Terms and Agreement

Last updated: March 02, 2026

This Terms and Conditions Agreement (“Agreement”) governs access to and use of the BUCABUMA digital platforms, including the public website, scholarship application portal, and administrative systems (collectively referred to as the “Platform”).

The Platform is operated under the BUCABUMA Project (Building Capacity in Circular Natural Building Materials using Frugal Digital and Traditional Engineering Innovations), coordinated by Kwame Nkrumah University of Science and Technology (KNUST) (hereinafter referred to as “BUCABUMA”, “the Project”, “we”, “us”, or “our”).

BUCABUMA is implemented within the framework of international academic and research collaboration and is aligned with applicable European Union funding, transparency, and data protection principles, including Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR).

By accessing or using the Platform, you agree to be legally bound by this Agreement.

1. Legal Basis and Compliance Framework

1.1 The Platform operates in compliance with:

Applicable national laws of Ghana.
European Union data protection and funding compliance requirements.
GDPR (Regulation (EU) 2016/679).
Principles of transparency, accountability, and non-discrimination in EU-funded initiatives (where applicable).

1.2 Use of the Platform constitutes acceptance of these Terms.

2. Definitions

For the purposes of this Agreement:

Applicant: Any individual submitting a scholarship or program application through the Platform.
Visitor: Any person accessing the public website without registering.
User: Any registered account holder (including Applicants and authorized administrators).
Personal Data: Any information relating to an identified or identifiable natural person.
Processing: Any operation performed on personal data (collection, storage, use, disclosure, etc.).

3. Eligibility

3.1 Applicants must meet the eligibility criteria stated in each call or scholarship announcement.

3.2 Users must provide accurate, complete, and truthful information.

3.3 Submission of false, misleading, or fraudulent information may result in:

Immediate disqualification,
Termination of access,
Legal action where applicable.

4. Account Registration and Security

4.1 Users are responsible for maintaining the confidentiality of login credentials.

4.2 Users agree not to:

Share login details with third parties,
Attempt unauthorized access to restricted areas,
Interfere with system functionality or security.

4.3 BUCABUMA reserves the right to suspend or terminate accounts for security concerns or policy violations.

5. Use of the Platform

Users agree to use the Platform solely for lawful and legitimate purposes related to:

Scholarship applications
Accessing project information
Participating in officially announced project activities

Users must not:

Upload malicious software
Attempt data extraction or scraping
Disrupt services
Use the system for commercial exploitation

6. Scholarship Applications

6.1 Applications must be submitted exclusively through the digital portal in accordance with the project’s “Without Paper” policy.

6.2 Submission deadlines are strictly enforced. Late submissions will not be considered.

6.3 Applicants acknowledge that submission does not guarantee funding, acceptance, or selection.

6.4 Evaluation decisions are made according to defined project criteria and are final unless an official appeal mechanism is explicitly provided.

7. Data Protection and Privacy (GDPR Compliance)

7.1 Lawful Basis for Processing
Personal data is processed based on:

Consent (Article 6(1)(a) GDPR)
Contractual necessity (Article 6(1)(b) GDPR)
Legal obligations (Article 6(1)(c) GDPR)
Legitimate interests in project administration (Article 6(1)(f) GDPR)

7.2 Types of Data Collected

Identification information (name, email, contact details)
Academic and professional background
Uploaded supporting documents
Application evaluations and scoring records
System usage logs

7.3 Data Security
The Platform implements:

Encrypted data transmission (HTTPS/SSL)
Role-based access controls
Secure database storage
Audit logs and backup mechanisms

7.4 Data Retention
Personal data shall be retained only for the duration necessary to fulfill project, legal, and donor reporting requirements.

7.5 Data Subject Rights
Under GDPR principles, users have the right to:

Access their personal data
Rectify inaccurate data
Request erasure (where legally permissible)
Restrict processing
Object to processing
Request data portability

Requests must be submitted in writing to the designated project contact.

8. Confidentiality

8.1 Application materials are treated as confidential.

8.2 Access to application data is limited to authorized personnel and evaluators.

8.3 Evaluators and administrators are bound by confidentiality obligations.

9. Intellectual Property

9.1 All website content, branding, logos, documentation, system architecture, and digital materials remain the property of the BUCABUMA Project and its partners unless otherwise stated.

9.2 Users may not reproduce, distribute, or modify content without prior written authorization.

9.3 Applicants retain ownership of their submitted materials but grant BUCABUMA a non-exclusive right to review, evaluate, archive, and report on submitted content for project purposes.

10. Transparency and Audit

10.1 As an initiative aligned with EU standards and donor requirements, BUCABUMA may:

Maintain audit trails of applications and decisions
Conduct internal or external audits
Retain records for accountability and compliance purposes

10.2 Users acknowledge that project-related data may be reviewed for audit, monitoring, or reporting by authorized bodies.

11. Accessibility and Non-Discrimination

11.1 The Platform is designed to ensure accessibility and inclusiveness.

11.2 Selection processes adhere to principles of fairness, transparency, and equal opportunity.

11.3 Discrimination based on gender, race, nationality, disability, religion, or political belief is strictly prohibited.

12. Limitation of Liability

12.1 While reasonable efforts are made to ensure system availability and accuracy, BUCABUMA does not guarantee uninterrupted access.

12.2 The Project shall not be liable for:

Technical failures outside its control
Internet connectivity issues
Data loss due to user negligence

12.3 Users are responsible for retaining copies of submitted materials.

13. Modifications to the Platform

BUCABUMA reserves the right to:

Update system features
Modify scholarship criteria
Amend these Terms when required by law or project obligations

Updated Terms will be published on the Platform.

14. Suspension or Termination

BUCABUMA may suspend or terminate access where:

Terms are violated
Fraud or misconduct is detected
Legal compliance requires action

15. Governing Law and Jurisdiction

This Agreement shall be governed by:

Applicable laws of Ghana; and
Where applicable, European Union regulations governing project funding and data protection.

Any disputes shall first be addressed through amicable resolution before legal proceedings.

16. Contact Information

For questions regarding these Terms or data protection matters, please contact:

BUCABUMA Project Coordination Office
Kwame Nkrumah University of Science and Technology

Official communication channels shall be published on the BUCABUMA website.

17. Acceptance

By registering, submitting an application, or continuing to use the Platform, you confirm that:

You have read and understood these Terms.
You agree to comply with all stated conditions.
You consent to the lawful processing of your personal data as described above.