RHODEX GENERAL TERMS OF USE

Version 2026-10-11.1

The effective date is shown with this version on Rhodex. Viewing these Terms does not itself record your agreement. Where agreement is required, Rhodex shows the applicable version and asks you to accept it separately.

1. About Rhodex and these terms

Rhodex is an event-management and registration platform owned and managed by the Heshvan Digital brand, operating from Ghana. These Terms cover organisers and users, including delegates, participants, authors, reviewers, speakers, buyers, and people authorised to act for them. They apply across event types, including conferences, meetings, camps, and events for children and teenagers. In these Terms, “Rhodex”, “we”, and “us” refer to the platform operator under the Heshvan Digital brand.

Our published contact address is P.O. Box 14, Sunyani; Fiapre, UENR, Ghana. Contact the Rhodex team at team@rhodex.cc. These details match the current Rhodex Privacy notice at https://app.rhodex.cc/privacy.

2. The platform and event organisers

Rhodex provides tools for event information, registration, payments, submissions, review, programmes, attendance, certificates, communications, networking, and related services. Available features depend on the event and its enabled services.

The organiser identified for an event manages its event-specific information, participation requirements, programme, submission decisions, and participant support. Check the event page and its organiser contact before registering if information is missing or unclear.

Marketplace listings identify the seller as Rhodex or the event organiser and show available pickup information. Rhodex products and organiser products are checked out separately. Check the seller, product description, selected option, availability, and pickup arrangements before purchasing.

Organiser packages, additional capabilities, and commercial agreements are recorded separately from participant purchases. The recorded offer or agreement identifies the relevant services, price, currency, allocation, and any applicable validity period. A package label or a technical feature flag does not by itself change an agreed price or renew a service.

The named organiser is responsible for delivering its event and resolving event-specific changes and complaints. The named seller is responsible for its goods and fulfilment. Heshvan Digital is responsible for the Rhodex platform services it supplies and for orders that identify Rhodex as seller. Any payment-collection or agency role must be disclosed in the relevant agreement or checkout. A separately agreed organiser contract controls its specific commercial arrangements; these general terms do not silently replace it. Mandatory legal rights remain unaffected.

3. Accounts and responsible use

Provide accurate information and keep important contact details current. Use an account or act for another person or organisation only when authorised. Protect your password, verification codes, and account access. Report suspected misuse to team@rhodex.cc.

Use Rhodex lawfully and respect other participants. Do not impersonate another person; submit false payment evidence; harass, threaten, or send unsolicited bulk messages; upload malicious files; infringe another person's rights; access records without permission; or interfere with the platform's operation.

Participation in an event and independently holding a Rhodex account are different. Children and teenagers may participate in age-appropriate events, including camp meetings, subject to the organiser's rules and applicable law. An independent account holder must have the legal capacity to enter these Terms. Where a participant cannot enter the necessary agreement or give a required permission, an authorised parent, guardian, or other person legally entitled to act must arrange the registration and provide the permissions required by law and the event. An organiser or institution may act for a participant only within its lawful authority; its involvement does not automatically replace parental or guardian permission.

A person registering others must be authorised to provide their information and make the booking. Organisers must explain age eligibility, supervision, safeguarding arrangements, required permissions, and relevant participant-information requirements before registration. Collect only information needed for the event and handle it under applicable law and the Privacy notice. These Terms do not by themselves establish an age-verification, guardian-verification, or children's-consent feature.

4. Registrations and payments

Before confirming a registration or purchase, check the event, participant details, selected items, currency, total, payment instructions, and any stated deadline. Payment methods depend on the event. Paystack handles supported online payments where enabled. Manual payments follow the event's instructions and require verification.

Starting a payment, uploading payment evidence, or receiving a pending invoice does not by itself confirm successful payment. Check the recorded payment, order, and registration status. Contact the organiser or team@rhodex.cc if you believe a payment has been recorded incorrectly. Unpaid reservations and invoices can have payment or stock-hold deadlines; follow the deadline shown for your transaction.

For registration payments, an event can pass the applicable Rhodex and payment-processing charges to the participant or absorb them. Where charges are passed on, the payment review itemises the applicable platform charge and payment-processing and rounding amount before the total.

For marketplace purchases, the configured arrangement can deduct the Rhodex commission from the seller's proceeds or add an itemised charge to the buyer's payment. Payment-processing treatment also depends on the applicable checkout configuration. The amount shown in the payment review for your transaction is the relevant quote; these terms do not establish a universal percentage, new charge, or subscription.

Organisers and sellers must show every amount payable by the customer, including applicable taxes and mandatory fees, before payment confirmation. They must not add an undisclosed fee or recurring charge. The relevant order or invoice must identify the supplier and disclose any separate payment-collection role. Each supplier is responsible for the tax obligations that apply to its supplies. A platform setting or payment split does not by itself determine the legal supplier or tax treatment.

5. Cancellations and refunds

Cancelling a registration does not automatically issue a refund. Payment and receipt records remain available. Where an event enables the in-app registration-refund request feature, it supports requests for eligible cancelled registrations with confirmed, unrefunded principal, no recorded check-in, and no other active refund request.

Those conditions describe the in-app request workflow. They do not remove rights or other refund routes available under applicable law or an event's policy. Contact the organiser if the request option is unavailable or your issue concerns event cancellation, postponement, accommodation, or an add-on. For marketplace goods, contact the seller identified on the listing; Rhodex-sold items can be raised with team@rhodex.cc.

A submitted request goes to the organiser's authorised finance team for review. Submission or approval is separate from sending the money back. Check the refund's recorded outcome and the receiving payment account. The platform's workflow does not establish a universal refund deadline or make payment-processing fees automatically non-refundable.

The organiser or seller must disclose its cancellation, postponement, refund, and fulfilment policy before purchase. An event may have a no-refund policy where lawful. Rhodex does not promise a universal right to cancel for a refund. Where the organiser permits refunds, the platform's enabled request mechanism lets an eligible delegate request one; the organiser reviews, processes, and fulfils the refund under its disclosed policy and applicable law. The availability or absence of an in-app request does not override mandatory rights.

If an event or item cannot be supplied, the responsible organiser or seller must provide the remedies required by applicable law and its disclosed policy. Any deduction must have been disclosed before purchase and be permitted by law. Duplicate or incorrect payments should be investigated promptly. Refunds should use the original payment route where supported; any necessary alternative must be verified. The organiser or seller should explain the expected processing time when resolving the request. Accommodation, add-ons, and goods may have distinct disclosed supplier policies. Rhodex will help route unresolved platform or payment-record issues through team@rhodex.cc.

6. Content and intellectual property

Submit only material you have the right and authority to provide. Obtain necessary permission from co-authors and other rights holders. Respect the confidentiality of submissions, reviews, and participant information that you are authorised to access.

Using Rhodex does not by itself transfer ownership of your work. Publication permission, co-author approval, and the licence displayed with a published abstract or proceedings item are handled through the relevant publication process. General Terms acceptance does not replace those permissions. A published item's stated licence governs its permitted reuse.

You retain your rights in the content you submit. You give Rhodex and the relevant authorised organiser a non-exclusive permission to host, store, reproduce, format, and display that content only as needed to provide the services you request. Contracted providers may process it for those services subject to appropriate restrictions. This permission does not authorise unrelated advertising or public publication beyond your separate publication choices. It ends when the content is removed, except for permitted retention, backups, and separately authorised published records. Rhodex and third-party platform materials remain their respective owners' property; users may access and use them for the intended service but may not claim ownership or reuse branding without permission.

Where optional AI-assisted document entry is available, the feature notice explains that extracted document text is sent to OpenAI to prepare suggestions. Review the data-use notice and upload only material you are authorised to provide. Review suggested facts before applying them. Suggestions do not replace your review or submit your work for you. Availability of the feature does not establish that it is enabled for every event.

7. Privacy and separate choices

Read the Rhodex Privacy notice at https://app.rhodex.cc/privacy. It describes the handling of account, event, transaction, and other personal information, including retention and deletion.

General Terms acceptance does not opt you into optional marketing, analytics, session replay, networking, or publication. Optional choices remain purpose-specific and separate. New optional choices start off and are enabled only by the relevant affirmative choice. Accepting these Terms neither changes nor resets your existing preferences, including an earlier refusal or withdrawal. Campaign email and SMS choices are separate; analytics and masked session replay use their own clearly labelled optional setting in Privacy settings. Essential account, payment, and event messages are handled separately from optional marketing preferences.

8. Availability and ending use

Access to an event or feature may depend on the event's status, your registration, your assigned role, and the services enabled or licensed for that event. The end of an event and the end of a separately recorded service licence can be different dates.

You can stop using Rhodex and request account deletion through the danger zone on your profile or at https://app.rhodex.cc/account-deletion. A deletion request is separate from cancelling a registration or requesting a refund. Deletion involves verification and may require safe transfer of administrative responsibilities first. Retention and deletion timing are explained in the Privacy notice; some financial, audit, attendance, certificate, and scholarly records may need to remain.

We will use reasonable care in providing the platform but do not promise uninterrupted availability or a fixed service level unless separately agreed. We may restrict access proportionately to address misuse, a material breach, a legal requirement, or a risk to people or the service. Where practicable, we will explain the reason and allow a reasonable opportunity to resolve it; urgent action may be taken first. You can ask for review at team@rhodex.cc. Restrictions do not automatically forfeit prepaid entitlements or remove applicable refund rights. We will address those matters under the relevant agreement and preserve records as described in the Privacy notice.

9. Liability and resolving disputes

Start with a complaint to team@rhodex.cc, including the relevant event, order, or registration reference and the outcome sought. We will investigate platform issues and direct event or seller issues to the responsible party. Informal resolution does not prevent you from using legal remedies or contacting a competent regulator or court.

Each party remains responsible for its own obligations under these Terms and applicable law. Nothing in these Terms excludes or limits liability, remedies, or rights that cannot lawfully be excluded or limited. These Terms do not impose a numerical liability cap, mandatory arbitration, an indemnity, or a waiver of collective proceedings. Applicable law and the legally competent courts determine issues not expressly settled here; no exclusive court or choice of governing law is imposed by these Terms.

10. Updates and contact

We will identify each published version and its effective date, make it available before asking you to agree, and record agreement to the version presented. Material changes will receive clear notice, and we will request fresh agreement where the nature of the change or applicable law requires it. Changes do not retroactively alter completed transactions or previously agreed commercial terms unless lawfully agreed.

Past use of Rhodex, an existing account, and earlier privacy, service-message, networking, marketing, or publication choices are not acceptance of these general Terms. Existing users will receive the applicable Terms and an explicit acceptance request when the approved rollout is activated. Optional preferences will remain unchanged.

For an event question, use the organiser contact shown on that event's page. For Rhodex platform questions, complaints, privacy requests, and routing a legal enquiry, contact team@rhodex.cc. Our published postal contact is given in section 1. This contact route does not replace any legally required method of serving formal documents.

END OF TERMS Version 2026-10-11.1