Terms and Conditions
Please read these terms carefully before using ZambiaFiles
1. Introduction
These Terms and Conditions ("Terms") govern your access to and use of the ZambiaFiles platform, including all associated websites, content, services, and applications (collectively, the "Service"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.
ZambiaFiles is operated by Smart Portal Education Systems in partnership with contributing educational institutions. References to "ZambiaFiles," "we," "us," or "our" refer to Smart Portal Education Systems and its affiliates.
2. Account Registration and Security
To access certain features of the Service, you may need to register for an account. When you register, you agree to provide accurate, current, and complete information about yourself and to update such information as necessary. You are solely responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
You agree to:
- Create a strong password and keep it confidential
- Restrict access to your account and devices
- Notify ZambiaFiles immediately of any unauthorized use of your account
- Ensure that you log out from your account at the end of each session
We reserve the right to disable any user account if, in our opinion, you have violated any provision of these Terms.
3. License and Service Usage
Subject to these Terms, ZambiaFiles grants you a limited, non-exclusive, non-transferable, and revocable license to access and use the Service for educational and research purposes. This license does not allow you to:
- Modify, distribute, or create derivative works based on the Service or its content
- Use the Service for any commercial purpose without prior written consent
- Use any data mining, robots, or similar data gathering methods
- Remove any copyright, trademark, or other proprietary notices
- Circumvent, disable, or interfere with security-related features of the Service
Important Note on Educational Resources
For educational resources submitted to the platform, the license granted allows other users to access, download, and use these resources for educational and research purposes, consistent with academic and fair use principles.
Accept Terms and Conditions
Document Version History
| Date | Version | Changes |
|---|---|---|
| March 1, 2025 | 3.0 | Updated terms for institutional partnerships and content licensing |
| November 15, 2024 | 2.1 | Clarified user content ownership and license provisions |
| June 30, 2024 | 2.0 | Major revision to comply with updated educational material sharing regulations |
| January 10, 2024 | 1.0 | Initial terms and conditions document |
Privacy Policy
How we collect, use, and protect your personal information
1. Introduction
This Privacy Policy describes how ZambiaFiles ("we," "us," or "our") collects, uses, and shares information about you when you use our website, mobile applications, and other online products and services (collectively, the "Service").
We are committed to protecting your privacy and personal information. By using the Service, you consent to the data practices described in this policy. If you do not agree with the data practices described, you should not use the Service.
2. Information We Collect
We collect several types of information from and about users of our Service:
2.1 Information You Provide to Us
- Account Information: When you register for an account, we collect your name, email address, password, and academic affiliation.
- Profile Information: Information you provide in your user profile, such as your photo, biography, field of study, or research interests.
- Content Contributions: Any materials you upload, publish, or share through the Service, including educational resources, comments, and feedback.
- Communications: Information you provide when you contact us directly, respond to surveys, or participate in our forum discussions.
2.2 Information We Collect Automatically
- Usage Information: How you use the Service, including the resources you access, search queries, and time spent on various pages.
- Device Information: Information about the device you use to access the Service, including hardware model, operating system, IP address, and mobile network information.
- Cookies and Similar Technologies: We use cookies and similar technologies to collect information about your browsing behavior and preferences.
Commitment to Data Protection
We do not sell your personal information to third parties. Any sharing of your data is done solely for the purpose of providing and improving our educational services.
Accept Privacy Policy
Content Submission Guidelines
Standards for contributing educational materials to ZambiaFiles
1. Introduction
These Content Submission Guidelines outline the standards and requirements for all educational materials submitted to ZambiaFiles. Adherence to these guidelines ensures that our repository maintains high-quality, relevant, and appropriate content for our users.
All contributors, whether individual educators, students, or institutional partners, are expected to follow these guidelines when submitting content to the platform.
2. Eligible Content Types
ZambiaFiles accepts the following types of educational materials:
| Content Type | Description | Accepted Formats |
|---|---|---|
| Academic Papers | Research papers, journal articles, and conference proceedings | PDF, DOCX, ODT |
| Textbooks & Books | Full textbooks, book chapters, and educational literature | PDF, EPUB, MOBI |
| Course Materials | Lecture notes, syllabi, assignments, and reading lists | PDF, DOCX, PPT, HTML |
| Educational Media | Video lectures, tutorials, and educational recordings | MP4, MP3, WebM |
| Datasets | Research datasets and educational data collections | CSV, XLSX, JSON, XML |
3. Prohibited Content
Prohibited Material Categories
- Content that violates copyright, trademark, or other intellectual property rights
- Materials containing hate speech, discrimination, or offensive language
- Politically biased or propaganda materials that lack educational objectivity
- Content promoting illegal activities or harmful behaviors
- Commercial advertising or promotional materials unrelated to education
- Personal or sensitive information about individuals without consent
Focus on Zambian Context
While we welcome globally relevant educational materials, we particularly value content that addresses Zambian and African educational contexts, incorporates local examples, and supports the Zambian curriculum.
Copyright Policy
Our approach to intellectual property rights and copyright protections
1. Introduction
ZambiaFiles respects the intellectual property rights of others and expects users to do the same. This Copyright Policy outlines our approach to copyright issues, including how we protect intellectual property, respond to infringement claims, and promote fair use for educational purposes.
2. Permitted Uses
Subject to the specific license terms attached to each resource, ZambiaFiles generally permits the following uses of content on our platform:
| Use Type | Description | Typically Allowed |
|---|---|---|
| Personal Study | Using content for individual learning and research | Yes, for all content |
| Classroom Use | Using content in educational settings with students | Yes, for most content |
| Academic Citation | Citing and referencing content in academic work | Yes, with proper attribution |
| Commercial Use | Using content for profit-generating activities | Rarely allowed, check license |
Always Check Individual Licenses
The specific license attached to each resource takes precedence over these general guidelines. Always check the license information displayed on the resource page before use.
Acceptable Use Policy
Guidelines for appropriate platform usage and prohibited activities
1. Introduction
This Acceptable Use Policy outlines the permitted and prohibited uses of the ZambiaFiles platform. By accessing or using ZambiaFiles, you agree to comply with this policy. Failure to comply may result in suspension or termination of your access to the platform.
2. Permitted Uses
ZambiaFiles is designed for educational and research purposes. Permitted uses include:
- Accessing, downloading, and using educational resources for personal study
- Sharing and contributing educational materials in compliance with our Content Guidelines and Copyright Policy
- Engaging in academic discussions and providing constructive feedback
- Using platform features for educational collaboration and research
- Teaching and classroom use of materials in accordance with their licenses
3. Prohibited Activities
The following activities are strictly prohibited:
- Unauthorized Access: Attempting to gain unauthorized access to any part of the Service
- Security Breaches: Testing, scanning, or probing the vulnerability of the system
- Interference: Engaging in any activity that disrupts or interferes with the Service
- Data Mining: Using data mining, robots, scraping, or similar data gathering methods
- Harmful Content: Uploading or transmitting viruses, malware, or other malicious code
- Illegal Activities: Using the platform to engage in any illegal activity
- Fraudulent Behavior: Impersonating another person
- Copyright Violation: Sharing copyrighted materials without permission
- Harassment: Engaging in behavior that harasses, intimidates, or bullies others
4. Resource Usage Limitations
To ensure fair access for all users, ZambiaFiles implements the following resource usage limitations:
| Resource Type | Individual Users | Institutional Users |
|---|---|---|
| Daily Downloads | 50 resources | 200 resources |
| API Requests | 100 per hour | 500 per hour |
| Uploads | 20 per day | 100 per day |
| Bandwidth | 1 GB per day | 5 GB per day |
Moderation Guidelines
Standards and procedures for content moderation on ZambiaFiles
1. Introduction
These Moderation Guidelines outline the principles, standards, and procedures for content moderation on ZambiaFiles. They are designed to ensure that our platform maintains high-quality educational resources while fostering an open and inclusive learning environment.
These guidelines apply to all content moderators, whether they are ZambiaFiles staff, institutional partners, or volunteer moderators.
2. Moderation Principles
Our content moderation is guided by the following core principles:
- Educational Value: Prioritizing content that provides genuine educational benefit to users
- Academic Freedom: Respecting diverse viewpoints and legitimate academic discourse
- Intellectual Integrity: Upholding standards of academic honesty and proper attribution
- Inclusivity: Fostering an environment that is welcoming to diverse backgrounds and perspectives
- Objectivity: Making moderation decisions based on clear standards rather than personal preferences
- Transparency: Providing clear explanations for moderation decisions
- Proportionality: Ensuring that enforcement actions are proportionate to violations
3. Content Evaluation Criteria
Moderators evaluate content based on the following criteria:
3.1 Quality Assessment
| Criterion | Description | Required Standard |
|---|---|---|
| Academic Integrity | Proper attribution and originality | No plagiarism; clear citations |
| Factual Accuracy | Correctness of information | Supported by evidence; reflects current knowledge |
| Educational Value | Learning potential | Clear educational purpose; significant learning value |
| Presentation Quality | Organization and clarity | Well-structured; minimal errors; readable format |
Data Protection Policy
How we safeguard your data and comply with relevant regulations
1. Introduction
This Data Protection Policy outlines the measures ZambiaFiles takes to protect personal data processed by our platform, and how we comply with data protection regulations including the Zambian Data Protection Act and other applicable laws.
2. Data Security Measures
We implement robust security measures to protect your data, including:
- Encryption: All sensitive data is encrypted both in transit and at rest
- Access Controls: Strict role-based access controls for staff and partners
- Regular Audits: Ongoing security assessments and vulnerability testing
- Server Security: Secured server environments with regular updates and patches
- Staff Training: Regular data protection training for all personnel
- Breach Protocols: Comprehensive procedures for detecting and responding to security incidents
Local Data Storage
Where possible, we prioritize storing Zambian educational data within the country to maintain data sovereignty and facilitate faster access for local users. Some data may be stored in secure international facilities that meet our strict security requirements.
3. Data Subject Rights
As a data subject, you have the following rights which ZambiaFiles is committed to upholding:
- Right to Access: You can request a copy of your personal data
- Right to Rectification: You can request corrections to inaccurate data
- Right to Erasure: You can request deletion of your data in certain circumstances
- Right to Restriction: You can request that we limit how we use your data
- Right to Data Portability: You can request a portable copy of certain data
- Right to Object: You can object to certain types of processing
To exercise these rights, please contact our Data Protection Officer at [email protected].