such as time as your Account is deleted. All data collected at the point of Account creation will be deleted from our Service no later than three 3 business days after deleting your Account.

5.9 All questions you have publicly posted to the service will persist in an anonymous format.

5.10 By default, your account will be deleted after 36 months of inactivity. This period can be shortened and lengthened depending on the preferences of the Institution you engage with through Our Service.

6. Viewing of Content

6.1 You may browse all Content on the TAP Feed.

6.2 We accept no responsibility for the validity or accuracy of Content you may see delivered through our Service.

6.3 All Content you will see has been created by the Account if it is displayed against and Published by an Admin User for the Institution.

6.4 You may search on keywords to filter down to topics and content you want to see by using the search function.

7. Chat functionality

7.1 The Chat functionality allows you to directly engage with an individual Ambassador through a written conversation.

7.2 You must have an Account to use the Chat functionality.

7.3 You must not breach our Acceptable Usage Policy in your conversation, including sharing of any personal or contact information.

7.4 We will actively monitor the content of your conversation using automated keyword detection for safeguarding purposes.

7.5 The Institution who is represented by the Ambassador can view your conversation if they wish.

7.6 We, together until the Institution, retain the right to take inspiration from your questions through conversations to produce Content for the wider audience on our Service. In no cases will your identity be used.

7.7 You grant us permission to contact you via email and SMS to notify you of new Chat messages.

7.8 If any inappropriate behaviour including but not limited to: explicit language, coercive, radicalisation, sexually suggestive, clearly

inaccurate statements or extreme exaggeration takes place, you must report this through the Flagging Function of the Service.

7.9 Institutions may send you chat messages if you have previously engaged with them in the context of that initial engagement.

7.10. Other users on the platform who are not admin users (institutions) or current students (ambassadors) can send you messages. This includes future students and/or users in similar roles.

8. Our Rights

8.1 We grant Users a limited right to use our Service to learn from and engage with Ambassadors who represent the Institution for personal research and private study purposes, subject always to these Terms.

8.2 Subject to the licence granted to us under paragraph 8.3, Users retain the ownership of copyright and other intellectual property rights in their User Content (subject to any third party rights in that User Content and the terms of any licence under which you use such content).

8.3 All other Content included in our Service (including all User-facing material, and all underlying material such as code, software and

databases) and the copyright and other intellectual property rights in that Content, unless specifically labelled otherwise, belongs to or has been licensed by us. All Content is protected by applicable English and international intellectual property laws and treaties.

8.4 By accepting these Terms, you hereby undertake:

• not to copy, download or otherwise attempt to acquire any part of our Service;
• not to disassemble, decompile or otherwise reverse engineer our Service;
• not to allow or facilitate any use of our Service that would constitute a breach of these Terms; and
• not to embed or otherwise distribute our Service on any website, ftp server or similar.

9. User Content

9.1 User Content on our Service includes (but is not necessarily limited to) Feedback responses and Chat conversations.

9.2 You agree that you will be solely responsible for any and all User Content that you create or upload using our Service. Specifically, you agree, that you have the right to create or upload the User Content and the right to use all materials of which it is comprised and that it will not breach the intellectual property rights of any third party or contravene any aspect of our Acceptable Usage Policy.

9.3 You agree that you will be liable to us and will, to the fullest extent permissible by law, indemnify us for any breach of the warranties given by you under paragraph 8.2. You will be responsible for any loss or damage suffered by us as a result of such breach.

9.4 You (or your licensors, as appropriate) retain ownership of your User Content and all intellectual property rights subsisting therein. By creating or uploading User Content, you grant us unlimited rights to use, store, archive, syndicate, publish, transmit, adapt, edit, reproduce, distribute, prepare derivative works from, display, perform and sub-licence your User Content for the purposes of operating, improving and promoting our Service and to do all acts that would otherwise infringe your relevant rights. You grant us the right to make your User Content available to other companies, organisations or individuals for their own purposes and you grant us the right to make your User Content available to the world and to let others do the same.

9.5 If you wish to remove User Content, you may do so by deleting your Account. Removing User Content also revokes the licence granted to us to use that User Content under paragraph 9.4. You acknowledge, however, that caching or references to your User Content may not be made immediately unavailable (or may not be made unavailable at all where they are outside of our reasonable control).

9.6 We may reject, reclassify, or remove any User Content created or uploaded using our Service where that User Content, in our sole

reasonable opinion, violates our Acceptable Usage Policy or if we receive a complaint from a third party and determine that the User Content in question should be removed as a result.

10. Links to Our Service

10.1 Links to our Service will be made available to Users by us directly and via the Institutions. You may access our Service via these such links made available to you so long as:

• you do so in a fair and legal manner;
• you do not do so in a manner that suggests any form of association, endorsement or approval from/by us where none exists;
• you do not use any logos or trademarks displayed on our Service without our express written permission; and
• you do not do so in a way that is calculated to damage our reputation or to take unfair advantage of it.
• You may link to a specific profile page of an Ambassador on our Service provided that:
• you do so for the purpose of using our Service for its intended purpose; and doing so does not breach our Acceptable Usage Policy

10.2 You may not link to our Service from any other site the main content of which contains material that:

• is sexually explicit;
• is obscene, deliberately offensive, hateful or otherwise inflammatory;
• promotes violence;
• promotes or assists in any form of unlawful activity;
• discriminates against, or is in any way defamatory of, any person, group or class of persons, race, sex, religion, nationality, disability, sexual orientation, or age;
• is intended or is otherwise likely to threaten, harass, annoy, alarm, inconvenience, upset, or embarrass another person;
• is calculated or is otherwise likely to deceive another person;
• is intended or is otherwise likely to infringe (or to threaten to infringe) another person's privacy;
• misleadingly impersonates any person or otherwise misrepresents the identity or affiliation of a particular person in a way that is calculated to deceive of affiliation with us where none exists;
• infringes, or assists in the infringement of, the intellectual property rights (including, but not limited to, copyright, trademarks and database rights) of any other party; or
• is made in breach of any legal duty owed to a third party including, but not limited to, contractual duties and duties of confidence.

11. Links to Other Sites

11. Links to other sites may be included on our Service. Unless expressly stated, these sites are not under our control. We neither assume nor accept responsibility or liability for the content of third party sites. The inclusion of a link to another site on our Service is for information only and does not imply any endorsement of the sites themselves or of those in control of them.

12. Disclaimers

12.1 The Content on our Service does not constitute advice on which you should rely. It is provided for general information purposes only and is not binding.

12.2 Ambassadors that you speak to through our Service have been individually selected and made available on our Mobile App using safer recruiting principles and have received an appropriate level of training. Opinions they share are their own at the time of expression. Any substantial information on which you are making decisions should be cross-checked and validated on other sources such as the website of the university in question. Ambassadors will aim to sign-post these links to you wherever possible.

12.3 User's accept full understanding and responsibility for taking opinions they are exposed to through our Service in the context in which they are shared, and shall make reasonable effort to cross check factual information with other sources. If you do not accept these terms, you must not use our Service.

12.4 We make no representation, warranty, or guarantee that our Service will meet your requirements, that it will not infringe the rights of third parties, that it will be compatible with all software and hardware, or that it will be secure. If, because of our failure to exercise reasonable care and skill, any digital Content from our Service damages your device or other digital content belonging to you, you may be entitled to certain legal remedies. For more details concerning your rights and remedies as a consumer, please contact your local Citizens Advice Bureau or Trading Standards Office.

13. Our Liability

13.1 To the fullest extent permissible by law, we accept no liability to any User for any direct or indirect loss or damage, whether foreseeable or otherwise, in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising out of or in connection with the use of (or inability to use) our Service or the use of or reliance upon any Content included on our Service.

13.2 To the fullest extent permissible by law, we exclude all representations, warranties, and guarantees (whether express or implied) that may apply to our Service or any Content included on our Service.

13.3 Our Service is intended for non-commercial use by Users and Ambassadors. Any payment made by the Institution to Ambassadors for their use of our Service is not governed by us. We accept no liability for loss of profits, sales, business or revenue; loss of business opportunity, goodwill or reputation; loss of anticipated savings; business interruption; or for any direct, indirect or consequential loss or damage.

13.4 We accept no liability for any loss or damage resulting from a virus or other malware, a distributed denial of service attack, or other harmful material or event that may adversely affect your hardware, software, data or other material that occurs as a result of your use of our Service (including the downloading of any Content from it) or any other site referred to on our Service.

13.5 We do not accept liability to Ambassadors or Users arising out of any disruption or non-availability of our Service resulting from external causes including, but not limited to, ISP equipment failure, host equipment failure, communications network failure, natural events, acts of war, or legal restrictions and censorship.

13.6 Nothing in these Terms excludes or restricts our liability for fraud or fraudulent misrepresentation, for death or personal injury resulting from our negligence, or for any other forms of liability which cannot be excluded or restricted by law. For full details of consumers' legal rights, including those relating to digital content, please contact your local Citizens' Advice Bureau or Trading Standards Office.

13.7 To the fullest extent permissible by law, we accept no responsibility for Ambassadors misrepresenting their Institution, intentionally or otherwise, through our Service.

14. Viruses, Malware and Security

14.1 We exercise reasonable skill and care to ensure that our Service is free from viruses and other malware using commercially available anti virus software. We do not, however, guarantee that our Service is secure or free from viruses or other malware and accept no liability in respect of the same.

14.2 You are responsible for protecting your hardware, software, data and other material from viruses, malware, and other internet security risks.

14.3 You must not deliberately introduce viruses or other malware, or any other material which is malicious or technologically harmful either to or via our Service.

14.4 You must not attempt to gain unauthorised access to any part of our Service, the server on which our Service is stored, or any other server, computer, or database connected to our Service.

14.5 You must not attack our Service by means of a denial of service attack, a distributed denial of service attack, or by any other means.

14.6 By breaching the provisions of paragraphs 13.3 to 13.5 (inclusive) you may be committing a criminal offence under the Computer Misuse Act 1990. Any and all such breaches will be reported to the relevant law enforcement authorities and we will cooperate fully with those authorities by disclosing your identity to them. Your right to use our Service will cease immediately in the event of such a breach.

15. Suspension

15.1 We and Institutions you engage with reserve the right to suspend or terminate your access to our Service if you breach the provisions of our Acceptable Usage Policy, if we reasonably consider you to be not using the Service for its intended purpose or materially breach any of the other provisions of these Terms. Specifically, We may take one or more of the following actions:

15.2 suspend, whether temporarily or permanently, your account and/or your right to access our Service;

15.3 remove any User content submitted by you that violates the Acceptable Usage Policy;

15.4 issue you with a written warning;

15.5 take legal proceedings against you for reimbursement of any and all relevant costs on an indemnity basis resulting from your breach;

15.6 take further legal action against you as appropriate;

15.7 disclose such information to law enforcement authorities as required or as We deem reasonably necessary; and/or

15.8 any other actions which we deem reasonably appropriate and lawful.

16. Changes to these Terms

16.1 We may alter these Terms at any time. Any such changes will become binding on you upon your first use of our Service after the changes have been implemented. You are therefore advised to check this page from time to time. At our discretion, we may inform you of changes by email.

16.2 If there is a conflict between the current version of these Terms and any previous version(s), the provisions current and in effect shall prevail unless it is expressly stated otherwise.

17. Contacting us

17.1 To contact us, please email us at support@theambassadorplatform.com or using any of the methods provided on our website

theambassadorplatform.com.

18. Data Protection

18.1 You acknowledge that we will process your personal data in accordance with your Institution's privacy policies and our Privacy Notice. We encourage you to read these policies carefully before you use our Service. If you do not want us to process your personal data, you should not use our Service.

18.2 You acknowledge that we have the right to anonymise and aggregate your data for our own purposes including, without limitation, the right to disclose your anonymised and aggregated data to any third parties at our sole discretion or to allow them to create their own anonymised and aggregated data.

18.3 You agree that you shall comply with our Safeguarding Policy (as updated from time to time) at all times.

19. Communications from Us

19.1 If we have your contact details, we may from time to time send you important notices by email, text message and phone call. You shall have the right to opt out of receiving these notices at any time. Such notices may relate to matters including, but not limited to, service changes and changes to these Terms or for the purposes of Scheduling connections.

19.2 We will not send you any marketing emails of any kind without your express consent. If you do give such consent, you may opt out at any time. All marketing emails sent by us include an unsubscribe link. If you opt out of receiving emails from us at any time, it may take up to three (3) business days for your new preferences to take effect.

19.3 For questions or complaints about communications from us (including, but not limited to marketing emails), please contact us at

support@theambassadorplatform.com or via www.theambassadorplatform.com.

20. Communications from the Institution

20.1 If an Institution has your contact details, they may not contact you unless you explicitly grant consent to receive communications via email.

20.2 You may adjust the permissions you have given to Institutions at any time in your setting on our service.

20.3 All communications from Institutions should contain necessary unsubscribe links to protect your rights as a Data Subject under GDPR.

20.4 For questions or complaints about communications from the Institutions (including, but not limited to marketing emails), please contact us at support@theambassadorplatform.com or via www.theambassadorplatform.com.

21. Law and Jurisdiction

21.1 These Terms, and the relationship between you and us (whether contractual or otherwise) shall be governed by, and construed in

accordance with, English law, and both parties hereby agree to the exclusive jurisdiction of the courts of England.

22. Online Safety Act Response 

Protection from Illegal Content: We implement stringent measures to safeguard users from illegal content, including proprietary technologies for monitoring and removal, in compliance with the Online Safety Act 2023. Customers must adhere to the Acceptable Use Policy and acknowledge this in the terms of service. Our technologies and processes will be reviewed annually, with the next review in January 2025.

Complaint Handling Process:

1. Record Creation: Instantly, manually, or via email to osa@theambassadorplatform.com.
2. Initial Review: Conducted daily.
3. Notification: Key personnel (CPO, CEO) are immediately notified post-review via automated email.
4. Response: Same day as the initial review.
5. Fix/Reaction: Addressed within 24-48 hours, depending on the request's nature.
6. Root-Cause Analysis: By the end of each three-week delivery cycle.
7. Mitigation Planning: Post root-cause analysis.
8. Risk List Addition: Any identified risks are added.
9. Closure: The complaint is closed once all steps are completed.