Terms of Service

Last Updated: September 5, 2026

Welcome to ClubVote.org (“ClubVote”, “Platform”, “we”, “our”, or “us”).

ClubVote is an online election and voting management platform developed and operated by TOAST Technologies Limited.

These Terms of Service (“Terms”) govern your access to and use of ClubVote.org and its related voting, election management, administrative, payment, and digital services.

By accessing ClubVote, creating an election, registering an account, making payment, or participating in an election through the Platform, you agree to these Terms.

If you do not agree with these Terms, you should not use ClubVote.

1. About ClubVote

ClubVote provides technology that enables clubs, fraternities, associations, professional bodies, societies, committees, organisations, and other groups to conduct elections electronically.

Depending on the services selected, the Platform may allow authorised users to:

• Create and configure elections
• Create elective positions
• Add candidates and candidate information
• Upload eligible voter lists
• Issue voter login credentials
• Authenticate voters
• Conduct electronic voting
• Restrict eligible voters to one vote per position
• Monitor election participation
• Generate and publish election results
• Maintain election records
• Access election administration tools and reports

ClubVote provides the technology for conducting elections. Unless expressly agreed otherwise in writing, ClubVote does not organise, supervise, certify, endorse, or determine the legitimacy of an organisation’s election.

2. Eligibility to Use ClubVote

You must have the legal capacity and appropriate authority to use ClubVote.

If you create or administer an election on behalf of an organisation, you represent that you are authorised by that organisation to establish and manage the election and provide the information necessary for its operation.

Individual voters must satisfy the eligibility requirements established by the organisation conducting the election.

ClubVote does not independently determine membership or voting eligibility unless expressly contracted to provide such verification.

3. Election Administrators

An organisation using ClubVote may appoint one or more authorised election administrators.

Administrators may be permitted to configure:

• Election title and description
• Election opening and closing times
• Eligible voters
• Positions being contested
• Candidate names, photographs, biographies, and manifestos
• Voting rules
• Result publication settings
• Other election-specific configurations

The organisation and its authorised administrators are responsible for ensuring that all information supplied to ClubVote is accurate and that the election configuration reflects the organisation’s constitution, bylaws, electoral guidelines, resolutions, or other applicable rules.

4. Voter Information

Election administrators may upload or provide information about eligible voters.

The organisation providing such information represents that it has the appropriate authority or lawful basis to provide the information to ClubVote for the purpose of administering the election.

ClubVote will process personal information in accordance with its Privacy Policy and applicable data protection requirements.

5. User Accounts and Security

Users may receive or create login credentials to access ClubVote.

Depending on the election configuration, authentication may include:

• Username or membership identification
• Password
• Email verification
• Telephone verification
• One-time verification codes
• Personal identification numbers (PINs)
• Other security mechanisms

Users are responsible for maintaining the confidentiality of their credentials.

You must not knowingly share your voting credentials with another person or permit another person to vote using your identity.

Any suspected compromise of an account should be reported to ClubVote or the relevant election administrator promptly.

6. Voting

Unless otherwise configured by the election administrator, each eligible voter may cast only one valid vote for each position or question for which that voter is eligible.

Once a vote has been successfully submitted and recorded, it may be final and irreversible.

Voters should therefore review their selections carefully before confirming their ballot.

ClubVote may implement technical measures designed to prevent duplicate voting, unauthorised voting, manipulation, and other activities capable of compromising election integrity.

7. Secret Ballots and Vote Confidentiality

Where an election is configured as a secret ballot, ClubVote is designed to maintain separation between voter authentication information and individual ballot choices as appropriate to the election configuration.

An administrator may be able to determine that an eligible voter has participated without necessarily being able to determine how that voter voted.

If an organisation chooses an election configuration in which votes are identifiable, participants should be informed accordingly.

ClubVote does not guarantee anonymity where the organisation has intentionally selected a non-anonymous election format.

8. Election Results

Election results generated by ClubVote are based on votes successfully recorded by the Platform according to the election configuration established by the administrator.

ClubVote does not select winners or exercise discretion over election outcomes.

The organisation conducting the election remains responsible for officially declaring, accepting, certifying, or otherwise recognising the results in accordance with its governing rules.

Where required, ClubVote may provide available system records to assist an authorised organisation in reviewing an election.

9. Election Disputes

Disputes relating to matters such as candidate or voter eligibility, nomination procedures, campaign conduct, interpretation of an organisation’s constitution or bylaws, disqualification of candidates, internal electoral procedures, or acceptance of election results are primarily matters between the organisation and its members.

ClubVote is a technology provider and does not ordinarily adjudicate internal organisational election disputes.

Where a complaint concerns the technical operation of the ClubVote Platform, we may investigate available technical records and provide reasonable assistance.

10. Payments

Certain ClubVote services require payment.

ClubVote is developed and operated by TOAST Technologies Limited. All payments for ClubVote services are received by TOAST Technologies Limited or its authorised payment processors.

Applicable pricing will ordinarily be communicated before payment.

Payment may be required before an election account is activated or before access to certain services is provided.

Customers are responsible for ensuring that payment information supplied is accurate.

11. Refunds and Cancellation

Because ClubVote involves election preparation, account configuration, infrastructure allocation, voter setup, and other digital services, payments may become non-refundable once substantial election setup or service delivery has commenced.

Where an election has not yet been configured or activated, a refund request may be considered subject to the circumstances of the transaction and applicable law.

Where ClubVote is unable to provide a paid service due to a failure attributable to ClubVote, an appropriate remedy may include rescheduling, service credit, re-running the affected service where practicable, or a refund where appropriate.

Nothing in these Terms excludes any refund, remedy, or consumer right that cannot lawfully be excluded.

12. Acceptable Use

You must not use ClubVote to:

• Cast or attempt to cast votes fraudulently
• Vote using another person’s identity
• Manipulate or attempt to manipulate election results
• Circumvent voter eligibility controls
• Gain unauthorised access to another user’s account
• Interfere with the operation or security of the Platform
• Introduce malware or malicious software
• Conduct automated attacks against the Platform
• Probe or test Platform vulnerabilities without written authorisation
• Copy, reverse engineer, or exploit proprietary components except where permitted by law
• Upload unlawful, defamatory, fraudulent, or malicious content
• Use ClubVote for an unlawful purpose

We may suspend or restrict access where we reasonably believe an account or election presents a security, legal, fraudulent, or integrity risk.

13. Election Integrity

ClubVote may use security controls, logs, authentication systems, access restrictions, timestamps, and other technical measures to protect election integrity.

Where suspicious activity is detected, ClubVote may investigate and, where reasonably necessary, temporarily restrict affected accounts or administrative functionality.

Where possible, actions affecting an active election will be handled carefully to minimise unnecessary interference with legitimate voting.

14. Platform Availability

We aim to maintain a reliable and accessible voting platform. However, no online service can guarantee uninterrupted operation at all times.

ClubVote may occasionally experience interruptions caused by internet connectivity failures, telecommunications disruptions, hosting or infrastructure failures, scheduled maintenance, cybersecurity incidents, third-party service failures, or circumstances beyond our reasonable control.

Where a significant technical issue affects an active election, ClubVote may work with the relevant administrator to determine an appropriate technical remedy, including extending the election period or restoring affected functionality where practicable.

15. Administrator Errors

ClubVote is not responsible for election issues caused primarily by incorrect information or configuration supplied by an organisation or its authorised administrator, including incorrect voter lists, candidate information, election dates, closing times, position names, eligibility settings, or voting rules.

Administrators should carefully review their election configuration before voting begins.

16. Candidate Content

Candidate names, photographs, biographies, manifestos, statements, and other election materials may be supplied by the organisation conducting the election.

The organisation is responsible for ensuring that it has permission to publish such content and that the material does not violate applicable laws or third-party rights.

ClubVote does not necessarily endorse statements made by candidates or organisations using the Platform.

17. Intellectual Property

The ClubVote Platform, including its software, interface, branding, design, database structure, documentation, graphics, and proprietary technology, is owned by or licensed to TOAST Technologies Limited and is protected by applicable intellectual property laws.

Using ClubVote does not transfer ownership of any ClubVote intellectual property to the user.

Organisations retain their rights to their own names, logos, candidate information, election materials, and other content supplied to the Platform.

18. Privacy and Data Protection

Personal information processed through ClubVote is handled in accordance with our Privacy Policy and applicable data protection laws, including the Nigeria Data Protection Act 2023 where applicable.

By using ClubVote, you acknowledge that certain information may be processed as reasonably necessary to authenticate users, administer elections, maintain security, prevent duplicate voting, provide support, and comply with legal obligations.

19. Third-Party Services

ClubVote may rely on third-party providers for services such as hosting, cloud infrastructure, email delivery, SMS or authentication, payment processing, security, and analytics.

Your use of certain third-party services may also be subject to the terms and policies of those providers.

20. Suspension and Termination

ClubVote may suspend or terminate access where reasonably necessary because of:

• A material breach of these Terms
• Fraudulent activity
• Attempted election manipulation
• Security threats
• Unlawful activity
• Non-payment
• Abuse of the Platform
• A valid legal or regulatory requirement

Where appropriate and reasonably practicable, we may provide notice before suspension or termination.

21. Disclaimer of Warranties

ClubVote will use reasonable efforts to provide a secure and reliable voting platform.

However, except for warranties or obligations that cannot lawfully be excluded, ClubVote is provided on an “as available” basis.

We do not guarantee that every election conducted through the Platform will be free from disputes arising from an organisation’s internal governance, membership rules, candidate eligibility, voter eligibility, or administrative decisions.

22. Limitation of Liability

To the extent permitted by applicable law, TOAST Technologies Limited will not be liable for indirect, incidental, consequential, or special losses arising primarily from circumstances outside its reasonable control or from the acts or omissions of an election administrator, organisation, candidate, voter, telecommunications provider, or other third party.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by applicable law.

23. Indemnification

To the extent permitted by law, an organisation administering an election through ClubVote agrees to be responsible for claims arising from its unlawful use of the Platform, information it uploads without appropriate authority, or election instructions it provides in violation of applicable law or third-party rights.

This provision does not apply to the extent that a claim results from ClubVote’s own unlawful conduct or obligations that cannot legally be excluded.

24. Changes to an Active Election

Administrators should avoid material changes to election rules after voting has commenced.

Certain election settings may therefore be restricted once the first ballot has been cast.

Where an essential correction is required during an active election, ClubVote may record the change for audit and security purposes.

25. Changes to These Terms

We may update these Terms periodically to reflect changes to our services, technology, legal requirements, or business practices.

The latest version will be published on ClubVote.org together with its updated effective date.

Where a material change significantly affects existing users, we may provide additional notice where appropriate.

26. Governing Law

These Terms are governed by the laws of the Federal Republic of Nigeria.

Any dispute relating to these Terms or use of ClubVote should first be addressed through good-faith communication between the parties.

Nothing in these Terms prevents a user from exercising rights or seeking remedies available under applicable Nigerian law.

27. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect to the extent permitted by law.

28. Entire Agreement

These Terms, together with the ClubVote Privacy Policy and any applicable service agreement, order, election configuration, or additional terms expressly accepted by the customer, constitute the agreement governing use of ClubVote.

Where a separately executed written agreement conflicts with these Terms, the executed agreement will prevail to the extent of the conflict.

29. Contact Us

For questions regarding ClubVote, payments, technical support, privacy, or these Terms of Service, please contact:

ClubVote
Developed and operated by
TOAST Technologies Limited
Nigeria

Website: ClubVote.org
Phone: +234 805 368 2130

Acceptance of Terms

By creating an account, commissioning an election, making payment, accessing an election, or using ClubVote, you acknowledge that you have read, understood, and agree to these Terms of Service.