Terms of Use

The System / Platform: The “Smart Scout Manager” platform and all its modules and affiliated services on the web and mobile.

The User: The person who created a leadership account in the system or was authorized to access it by the troop leader or the higher scout authority.

The Troop: The scout entity (a unit, a troop or a scout group) managed through the system, whose data is isolated from other troops.

The Commission / Association: A higher scout body that brings several troops together; its account is created in coordination with the platform administration, and it can see a linked troop’s data only after that troop agrees.

The Member: Any person (leader, assistant, scout, cub, youth, adult...) whose data is entered into the system.

The Plan: The subscription tier (Free / Pro / Ultra) and its associated usage limits, plus the commission plan.

The user must be 18 years of age or older and be an accredited scout leader or someone authorized by the troop leadership.

The user must hold official authority to manage the data of the registered troop and its members (including minors, with their guardians’ consent).

Creating fake accounts, impersonating a leader, or creating more than one account under a single identity to circumvent the free-tier limits is prohibited.

The system is a digital administrative tool that helps leaders automate the troop’s organizational, financial, logistical, and statistical tasks.

The system is provided as “Software as a Service” (SaaS) via the cloud, with no need for local installation.

The system does not replace real-world scouting, nor is it a substitute for direct human interaction with members.

We may periodically add, modify, or remove certain features to improve the service, with prior notice if the change is material.

The user is fully responsible for the confidentiality of the username and password.

Sharing the account with any other person is strictly prohibited. Each assistant has their own role within the system.

A strong password must be chosen (8 characters or more, including uppercase and lowercase letters, numbers, and a special symbol).

In case of any suspected breach or unauthorized access, the password must be changed immediately and ssm@scouthub.dev notified.

The troop leadership bears full responsibility for every activity carried out under its account.

Ways to sign in: You can sign in with your email or username and password, or with a Google or Apple account (or an organisational identity provider) that you link to your account. A linked account must belong to you or to your official organisation, you are responsible for its security just as for your password, and you can unlink it at any time from Account settings.

When a subscription ends: When the subscription period ends or the account is suspended, sign-in is blocked by every method (including linked accounts) until the subscription is renewed or the account is re-activated. Your team members follow the main account’s subscription: their access stops when it ends and returns automatically when it is renewed.

Data accuracy: Entering accurate, truthful, and complete data that reflects the reality of the troop and its members.

Obtaining consents: Ensuring you have obtained the necessary consents (particularly from guardians of minors) before entering any data.

Regular updates: Updating data as soon as a material change occurs (promotion, withdrawal, structural change).

Device security: The user undertakes to secure the devices through which they access the system with passwords or biometrics, and not to leave the account open on public or shared devices, to prevent the leakage of members’ and minors’ data.

Protecting minors: Not publishing photos or personal information of any minor in public spaces without the guardian’s consent.

Ethical use: Using the system in accordance with scout values and the scout honor code.

Reporting errors: Notifying us immediately of any technical malfunction or security vulnerability discovered.

Using the system for any commercial or personal purpose outside the scope of managing the accredited troop.

Entering fake, misleading, or manipulated data with the intent to manipulate statistics or reports.

Attempting to hack the system, exploit any vulnerability, or exceed the access privileges granted to you.

Using automation tools (Bots / Scrapers) to extract data or simulate usage.

Copying, redistributing, reselling, reverse-engineering, or deriving works from the system or its code.

Uploading files containing viruses, malicious code, or illegal content.

Using the system’s interfaces, trademark, or screenshots to mislead external parties into believing there is an official partnership or legal representation of the platform without written permission.

Misusing the integrated AI models by entering inappropriate or criminal requests.

Harassing any other user or abusing customer-service representatives.

Using the system in a way that harms the reputation of the scout movement or the minors under your supervision.

Plans: A limited free plan is available, along with paid plans (Pro / Ultra) with additional features.

Trial period: The free 30-day Pro trial requires entering real data. It does not renew automatically.

Renewal: Paid subscriptions are monthly or annual. They do not renew automatically and nothing is charged without your request: renewal is arranged with the platform administration, and you receive email reminders 30, 7 and 1 day before it ends.

Refunds: No refund is issued after the subscription period begins, except in exceptional cases determined by the support team.

Payment gateways: Payments are processed through approved third-party gateways. We do not store card data with us.

Late payment: When a subscription ends or payment is late, sign-in to the account (and to its team members' accounts) stops until it is renewed. Data remains stored for 90 days before archiving, and the platform has the right to permanently delete it 180 days after the subscription lapsed without renewal, after notifying you at your registered email. Instead, the platform may offer to let you continue on the free plan.

All intellectual property rights of the system — source code, design, logos, interfaces, algorithms, operational methodology — are reserved to SSM and its developers.

The user is granted a limited, personal, non-exclusive, non-transferable and non-assignable license to use the system solely for managing their troop, for the duration of their subscription.

This license does not grant you any ownership of the system or any part of it.

The trademarks, names, logos, and icons displayed in the system are protected under trademark laws. Their use without written permission is prohibited.

The troop leadership retains ownership of all data it enters (member names, photos, documents, reports).

The user grants the platform a worldwide, non-exclusive, non-transferable, royalty-free license to host, process, and display this data within the scope of its service only — and solely for the purpose of operating the system.

The user warrants that they hold the legal rights necessary to enter this content and that it does not infringe any third-party rights.

The user has the right to export their data at any time through the system's export tools (reports and Excel/PDF files), or to request a complete structured copy at ssm@scouthub.dev.

Termination by user: You have the right to close the account at any time via account settings or by contacting ssm@scouthub.dev.

Suspension by platform: System administration has the right to suspend or terminate the account immediately and without notice in the event of: violation of these terms, non-payment of the subscription, misuse of the system, or any suspicious activity that threatens the security of data or members.

Recovery period: After the account is closed at your request or terminated by the platform, data remains recoverable for 30 days, then is permanently deleted (except for what we are legally required to retain). A subscription that merely lapses without the account being closed follows the periods set out under “Subscriptions and Payments”.

Survival of obligations: Closing the account does not exempt the user from any prior obligations (fee payment, legal liability).

To the maximum extent permitted by law, the platform’s total liability to the user shall not — under any circumstances — exceed the amount actually paid by the user during the 12 months preceding the claim.

We bear no indirect, consequential, special, or punitive damages, including: loss of profits, loss of reputation, loss of opportunities.

The user alone is responsible for backing up their important data via the export module.

The user agrees to indemnify and defend the platform against any third-party claims or lawsuits arising from:

Entering data without obtaining the consent of its owners or their guardians.

Violating these terms or the privacy policy.

Infringing the intellectual property or privacy rights of a third party through the system.

Any illegal activity carried out under the user’s account.

These terms are subject to the laws in force in the Lebanese Republic, and the courts of Beirut are deemed the exclusive forum for any dispute that cannot be resolved amicably.

Disputes are first resolved amicably through direct communication with management via the contact channels available on the website.

If amicable resolution is not possible within 60 days, the matter is referred to arbitration or the competent judiciary in accordance with applicable law.

Non-waiver: The platform’s failure to exercise a right at some point does not constitute a waiver of exercising it later.

Severability: If any clause is ruled invalid, the remaining clauses stay in full force and effect.

Entirety: These terms — together with the privacy policy — represent the entire agreement between the two parties and supersede any prior agreements.

Amendment: We have the right to amend these terms; we will notify you 30 days before any material change takes effect. Continued use constitutes implicit acceptance.

Official communication: All official notices to ssm@scouthub.dev.