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WelfLink · Your trust matters

Terms of Service

Last updated: November 2026

The responsibilities and terms that guide use of WelfLink’s software and workspaces.

Acceptance and the service

WelfLink is operated by Supatech IT Solutions, based in Accra, Ghana (we/us). These terms govern access to WelfLink, the platform/service. By using the service, you agree to these terms to the extent permitted by applicable law. If you act for an organisation, you must have authority to accept the applicable arrangement for it. A separately agreed service contract may specify additional terms and its order of precedence.

WelfLink provides software to manage membership, dues, contributions, welfare, payments/financial records, meetings and governance workflows. It does not decide your organisation’s welfare benefits, guarantee a contribution will be collected, hold or own member welfare funds, or act as a bank, insurer, trustee or investment service.

Accounts and eligibility

Provide accurate account details, keep credentials private and use an account only with the authority and legal capacity required in your circumstances. Do not share another person’s account or bypass verification, session controls or role restrictions. Notify support of suspected compromise. Organisations involving minors must arrange appropriate authority and safeguards.

You are responsible for activity you authorise through your account. Account recovery follows the configured verification processes; support cannot promise recovery without satisfactory verification.

Organisation administrators and members

Administrators must have authority to establish the organisation workspace, invite members, assign roles and provide records. They are responsible for membership rules, accurate financial/welfare information, lawful handling of personal data, notices/consents where required and decisions taken by their organisation.

Members and officers must use only their authorised access, provide accurate submissions and respect private records. Organisation roles do not confer platform-administration powers. A departing administrator may need to transfer responsibilities before deactivating an account.

Dues, contributions, welfare and decisions

Recurring dues and one-time special contributions describe amounts collected or expected from members. Welfare requests, eligibility, approvals and disbursement records describe support to members. They are distinct workflows; recording them does not automatically earmark a particular collection pool, create a benefit entitlement or establish proof of an external transfer.

Your organisation must confirm payment references, receipts, arrears, welfare approvals and financial reports against its actual records and funds. It remains responsible for meeting/voting rules, eligible participation and the effect of its resolutions. Software reports assist administration; they are not independent accounting, legal or financial advice.

Payment services and third parties

Payment recording and receipt generation are separate from online payment processing. Where an external payment service is enabled, its terms, charges, verification and availability also apply. Online payment-provider fees are separate from the WelfLink subscription. Do not assume a payment provider is active merely because the interface can record a payment.

You and your organisation remain responsible for merchant arrangements, settlement, disputes, external transfers and refund obligations as applicable. WelfLink does not guarantee third-party hosting, email, push, storage or payment delivery. Do not place card secrets, PINs or provider passwords in ordinary organisation records.

Plans, billing and changes

Public launch pricing is displayed on the Pricing section of the website: Starter, Community and Growth have monthly and annual options; Enterprise uses separately agreed limits and terms. The plan assigned to your organisation specifies the price, currency, billing interval, enabled capabilities and usage limits. Public pricing does not itself assign a subscription or initiate a charge.

Registration is not a promise of a free trial, unlimited access or a completed subscription. Confirm the applicable billing terms and any required taxes before accepting a plan. Annual prices are billed for the annual period, rather than being a quoted monthly-equivalent price. No automatic card collection is promised by this website.

WelfLink subscription fees pay for access to the software. They are separate from member dues, special contributions, welfare support/disbursements and any payment-provider charges. Those organisation funds remain subject to the organisation’s own arrangements and obligations.

Starter, Community and Growth launch plans use a seven-day payment deadline and a further seven-day grace period after the due date. Check the due date on your invoice; invoice timing follows the configured subscription billing period. After grace, existing subscription restrictions may apply, rather than immediate deletion or loss of organisation data. Enterprise payment and grace terms are negotiated separately.

Payment deadlines, grace periods, renewal, cancellation, plan changes and any refund entitlement are governed by the agreed plan/contract and applicable law. The software supports trials only when configured, but the public launch plans do not offer a trial. Some plan changes take effect at a period boundary; automatic proration is not promised. Non-payment or expiry can restrict new activity while required historical records remain available under the access rules.

Material price or contract changes must be communicated and take effect according to the applicable agreement and law. No additional setup, lifetime or unlimited offer is created by these terms.

Your information and content

You and your organisation retain your rights in the information and content you lawfully provide. You give the operator the permissions needed to host, process, transmit, back up and display that material to deliver and secure the service in accordance with the Privacy Policy and agreed instructions. You must have the right to provide it.

Authorised users may create exports or copies; their onward handling remains their responsibility. Audit, financial, governance and support histories may be protected from ordinary editing or deletion. Account deactivation is not complete deletion of organisation records.

Acceptable use

Do not use WelfLink for unlawful activity, harassment, fraud, unauthorised fundraising, malware, credential theft or disclosure of another person’s private information. Do not impersonate users, manipulate approvals or financial records, attack the service, scrape protected data, circumvent limits, or attempt cross-organisation access.

Do not upload material you lack permission to process or distribute. Follow your organisation’s lawful rules, use reporting/support channels responsibly and cooperate with proportionate investigation of misuse.

Availability, suspension and termination

The service may be interrupted for maintenance, incidents, capacity limits or provider outages. Features depend on the deployment, configured plan and permissions. No uninterrupted uptime, response-time commitment, external message receipt or service-level agreement is created unless separately agreed.

Access may be restricted or suspended for security, misuse, legal requirements, unpaid subscriptions or breaches of the applicable terms. Where appropriate and legally permitted, we will seek to explain the issue and available remedy. Urgent protective action may be necessary without prior notice. You may stop using the service or request account deactivation subject to responsibility-transfer and record-retention requirements.

On termination, access and authorised exports are governed by the agreement, permissions and applicable law. Necessary records and backups may be retained as described in the Privacy Policy. Do not treat the service as the only copy of records that your organisation is legally required to preserve.

WelfLink intellectual property

WelfLink branding, software and service materials remain the property of their respective rights holders. You receive access to the service under the applicable terms, not ownership of the platform or a right to reuse the logo as your own. Third-party and open-source components retain their applicable licences.

Disclaimers and liability

To the extent permitted by applicable law, the service is provided without a guarantee that it will be error-free or suitable for every organisation’s requirements. You must review important outputs and retain appropriate checks around money, benefits and decisions. No software safeguard replaces your organisation’s duties or professional advice.

To the extent lawful, the operator is not responsible for indirect or consequential losses, loss caused by unauthorised use outside its control, inaccurate organisation submissions or failures of independent third parties. Any contractual limits on direct liability must be set out in the applicable agreement; these terms do not invent a monetary cap. Nothing excludes liability or remedies that applicable law does not allow to be excluded, including mandatory consumer/data-protection rights.

Governing law and disputes

Subject to mandatory law and any separately agreed valid contract, these terms are governed by Ghanaian law and disputes may be brought before the competent courts of Ghana. Mandatory protections or jurisdiction rights that apply to a user in another country are not waived. Contact the operator first where possible so concerns can be considered without limiting legal remedies.

Changes to these terms

Updated terms will be published with a revised date. Material changes will be communicated where required and apply according to applicable notice/acceptance requirements. If you do not agree to a change, stop using the affected service and discuss closure/export arrangements. Changes do not retrospectively remove rights already accrued.