Terms and Conditions

1. INTRODUCTION

These Terms and Conditions (“Terms”) govern the use of services, programs, donations, partnerships, volunteer engagement, and all interactions with Extent Community Smiles (ECOS), a non-governmental organization established in 2022 and operating in the United Republic of Tanzania.

By accessing our website, participating in our programs, making a donation, volunteering, partnering with us, or engaging with ECOS in any capacity, you agree to comply with and be legally bound by these Terms.

If you do not agree with these Terms, you should refrain from engaging with ECOS services or programs.

2. ORGANIZATIONAL STATUS

ECOS is a non-governmental, non-profit organization established and operating under the laws of the United Republic of Tanzania.

ECOS exists to:

  • Support children, women, and youth from needy families.

  • Promote access to education.

  • Implement community development programs.

  • Improve social welfare and community empowerment

ECOS operates locally and may collaborate internationally with donors, volunteers, institutions, and development partners.

3. DEFINITIONS

For the purposes of these Terms:

  • “Organization” refers to Extent Community Smiles (ECOS).

  • “Donor” means any individual or entity providing financial or material contributions.

  • “Volunteer” means any individual offering services without formal employment compensation.

  • “Partner” means any organization or individual formally collaborating with ECOS.

  • “User” refers to anyone accessing ECOS services, website, or programs.

  • “Beneficiary” refers to individuals or communities receiving support from ECOS.

4. DONATIONS AND FINANCIAL CONTRIBUTIONS

4.1 Voluntary Nature of Donations

All donations made to ECOS are voluntary and made without expectation of financial return or ownership rights.

4.2 Use of Funds

Donations may be used for:

  • School construction and infrastructure development.

  • Educational and Sponsorship programs and materials.

  • Community outreach initiatives.

  • Administrative and operational expenses.

  • Emergency interventions.

ECOS reserves the right to allocate funds where most needed unless the donation is expressly restricted in writing.

4.3 Restricted Donations

If a donor specifies a restricted purpose, ECOS will make reasonable efforts to apply the funds accordingly. However, if the specified project becomes impractical or impossible, ECOS may redirect funds to a similar initiative aligned with its mission.

4.4 Refund Policy

Donations are generally non-refundable. Refunds may only be considered in cases of:

  • Proven duplicate transactions

  • Technical processing errors

Requests for refunds must be submitted in writing within 14 days of the transaction.

4.5 Transparency and Reporting

ECOS is committed to financial transparency and may provide:

  • Project progress updates

  • Impact reports

  • Financial summaries (where appropriate)

However, ECOS is not obligated to provide individualized financial statements to each donor unless required by law or agreed in writing.

5. VOLUNTEER TERMS

5.1 Nature of Engagement

Volunteers are not employees of ECOS and are not entitled to:

  • Salaries

  • Employment benefits

  • Insurance coverage unless otherwise agreed in writing

5.2 Code of Conduct

Volunteers must:

  • Respect beneficiaries and community members

  • Maintain professionalism

  • Avoid discrimination, harassment, or exploitation

  • Follow all child protection and safeguarding policies

5.3 Background Checks

ECOS reserves the right to conduct background checks for volunteers working with children or vulnerable groups.

5.4 Termination of Volunteer Role

ECOS may terminate volunteer participation at any time for misconduct, breach of policy, or actions inconsistent with organizational values.

6. PARTNERSHIPS AND COLLABORATIONS

Formal partnerships may require a separate Memorandum of Understanding (MoU).

ECOS reserves the right to:

  • Approve or decline partnership requests

  • Terminate partnerships that conflict with its mission

  • Protect its reputation and beneficiaries

Partners must not represent ECOS without written authorization.

7. WEBSITE USE

7.1 Acceptable Use

Users agree not to:

  • Use the website for unlawful purposes

  • Upload malicious software

  • Attempt unauthorized access

  • Misrepresent affiliation with ECOS

7.2 Content Accuracy

While ECOS strives for accuracy, it does not guarantee that website information is always complete, current, or error-free.

8. INTELLECTUAL PROPERTY RIGHTS

All intellectual property including but not limited to:

  • Logos

  • Photographs

  • Videos

  • Publications

  • Website content

  • Branding materials

are the property of ECOS unless otherwise stated.

No material may be reproduced, distributed, or modified without prior written permission.

9. PRIVACY AND DATA PROTECTION

ECOS respects personal data and commits to responsible data handling.

9.1 Data Collected

ECOS may collect:

  • Names

  • Contact information

  • Donation records

  • Volunteer applications

9.2 Purpose of Data Use

Data may be used for:

  • Communication

  • Reporting

  • Program coordination

  • Legal compliance

9.3 Data Security

Reasonable security measures are implemented to protect personal information.

9.4 Third-Party Disclosure

Personal data will not be sold. It may only be shared:

  • With payment processors

  • When legally required

  • With donor consent

10. CHILD PROTECTION AND SAFEGUARDING

ECOS prioritizes the safety of children and vulnerable individuals.

All staff, volunteers, and partners must:

  • Avoid inappropriate contact

  • Report suspected abuse

  • Follow safeguarding procedures

Failure to comply may result in immediate termination and possible legal action.

11. LIMITATION OF LIABILITY

To the fullest extent permitted by law, ECOS shall not be liable for:

  • Indirect or consequential damages

  • Loss of profits

  • Website interruptions

  • Third-party misconduct

Participation in ECOS activities is at the participant’s own risk.

12. INDEMNIFICATION

Users agree to indemnify and hold ECOS harmless from claims arising from:

  • Misuse of services

  • Violation of these Terms

  • Unlawful conduct

13. FORCE MAJEURE

ECOS shall not be responsible for delays or failure to perform due to events beyond its control, including:

  • Natural disasters

  • Government restrictions

  • War

  • Internet disruptions

14. GOVERNING LAW

These Terms shall be governed by and interpreted in accordance with the laws of the United Republic of Tanzania.

Any disputes shall be subject to the jurisdiction of Tanzanian courts.

15. AMENDMENTS

ECOS reserves the right to modify these Terms at any time.

Updated versions will be posted on official communication channels.

Continued engagement after updates constitutes acceptance of revised Terms.

16. SEVERABILITY

If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions shall remain in full force and effect.

17. ENTIRE AGREEMENT

These Terms constitute the entire agreement between ECOS and users regarding engagement with the organization.

18. CONTACT INFORMATION

Extent Community Smiles (ECOS) Arusha, Tanzania

Email: extentcommunity@gmail.com

Phone: +255752 491 429

By engaging with ECOS, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.