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LUT Entrepreneurship Society ry (LUTES) Organizational Account User Agreement

Revision: 11.03.2025

1. Introduction

This User Agreement ("Agreement") governs the use of organizational accounts ("Accounts") provided by LUT Entrepreneurship Society ry ("LUTES") to its members and authorized users ("Users"). By activating and using an Account, you ("User") agree to be bound by the terms and conditions outlined in this Agreement.

2. Account Provision and Purpose

  1. LUTES will provide Accounts to facilitate communication, collaboration, and access to resources related to LUTES activities and initiatives.

  2. The Accounts are intended for official LUTES business and related activities only.

  3. LUTES reserves the right to determine eligibility for Account provision.

3. Account Usage and Responsibilities

  1. Role-Based Access and Usage: Users are granted Accounts to perform their duties and responsibilities as members of LUT Entrepreneurship Society ry (LUTES), aligning with their designated roles and project involvement.

    Users acknowledge that LUTES accounts provide access to third-party services and agree to abide by those services' terms and conditions. LUTES is not responsible for any policy violations or penalties imposed by third-party providers.Access includes but is not limited to:

    • LUTES Email: Official communication must be conducted through the provided LUTES email account.

    • Google Workspace Cloud Storage: Cloud storage is provided for LUTES-related files and documents only.

    • Canva: Access to Canva is provided for the creation of LUTES-related visual content.

  2. Account usage must adhere to this Agreement, all applicable laws, regulations, and the official rules and guidelines of LUTES ("LUTES Rules"), available at https://lutes.fi/rules

  3. Fiduciary Responsibility: As members utilizing LUTES resources, Users have a fiduciary responsibility to act in the best interests of the organization. This includes maintaining confidentiality, using resources responsibly, and avoiding conflicts of interest.

  4. Performance and Conduct: Account usage will be monitored to ensure it aligns with LUTES's performance expectations and code of conduct. Any misuse or violation of this Agreement or LUTES Rules may result in disciplinary action, including account suspension or termination, and potential removal of LUTES membership.

  5. Confidentiality and Data Protection: Users must maintain strict confidentiality regarding all LUTES information accessed through their Accounts, including email communications and files stored within Google Workspace. They are responsible for protecting sensitive data and adhering to LUTES's data protection policies and GDPR regulations.

  6. Prohibited Activities: Users are prohibited from:

    • Engaging in any unlawful, unethical, or harmful activities.

    • Sharing their Account credentials with unauthorized individuals.

    • Using the Account for commercial purposes unrelated to LUTES.

    • Distributing spam, malware, or other harmful content.

    • Violating intellectual property rights or privacy rights.

    • Impersonating other users or LUTES representatives.

    • Using the Account to express views that are not aligned with LUTES values or LUTES Rules.

    • Using their Accounts for activities that undermine the mission and goals of LUTES.

    • Engaging in activities that create a conflict of interest with their role within LUTES.

    • Misrepresenting LUTES or its views in any online or offline communication.

    • Any other activity that is in violation of LUTES Rules or Finnish non-profit law.

  7. Data Accuracy and Reporting: Users are responsible for maintaining accurate data within their Accounts and reporting any discrepancies or security breaches to the LUTES board immediately.

  8. Account Termination and Transition: Upon leaving LUTES or changing roles, Users must cooperate with the LUTES board to ensure a smooth transition, including the return of all LUTES property and data, and the termination of their Account.

4. Data Privacy and Security

  1. LUTES will collect and process User data in accordance with its privacy policy, which is available https://lutes.fi/privacy-policy

  2. LUTES will implement reasonable security measures to protect User data, but cannot guarantee absolute security.

  3. Users acknowledge that electronic communications are not always secure and that there is a risk of unauthorized access to data.

  4. LUTES can monitor account activity to enforce this agreement.

5. Account Termination and Suspension

  1. LUTES reserves the right to suspend or terminate Accounts for violations of this Agreement or for any other reason deemed necessary by LUTES.

  2. Upon termination, Users must cease all use of the Account and return any LUTES property or data.

  3. LUTES may delete all data associated with a terminated account.

  4. If a user leaves LUTES, their account may be terminated.

6. Intellectual Property

  1. All content and materials provided by LUTES through the Accounts are the intellectual property of LUTES or its licensors.

  2. Users may not reproduce, distribute, or modify any LUTES content without explicit permission.

  3. Any content created by the user, while using the LUTES account, is property of LUTES.

7. Disclaimer of Warranties and Limitation of Liability

  1. LUTES provides the Accounts "as is" and "as available" without any warranties, express or implied.

  2. LUTES shall not be liable for any damages arising from the use or inability to use the Accounts, including but not limited to direct, indirect, incidental, or consequential damages.

  3. LUTES does not guarantee that the accounts will be available at all times.

8. Access to User Accounts by LUTES

  1. LUTES may access User Accounts under the following specific circumstances:

    • Compliance with Legal Obligations: To comply with applicable laws, regulations, or court orders.

    • Investigation of Security Incidents: To investigate suspected or actual security breaches, unauthorized access, or other security incidents that may compromise LUTES's data or systems.

    • Enforcement of LUTES Rules and this Agreement: To investigate and address suspected violations of LUTES Rules or this User Agreement, provided there is reasonable evidence of such violations.

    • Account Transition Upon Membership Termination or Role Change: To retrieve LUTES-owned data, transfer responsibilities, and ensure account security when a User's membership with LUTES terminates or their role changes.

    • Technical Maintenance and Support: To perform necessary technical maintenance, troubleshooting, or support related to the Account, with prior notification to the User whenever feasible.

  2. LUTES will access User Accounts only to the extent necessary to achieve the specific purpose outlined in Section 8.1.

  3. LUTES will implement appropriate security measures to protect the confidentiality and integrity of User data during any account access.

  4. Whenever feasible, LUTES will notify the User before accessing their Account, except in cases where immediate access is required to address a security incident or legal obligation.

  5. LUTES will maintain audit logs of all account access activities, including the date, time, purpose, and personnel involved.

  6. Users acknowledge that LUTES's access to their Accounts under the circumstances outlined in this section is necessary for the proper functioning of the organization and the protection of its interests.

  7. All access will be done in compliance with GDPR and Finnish data protection laws.

9. Modifications to the Agreement

  1. LUTES reserves the right to modify this Agreement at any time.

  2. Users will be notified of any material changes to the Agreement.

  3. Continued use of the Accounts after such notification constitutes acceptance of the modified Agreement.

10. Force Majeure

LUTES shall not be held liable for any delay or failure in performance due to circumstances beyond its reasonable control, including but not limited to natural disasters, cyberattacks, legal restrictions, third-party service outages, or other force majeure events.

11. Governing Law and Dispute Resolution

  1. This Agreement shall be governed by and construed in accordance with the laws of Finland.

  2. Any disputes arising from this Agreement shall be resolved through amicable negotiation. If negotiations fail, disputes shall be submitted to the competent courts in Finland.

12. Contact Information

For any questions or concerns regarding this Agreement, please contact LUTES at info@lutes.fi

12. Severability

If any provision of this Agreement is held to be invalid, illegal, or unenforceable for any reason by a court of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the provision shall be severed from this Agreement. The remaining provisions of this Agreement shall continue in full force and effect as if the invalid, illegal, or unenforceable provision had never been included, provided that the remaining provisions can be given effect without the invalid, illegal, or unenforceable provision. The parties agree to negotiate in good faith to replace any severed provision with a valid and enforceable provision that achieves the original intent of the parties as closely as possible.

13. Acknowledgement

By activating and using your LUTES Account, you acknowledge that you have read, understood, and agree to be bound by the terms and conditions of this User Agreement.