Terms of Service

1. Description of the Service

The WhatsApp Student Assistant is a conversational self-service tool that allows verified enrolled students of Vallerian Medical Training College to access information from the School’s student records, including:

• Outstanding fee balance and fee statement summary
• Registered academic units for the current enrollment period
• Published exam timetable entries
• Finance office contact details

The Service is provided through the WhatsApp Business Cloud API and is available subject to WhatsApp’s own Terms of Service.

2. Eligibility

The Service is available exclusively to currently enrolled students of Vallerian Medical Training College whose records are active in the School’s student records. By using the Service you confirm that:

• You are a current or recently enrolled student of the School.
• You are accessing the Service only on your own behalf and with your own credentials.
• You will not use the Service to access the records of any other student.
• You are using the Service from a phone number registered in your name or that you are authorised to use.

3. Identity Verification and OTP Security

Access to your student records through the Service requires identity verification using your admission number and a One-Time Password (OTP) delivered to your registered contact details held by the School.

Your responsibilities regarding verification:

• Keep your admission number confidential and do not share it with others to gain unauthorised access.
• Do not share an OTP you receive with anyone else. The School and its staff will never ask you to share your OTP.
• Report suspected unauthorised access to your records to info@vallerianmedicaltrainingcollege.ac.ke immediately.
• Ensure that the phone number or email address registered with the School is current. The School is not responsible for OTP delivery failures caused by outdated contact details.

Security notice: OTPs expire after 15 minutes. After 5 incorrect attempts your session is automatically reset. If you believe your session has been compromised, contact the School immediately.

4. Acceptable Use

You agree to use the Service only for its intended purpose of accessing your own student records. You must not:

• Impersonate another student by using their admission number, phone number, or OTP to access their records.
• Attempt to gain unauthorised access to the Service, the School’s records, or any other student’s information by any means including guessing, brute-forcing, or exploiting technical vulnerabilities.
• Automate or script interactions with the Service using bots, scripts, or other automated tools without prior written consent from the School.
• Interfere with the availability of the Service by sending excessive messages, attempting denial-of-service attacks, or abusing the messaging channel.
• Misuse or misrepresent information obtained through the Service for fraudulent, illegal, or unauthorised purposes.
• Use the Service for commercial purposes or on behalf of any third party for commercial gain.
• Transmit harmful content including viruses, offensive material, or content that violates any applicable law or the School’s Code of Conduct.

5. Accuracy of Information and Student Responsibility

The information displayed by the Service is retrieved in real time from the School’s student records. You are responsible for ensuring that your personal details, contact information, and enrollment records held by the School are accurate and up to date.

If you believe that any information displayed by the Service is incorrect, you must contact the relevant School office (Registrar, Finance, etc.) directly. The WhatsApp Assistant cannot be used to update or amend your official records.

6. Official School Records Remain Authoritative

Important disclaimer: Information provided by the WhatsApp Assistant is a convenience view of data held in the School’s records at the time of your query. It is provided for reference purposes only and does not constitute an official statement, transcript, or certificate from Vallerian Medical Training College.

For official documentation — including fee receipts, financial clearance letters, academic transcripts, or enrollment confirmation — you must contact the relevant School office in person or through official channels. The School accepts no liability for decisions made solely on the basis of information retrieved through this Service.

7. Limitations of the Service

• The Service provides read-only access to student information. It cannot process payments, update records, or perform any transactions.
• Availability of the Service depends on WhatsApp’s uptime, which is outside the School’s control. The School does not guarantee uninterrupted availability.
• Data displayed is as current as the School’s student records. There may be short delays between a transaction being processed and it appearing in the Service.
• The Service supports English language only. Responses are automated and do not constitute advice from School staff.
• The Service is not a substitute for direct communication with School offices for urgent or complex matters.

8. Suspension and Restriction of Access

The School reserves the right to suspend, restrict, or terminate your access to the Service at any time and without prior notice if:

• You breach any provision of these Terms.
• Suspicious or abusive activity is detected from your phone number or session.
• Your student enrollment status changes (e.g., graduation, suspension, withdrawal).
• We are required to do so by law or to protect the security of the School’s records or other students’ data.
• Excessive rate-limiting thresholds are triggered (currently 20 messages per minute).

Temporary rate-limiting (1 minute cooldown) is applied automatically to prevent abuse. Repeated violations may result in permanent blocking of your phone number from the Service.

9. Intellectual Property

The WhatsApp Student Assistant, including its conversational logic, software, and content, is the intellectual property of Vallerian Medical Training College and its technology partners. You may not reproduce, reverse-engineer, or create derivative works from the Service without prior written consent.

10. Disclaimer of Warranties

The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement. The School does not warrant that the Service will be error-free, uninterrupted, or free from security vulnerabilities.

11. Limitation of Liability

To the maximum extent permitted by applicable law, Vallerian Medical Training College shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or relating to your use of, or inability to use, the Service, including but not limited to loss of data, financial loss, or reputational harm, even if the School has been advised of the possibility of such damages. The School’s total aggregate liability for any claim arising out of these Terms shall not exceed the fees paid (if any) for the Service in the 12 months preceding the claim.

12. Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service you consent to the data practices described therein.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of Kenya, without regard to conflict of law principles. Any dispute arising out of or in connection with these Terms shall first be referred to good-faith negotiation between you and the School. If unresolved within 30 days, disputes shall be subject to the exclusive jurisdiction of the courts of Kenya.

14. Changes to These Terms

We may revise these Terms at any time. When we make material changes we will update the “Last updated” date above. Your continued use of the Service after the revised Terms are posted constitutes your acceptance of those changes. We encourage you to review this page periodically.

15. Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will remain in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it enforceable.

16. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Vallerian Medical Training College regarding the Service and supersede any prior agreements or understandings.

17. Contact Us

For questions about these Terms, to report misuse, or to request a review of a suspension decision, please contact us at: