Privacy Policy & Terms of Use
Last updated: 19/10/2025
Privacy Policy
19/10/2025
19/10/2025
1. Introduction
Muni Labs (“Company,” “we,” “us,” or “our”) is committed to protecting your privacy and ensuring transparency in how we handle your data. This Privacy Policy describes our practices regarding the collection, use, storage, and protection of personal information you provide when accessing our website, platform, or services.
We operate under Ugandan law and adhere to international data protection standards, including principles aligned with the EU General Data Protection Regulation (GDPR) and industry best practices for data stewardship.
2. Information We Collect
Information You Provide Directly
When you create an account, submit an application, or communicate with us, we collect:
Account & Profile Information: Full name, email address, phone number, organization affiliation, job title, and other identifying details you provide.
Application & Project Data: Grant proposals, project descriptions, budgets, financial documents, supporting materials, and any other files you upload through our platform.
Communication Data: Messages, inquiries, feedback, and correspondence you send to Muni Labs.
Payment Information: Payment details processed through our integrated payment gateways (e.g., PayPal). We do not directly store complete payment card information.
Information Collected Automatically
Technical Data: IP address, browser type, operating system, device identifiers, and device specifications.
Usage Data: Pages visited, time spent on pages, links clicked, search queries, and platform features accessed.
Cookies & Tracking: Session identifiers, preference settings, and analytics information collected through cookies and similar tracking technologies.
Location Data: General geographic information derived from IP addresses (not precise GPS coordinates).
3. How We Use Your Information
We use collected information for the following purposes:
- Account Management: Creating and maintaining your account, authenticating credentials, and providing secure platform access.
- Service Delivery: Processing grant applications, managing project workflows, and delivering platform functionality.
- Communication: Sending account notifications, application updates, announcements, and responding to inquiries.
- Improvement & Analytics: Analyzing usage patterns to enhance platform performance, features, and user experience.
- Legal Compliance: Fulfilling regulatory reporting requirements, conducting audits, and maintaining records as mandated by Ugandan or international law.
- Security & Fraud Prevention: Detecting suspicious activity, preventing misuse, and protecting account integrity.
- Partner Coordination: Facilitating communication and coordination with verified partners and funding organizations.
4. Legal Basis for Data Processing
We process your personal information based on one or more of the following legal grounds:
- Your Consent: Where you have explicitly agreed to processing for a specific purpose.
- Contract Performance: Processing necessary to fulfill grant applications, agreements, or services you’ve requested.
- Legitimate Interests: Improving our services, ensuring platform security, and maintaining transparency within our community.
- Legal Obligation: Complying with laws, regulations, court orders, or government requests in Uganda or applicable jurisdictions.
- Public Interest: Supporting research, grant management, or institutional missions aligned with public benefit.
5. Data Sharing & Disclosure
We may share personal information with the following categories of recipients:
Service Providers: Trusted vendors who assist with website hosting, payment processing (PayPal), email delivery (Mailchimp), form management (WPForms), analytics, and cloud services. These providers are contractually bound to protect your data.
Partner Institutions: Verified academic and funding organizations, including Muni University and grant-funding bodies, who require data to review applications or coordinate programs.
Legal & Regulatory Bodies: Government agencies, law enforcement, or regulatory authorities when required by law, court order, or to protect legal rights.
With Your Consent: We may share data with additional parties when you explicitly authorize such sharing.
We do not sell, rent, or trade personal information to third parties for marketing purposes.
6. Data Storage & Security
Security Measures
We implement comprehensive technical and organizational safeguards to protect your information:
- Encryption: Data transmitted to and from our servers is encrypted using industry-standard SSL/TLS protocols.
- Server Security: Data is stored on secure servers managed by reputable hosting providers with multiple layers of protection.
- Access Controls: Only authorized personnel with valid business needs can access restricted data.
- Regular Updates: We maintain current security patches, software updates, and system monitoring.
- Firewalls & Monitoring: Our infrastructure includes firewalls, intrusion detection, and continuous security monitoring.
Data Retention
We retain personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by applicable law. When data is no longer needed, it is securely deleted or anonymized. Retention periods vary by data type and legal requirement.
7. Your Privacy Rights
Depending on your location and applicable law, you may have the following rights regarding your data:
- Right to Access: Request a copy of personal information we hold about you.
- Right to Correction: Request correction of inaccurate or incomplete data.
- Right to Deletion: Request deletion of personal data, subject to legal retention requirements.
- Right to Portability: Request your data in a portable, machine-readable format.
- Right to Withdraw Consent: Revoke consent for processing where applicable.
- Right to Object: Object to processing of your data for specific purposes.
- Right to Restrict Processing: Request limitation of processing pending resolution of a dispute.
To exercise any of these rights, contact us at info@munilabs.org with a clear description of your request. We will respond within thirty (30) days or as required by applicable law.
8. Cookies & Analytics
Cookie Usage
We use cookies and similar technologies to:
- Maintain user sessions and authentication.
- Remember preferences and settings.
- Analyze website traffic and user behavior.
- Improve platform functionality and user experience.
- Measure the effectiveness of communications.
Types of Cookies
Essential Cookies: Required for platform functionality; cannot be disabled.
Analytics Cookies: Track usage patterns to improve services; you may disable these.
Preference Cookies: Remember your choices and settings.
Managing Cookies
You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling certain cookies may affect platform functionality.
9. International Data Transfers
If your information is transferred outside Uganda—including to cloud servers, partners, or service providers in the EU, US, or other countries—we ensure appropriate safeguards are in place consistent with international data protection standards. Transfers are made only where:
- The recipient country has been deemed to have adequate data protection.
- Standard contractual clauses or binding corporate rules are in place.
- You have explicitly consented to the transfer.
10. Third-Party Services
Our website integrates external services including PayPal, Mailchimp, WPForms, and analytics providers. We are not responsible for the privacy or security practices of these third parties. We strongly encourage you to review their privacy policies independently before providing your information.
11. Children's Privacy
Our website and services are not directed to individuals under eighteen (18) years of age. We do not knowingly collect personal data from minors without verifiable parental or institutional consent. If we become aware that we have inadvertently collected data from a minor, we will take steps to delete such information promptly. Parents or guardians who believe we have collected information about their child should contact us immediately.
12. Data Breaches
In the event of a data breach affecting your personal information, we will notify affected individuals and relevant authorities without unreasonable delay and in accordance with applicable law. Notification will include details of the breach, information affected, and steps you should take to protect yourself.
13. Policy Updates
We may revise this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page with a revised “Last Updated” date. Your continued use of our services following publication of changes constitutes your acceptance of the updated policy. We encourage you to review this policy regularly.
14. Contact Us
For questions, concerns, or requests regarding this Privacy Policy, please contact:
Muni Labs
Muni University
Arua City, Uganda
Email: info@munilabs.org
Response Time: Within 30 days
Terms of Use
19/10/2025
19/10/2025
1. Acceptance & Agreement
By accessing, browsing, or using the Muni Labs website, platform, services, and any associated features (collectively, the “Service”), you acknowledge that you have read, understood, and agree to be bound by these Terms of Use. If you do not agree to these terms in their entirety, you must immediately cease using the Service.
These Terms constitute a binding agreement between you and Muni Labs. We reserve the right to modify these terms at any time. Changes become effective when posted to this page, and your continued use indicates acceptance.
2. Use License & Restrictions
Grant of License
Muni Labs grants you a limited, non-exclusive, non-transferable license to access and use the Service solely for authorized purposes related to research, grant applications, project management, and other activities within Muni Labs’ programs.
Prohibited Activities
You agree not to:
- Use the Service for any unlawful purpose or in violation of applicable laws.
- Access, tamper with, or attempt to bypass security measures or authentication systems.
- Reproduce, duplicate, copy, sell, trade, or resell any Service materials or access without written permission.
- Engage in unauthorized data collection, scraping, or automated access.
- Transmit viruses, malware, or any code intended to disrupt or disable the Service.
- Harass, threaten, abuse, or defame any individual or organization through the Service.
- Impersonate others or misrepresent your identity or affiliation.
- Attempt to gain unauthorized access to restricted areas or other users’ accounts.
- Engage in any activity that interferes with normal operation of the Service.
Violation of these restrictions may result in immediate termination of your access and potential legal action.
3. Account Responsibility
Account Creation
Access to the Service and restricted content is granted by Muni Labs administration on a case-by-case basis. Account creation does not guarantee ongoing access.
Your Obligations
You are solely responsible for:
- Maintaining the confidentiality of your login credentials (username, password).
- Monitoring account activity and promptly reporting unauthorized use.
- Providing accurate and current information during registration.
- Notifying Muni Labs immediately of any security breaches or unauthorized access.
Account Termination
Muni Labs may suspend or terminate your account at any time, with or without cause, including for:
- Violation of these Terms of Use.
- Misuse of the platform or services.
- Security concerns or suspicious activity.
- Non-compliance with our policies.
- Legal or regulatory requirements.
Termination may be without notice and does not obligate refund of any fees or compensation.
4. Intellectual Property Rights
Ownership
All content on the Muni Labs website and platform—including text, images, graphics, logos, software, designs, databases, and documentation—is the exclusive property of Muni Labs or its content providers and is protected by copyright, trademark, and other intellectual property laws.
Limited Use
You may view and download materials for personal, non-commercial use only, provided you retain all copyright and proprietary notices. Any other use without written permission is strictly prohibited.
Restrictions
You agree not to:
- Reproduce, modify, adapt, translate, or create derivative works from our content.
- Distribute, publicly perform, or broadcast our materials.
- Remove or alter copyright notices or proprietary information.
- Use our trademarks, logos, or brand elements without authorization.
5. User-Submitted Content
Your Rights & Responsibilities
When you submit content to Muni Labs—including grant proposals, documents, comments, or materials—you retain ownership of that content. However, you grant Muni Labs a non-exclusive, royalty-free, worldwide license to:
- Use, copy, and store your submitted content.
- Process and review content for grant management and evaluation purposes.
- Share content with authorized personnel, partners, and funding bodies as necessary to fulfill the Service.
- Use anonymized or aggregated versions of content for reporting, analytics, and improvement of our services.
You represent and warrant that:
- You own or have rights to all submitted content.
- Content does not infringe on third-party intellectual property or privacy rights.
- Content is accurate, complete, and not defamatory or illegal.
Muni Labs is not responsible for loss, damage, or unauthorized use of submitted content, though we implement reasonable safeguards.
6. Third-Party Services & Links
External Services
Our Service integrates or links to external services, including PayPal, Mailchimp, WPForms, and other third-party platforms. Muni Labs does not operate, endorse, or control these services and is not responsible for their content, practices, or policies.
Disclaimers
- Use of third-party services is subject to their respective terms and privacy policies.
- Muni Labs makes no warranties regarding third-party services’ availability, accuracy, or functionality.
- We are not liable for any loss, damage, or dispute arising from your use of third-party services.
You access third-party services at your own risk and assume all responsibility.
7. Limitation of Liability
“AS-IS” Disclaimer
Muni Labs provides the Service and all content “AS-IS” without any warranties, express or implied. We make no representations regarding:
- Availability or uptime of the Service.
- Accuracy, completeness, or reliability of content or data.
- Fitness for a particular purpose or non-infringement of rights.
- Absence of defects, errors, or vulnerabilities.
No Liability
TO THE FULLEST EXTENT PERMITTED BY LAW, MUNI LABS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES ARISING FROM:
- Your use of or inability to use the Service.
- Loss of data, profits, business opportunity, or reputation.
- Unauthorized access to your account or data.
- Third-party services or external links.
- Any other cause whatsoever.
This limitation applies even if Muni Labs has been advised of the possibility of such damages.
Liability Cap
In jurisdictions permitting liability caps, Muni Labs’ total liability shall not exceed the fees paid in the twelve months preceding the claim, or if no fees were paid, a nominal amount as determined by applicable law.
8. Indemnification
You agree to indemnify, defend, and hold harmless Muni Labs, its officers, employees, and agents from and against all claims, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising from or related to:
- Your use of the Service.
- Violation of these Terms of Use.
- Infringement of third-party rights by your submitted content.
- Your conduct or actions on the platform.
9. Confidentiality
Information exchanged through the Service may contain confidential or proprietary material. You agree to maintain the confidentiality of such information and use it solely for authorized purposes. Unauthorized disclosure or use may result in legal action.
10. Termination
Muni Labs’ Right to Terminate
Muni Labs reserves the right to:
- Suspend or terminate your access at any time, for any reason, with or without cause.
- Modify or discontinue the Service or features at any time.
- Remove or delete content, accounts, or data in its sole discretion.
Effect of Termination
Upon termination, your license to use the Service ceases immediately. You must cease all use of the Service. Sections regarding limitation of liability, indemnification, and other survival clauses remain in effect.
11. Governing Law & Dispute Resolution
Governing Law
These Terms of Use are governed by and construed in accordance with the laws of Uganda, without regard to its conflict-of-law principles.
Jurisdiction & Venue
You agree that any legal action or proceeding arising from these Terms shall be brought exclusively in the courts of Uganda. You consent to the jurisdiction and venue of such courts and waive any objection to their authority.
Dispute Resolution
Before initiating legal proceedings, we encourage good-faith attempts to resolve disputes through communication. Contact us at info@munilabs.org to discuss your concerns.
12. Severability
If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or if impossible, severed. The remaining provisions shall continue in full force and effect.
13. Entire Agreement
These Terms of Use, together with the Privacy Policy and any other policies posted on our website, constitute the entire agreement between you and Muni Labs regarding the Service and supersede all prior agreements, understandings, and communications.
14. Waiver
Failure by Muni Labs to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision. No waiver is effective unless in writing and signed by an authorized representative of Muni Labs.
15. Amendment & Updates
Muni Labs may revise these Terms at any time by posting updated versions on this page. Changes are effective immediately upon posting. Your continued use of the Service indicates acceptance of revised Terms. We recommend reviewing this page periodically.
16. Contact & Support
For questions about these Terms of Use, to report violations, or to address concerns:
Muni Labs
Muni University
Arua City, Uganda
Email: info@munilabs.org
Response Time: Within 30 days