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Terms and Conditions

Service terms for portals, dashboards, subscriptions, VGBA, and multi-tenant operations

Last updated: 31 May 2026 · Privacy Policy · Partner Terms

Terms and Conditions of Service

VeriTrack Systems · Accra, Ghana · veritrack.cloud

Effective date: 31 May 2026. These Terms govern use of the VeriTrack website, client portals, admin dashboards, renewal flows, and related services. Independent partner arrangements are governed separately by our Partner Terms.

Welcome to VeriTrack Systems (“VeriTrack,” “we,” “us,” or “our”). By accessing our website, requesting a deployment, subscribing as a Client Organisation, or using any VeriTrack Service as an authorised user, you agree to these Terms and Conditions (“Terms”). If you do not agree, you must not use our services.

Questions: info@veritrack.cloud · Phone: +233 59 254 8849

1. Definitions

  • Client Organisation — A business, institution, or other entity that contracts with VeriTrack for a subscription and receives a branded tenant environment.
  • End User — Any person authorised by a Client Organisation to use a portal or dashboard (e.g. staff, students, lecturers, administrators, HR personnel).
  • Portal — A dedicated, branded progressive web application (PWA) for attendance check-in/out, provided to each Client Organisation at a private URL shared during onboarding (not published on this marketing website).
  • Admin Dashboard — The web interface used by Client Organisation administrators to view live attendance, manage staff/branches, run reports, and configure operational settings (scope varies by plan and portal type).
  • Super-Admin / Network Intelligence — VeriTrack’s internal multi-tenant operations layer used to monitor platform health, support clients, and—where permitted—benchmark anonymised or aggregated performance metrics across the client network.
  • VeriTrack Services — Portals, dashboards, event check-in modules, student attendance modules, renewal self-service, automated reporting, optional add-ons, website tools, and related support described in your order or statement of work.
  • VGBA — The VeriTrack Global Business Awards programme, which recognises eligible Client Organisations based on operational performance data captured through the platform.
  • Personal Data — Information relating to an identified or identifiable individual, as defined under applicable data protection law.

2. Scope of services

VeriTrack provides a multi-tenant workforce attendance and analytics platform. Depending on your sector and configuration, services may include:

  • Enterprise workforce portals — Photo-verified check-in/out, staff ID or QR flows, GPS geofencing, optional offline queue and sync, branch-level visibility.
  • College mode — Class and course attendance, lecturer assignments, and campus analytics.
  • Logistics and field operations — Mobile-first check-in for distributed teams and geofenced sites.
  • Event and visitor attendance — Registration and on-site check-in for events (quoted separately where applicable).
  • Student attendance systems — Dedicated student register and scanner flows where deployed.
  • Reporting and optional integrations — Payroll-ready exports by default; direct payroll connectors and advanced modules available as add-ons.

Feature availability depends on your subscription tier, portal type, and written configuration. VeriTrack may improve, modify, or retire features with reasonable notice where changes materially affect paid functionality.

3. Roles and responsibilities

3.1 Client Organisations are responsible for:

  • Accuracy of registration, billing, and branch data supplied during onboarding;
  • Lawful basis to collect and process End User Personal Data (including employment, education, or event participation);
  • Issuing and protecting administrator credentials; configuring roles and access appropriately;
  • Communicating attendance policies to staff and obtaining consents where required by local law;
  • Reviewing attendance records before payroll or disciplinary decisions.

3.2 End Users must use assigned credentials only, follow Client Organisation policies, and not falsify attendance, bypass verification controls, or misuse location or photo features.

3.3 VeriTrack provides the platform, deployment support, and subscription services described in your agreement. Unless expressly agreed in writing, VeriTrack does not act as the employer, school authority, or payroll processor for your organisation.

4. Account registration, deployment, and access

  • Deployments begin with a request via Get started, demo, or direct sales contact. We configure your portal URL, branding, geofenced locations, staff structure, and reporting based on information you provide.
  • A one-time system configuration fee (currently ₵500 unless otherwise quoted) and a 30-day subscription trial may apply to new Client Organisations as stated on our website or order form.
  • End Users must authenticate with official identifiers (e.g. Staff ID) and any verification steps enabled by the Client (live photo liveness, GPS validation).
  • You must keep login details confidential. Notify us immediately at info@veritrack.cloud if you suspect unauthorised access.
  • We may suspend access for security incidents, non-payment, or breach of these Terms.

5. Verification features and acceptable use

VeriTrack is designed to reduce time theft and disputed records through technical controls. Where enabled by the Client:

  • Live photo liveness — Check-in/out may require a live camera capture validated for liveness (not a static gallery upload).
  • GPS geofencing — Location coordinates may be collected to confirm presence within approved sites.
  • Offline capture — Records may queue on-device when connectivity is limited and sync when online.
  • QR and staff-ID flows — Alternative check-in methods may be configured per branch.

Prohibited conduct includes, without limitation:

  • Buddy punching, proxy check-ins, spoofed GPS, or use of modified clients to circumvent controls;
  • Sharing passwords, bulk-exporting data without authorisation, or scraping the platform;
  • Reverse engineering, unauthorised penetration testing, or introducing malware;
  • Using the Services for unlawful surveillance or purposes unrelated to workforce, education, or event attendance management;
  • Uploading offensive, infringing, or unrelated content through any Client-enabled channel.

6. Subscriptions, billing, and renewals

  • Subscription fees are quoted in Ghana Cedis (GHS) unless otherwise agreed, based on plan tier, branch count, included staff headcount, and selected billing cycle (monthly, quarterly, semi-annual, or annual).
  • Standard plans include photo liveness, geofencing, multi-branch support, and automated reports. Optional add-ons (e.g. Leaderboard & Recognition, Shift Rotation Management, AI Productivity Tips, Payroll Sync, per-check-in admin alerts) are billed separately as published on our pricing pages.
  • Payments may be processed through approved providers such as Paystack. You agree to provide accurate billing contact and payment authorisation.
  • Renewal — Active subscriptions may be renewed via portals.veritrack.cloud/renewal or payment methods we communicate. Failure to pay by the due date may result in restricted access after a 5-day grace period, unless otherwise stated in your invoice.
  • Price changes apply to renewal periods with at least 30 days’ notice to Client Organisation billing contacts.
  • Refunds are handled case-by-case for proven billing errors or service failures attributable to VeriTrack; subscription fees for periods already rendered are generally non-refundable unless required by law.

7. Data protection and privacy

Processing of Personal Data is described in our Privacy Policy. VeriTrack Systems is approved and certified by Ghana’s Data Protection Commission (DPC) under the Data Protection Act, 2012 (Act 843); see our registration certificate. In summary: attendance and workforce data for Client Organisations is typically stored within the organisation’s controlled Google Workspace environment with role-restricted access. Client Organisations are generally the data controller for employee/student data; VeriTrack acts as a processor/service provider according to your deployment and data processing arrangements. End Users with privacy questions should contact their employer or institution first, and may contact us at info@veritrack.cloud.

8. VGBA (VeriTrack Global Business Awards)

Participation in VGBA is voluntary and subject to eligibility criteria (including active subscription and minimum data windows) published on vgba.html. Rankings and awards are derived from operational metrics captured in the platform (such as attendance rate, punctuality, checkout completion, and sync reliability) using methodology we publish or share with enrolled clients. VGBA results are ceremonial and promotional; they do not constitute legal, financial, or employment certification. Clients may opt out of public recognition while remaining subscribed.

9. Referral partners

Independent partners who introduce Client Organisations are governed by the VeriTrack Partner Terms and Conditions, not these Terms. Partner commissions, tiers, and conduct rules are set out in that separate agreement.

10. Service levels and support

We aim to keep portals and dashboards available during business-critical hours. Scheduled maintenance, third-party outages (including cloud, payment, or connectivity providers), and force majeure events may cause temporary interruption. Support channels include info@veritrack.cloud and agreed onboarding contacts. Response times for non-critical issues depend on plan tier and active partner status where applicable.

11. Intellectual property

VeriTrack retains all rights in the platform, software, documentation, trademarks, and marketing materials. Client Organisations receive a limited, non-exclusive, non-transferable licence to use the Services for internal business purposes during an active subscription. Client branding supplied for portals remains the Client’s property. Aggregated, anonymised analytics may be used by VeriTrack to improve services and network benchmarks where permitted.

12. Confidentiality

Each party will protect the other’s non-public business, technical, and security information with reasonable care and use it only to perform under these Terms. This obligation survives termination except for information that becomes public without breach or is independently developed.

13. Warranties and disclaimers

VeriTrack warrants that it will provide the Services with reasonable skill and care consistent with industry practice for similar SaaS workforce platforms.

Except as stated above, the Services are provided “as is” and “as available.” We do not warrant uninterrupted operation, perfect GPS accuracy, or that every check-in will be fraud-proof. Attendance records depend on device integrity, user conduct, and Client configuration. Client Organisations remain responsible for employment, academic, payroll, and regulatory decisions based on platform data.

14. Limitation of liability

To the fullest extent permitted by applicable law, VeriTrack shall not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, payroll errors, or disciplinary outcomes arising from use or inability to use the Services.

Our aggregate liability arising out of or related to these Terms in any twelve (12) month period shall not exceed the total subscription fees paid by the Client Organisation to VeriTrack in that period, except where liability cannot be limited by law (including death or personal injury caused by negligence, or fraud).

15. Indemnification

Client Organisations agree to indemnify VeriTrack against claims arising from misuse of the Services by their End Users, breach of these Terms, or unlawful processing instructions. VeriTrack will indemnify Client Organisations against third-party claims that the platform infringes intellectual property rights, subject to prompt notice and cooperation, and excluding claims arising from Client data, combinations, or unauthorised modifications.

16. Term, suspension, and termination

  • Subscriptions continue for the agreed billing period and renew unless cancelled per your order terms.
  • Either party may terminate for material breach not cured within 30 days of written notice, or immediately for insolvency, fraud, or illegal use.
  • We may suspend portals immediately for non-payment after the grace period, security threats, or regulatory requirement.
  • Upon termination, access ends; export of Client data may be available for a limited period upon request, subject to fees and technical feasibility. Legal retention obligations may require us to retain certain logs.
  • End Users removed from a Client Organisation’s roster lose portal access without separate notice from VeriTrack.

17. Force majeure

Neither party is liable for delay or failure caused by events beyond reasonable control, including natural disasters, government actions, widespread network failures, or critical third-party outages, provided the affected party uses reasonable efforts to resume performance.

18. Governing law and disputes

These Terms are governed by the laws of the Republic of Ghana, without regard to conflict-of-law principles. Courts in Accra, Ghana shall have exclusive jurisdiction, unless the parties agree in writing to arbitration under Ghana Arbitration Centre rules.

Parties will attempt good-faith negotiation for 30 days before formal proceedings.

Data protection compliance: Where Client Organisations or End Users are located outside Ghana, both parties will comply with applicable local laws, including where relevant: Ghana Data Protection Act, 2012 (Act 843); South Africa POPIA; Nigeria NDPR; Kenya Data Protection Act, 2019; and Rwanda Law No. 058/2021 on personal data and privacy. Contractual details may be set out in a Data Processing Agreement or order form.

19. Changes to these Terms

We may update these Terms to reflect legal, technical, or business changes. Material updates will be communicated via email to Client Organisation contacts, in-portal notice, or website publication at least 14 days before taking effect, except where immediate change is required by law or security. Continued use after the effective date constitutes acceptance.

20. Contact

VeriTrack Systems

Email: info@veritrack.cloud

Phone: +233 59 254 8849

Registered operations: Accra, Ghana

By using VeriTrack Services, you confirm that you have authority to bind your organisation (if applicable) and that you have read, understood, and agree to these Terms and our Privacy Policy.

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