Who this applies to
This policy applies to every customer organisation and every person who uses MyTribeERP, including officers, estate staff, residents, security personnel and vendors. Clear Path Digital Consulting Limited, a company incorporated in Nigeria with its office in Lagos ("ClearPath Digital", "we", "us") runs the platform. Customer organisations must make sure their users follow this policy.
1. Use the platform for its purpose
MyTribeERP is for running residential estates: records, billing, payment records, accounting, operations, security, governance and communication with residents. Use it for that purpose, in line with Nigerian law and your estate's own rules.
2. Keep accounts safe
You must:
- use only your own account, and never share your password or sign-in codes;
- choose a strong password that you do not use elsewhere;
- turn on a second sign-in step (authenticator app or SMS code) if you hold an officer, finance or administrator role. It is optional, but strongly recommended;
- sign out of shared or public devices; and
- tell your estate administrator, and us at hello@mytribeerp.com, straight away if you think someone else has used your account.
Administrators must:
- give people only the access they need for their role;
- remove access promptly when someone leaves a role, moves out, or at an EXCO handover; and
- review who has access from time to time.
3. Respect other people's data
You must:
- access only the records you need for your role;
- not copy, export, photograph or share residents' personal data except for legitimate estate business;
- not use residents' contact details for personal, political or commercial messages unrelated to the estate;
- keep data accurate and correct mistakes through the proper process; and
- follow your organisation's privacy notice and the law when you collect information.
Do not upload:
- sensitive personal data (such as health, religious, ethnic or biometric data) unless your estate has a clear legal basis and need for it;
- identity documents, bank card numbers, PINs or passwords, except in a field built for that purpose; or
- material you do not have the right to share.
4. Keep records honest
The platform exists to keep fair, traceable records. You must not:
- enter false charges, payments, receipts, expenses or approvals;
- record a vote, attendance, resolution or appointment that did not happen, or alter one that did;
- try to interfere with a ballot, see how someone voted in a secret ballot, or vote for someone else;
- record a payment as received when it was not, or hide one that was; or
- try to change or delete audit records.
Posted financial entries are corrected only by reversal or reallocation, so the history stays visible. This is by design. The platform records decisions; it does not decide whether a levy, vote or resolution is legally valid. That is for your organisation and its advisers.
5. Communicate respectfully
When you send announcements, notices, messages or comments, you must not send content that:
- is abusive, threatening, harassing or discriminatory;
- is defamatory, or knowingly false or misleading;
- invades someone's privacy, for example by publicly naming a resident's arrears to shame them;
- incites violence or breaks the law; or
- is spam or unsolicited advertising.
Do not put bank account details, passwords or other sensitive information in SMS messages. The platform is designed to avoid this; please do not work around it.
6. Money and payments
- Connect only payment accounts that belong to and are controlled by your association or organisation. MyTribeERP never holds estate funds, and settlement must go to association-controlled accounts.
- Do not use the platform to collect money for anything other than legitimate estate purposes.
- Do not use it for money laundering or fraud, or to avoid tax or financial regulation.
- Keep payment provider credentials secret and enter them only in the provider settings screen.
7. Protect the platform
You must not:
- try to access another customer's or another estate's data, or any account, record or system you are not authorised to use;
- change identifiers in web addresses or requests to reach data that is not yours;
- probe, scan or test the platform's security except as our vulnerability disclosure policy allows;
- upload viruses or harmful files, or try to bypass the malware scanning of uploads;
- overload the platform, for example with automated scripts, scraping or excessive requests;
- copy, reverse-engineer or resell the platform, or build a competing product from it; or
- remove or hide any notices, labels or draft markings, for example on draft financial statements.
8. Reporting a security problem
If you find a security weakness or think data has been exposed, report it at once as described on our security page. Do not exploit it, share it, or access more data than you need to show the problem.
9. What we may do
If we reasonably believe this policy has been broken, we may:
- ask the customer organisation to investigate and fix the problem;
- remove or hide specific content;
- suspend a user's access; or
- in serious cases, suspend or end the customer's subscription under the Subscription Terms.
We act in proportion to the problem and, where possible, give notice and a chance to put things right first. Where there is an urgent risk to security, other customers or people's safety, we may act straight away and explain afterwards. We may report unlawful activity to the authorities, and we cooperate with lawful requests.
We do not monitor the content of customer records as a matter of routine. Our staff access customer data only through approved and recorded support sessions, or where the law requires.
10. Changes and questions
We may update this policy. We publish each new version here and in the app with its date, and give customers at least 30 days' notice of material changes. Questions: hello@mytribeerp.com.