Terms of Service
Updated June 2026 These Terms govern your use of the Samkoma platform and apply to every visitor, organizer and agency account across the site.
1. Agreement
By creating an account, purchasing a plan or using any part of Samkoma, you agree to these Terms, the Privacy Policy, the Refund & Cancellation Policy and the Acceptable Use Policy, which together form your agreement with Samkoma.
2. The service
Samkoma is event-operations software for registration, check-in, voting and reconciliation. We license it to you per event; we do not run your event for you and are not a party to the contracts between you and your attendees.
3. Your account
You are responsible for the accuracy of your account details, for the actions of users you invite, and for keeping your credentials secure. You must be authorized to act for the organization you register.
4. Payments & payouts
Samkoma charges one flat license fee per event, plus any add-ons you select. Registration payments are collected through your own Stripe or Square account — you keep 100% of sales and Samkoma never holds attendee funds.
5. Your content & data ownership
You own the event data and content you upload. You grant Samkoma a limited license to host and process it solely to provide the service. Data handling and retention are described in the Privacy Policy.
6. Acceptable use
Your use must follow the Acceptable Use Policy. We may suspend accounts that put the platform, its data or other organizers at risk.
7. Availability & changes
We work to keep the platform reliable but provide it "as is" without warranty of uninterrupted service. We may update features and these Terms; material changes will be posted here and, where appropriate, emailed to you.
8. Liability
To the extent permitted by law, Samkoma's total liability for any claim is limited to the fees you paid for the event giving rise to the claim. We are not liable for indirect or consequential losses.
9. Termination
You may stop using the service at any time. We may suspend or end access for breach of these policies. Refund eligibility on termination is governed by the Refund & Cancellation Policy.
Privacy Policy
Updated June 2026 This policy explains what we collect, how we use it, and — importantly — how long we keep your event data and what happens when that window ends. It covers the entire Samkoma website.
What we collect
Account details (name, email, organization), event and registrant data you enter, payment metadata from your processor (never full card numbers), and basic technical and usage data needed to run and secure the platform.
How we use it
To provide and secure the service, process your license and add-on payments, send service notices, and improve reliability. We do not sell your data or your registrants' data.
Mobile information & SMS consent
When you provide a mobile number to receive text messages from an event run on Samkoma (for example, the Red River Volkswagen Club), your mobile information and SMS consent are used only to send the transactional event messages you opted into. Mobile information and SMS consent are never sold, and are never shared with third parties or affiliates for their own marketing or promotional purposes. Message and data rates may apply, and you can opt out at any time by replying STOP.
Analytics & Do Not Track
Organizer dashboards include visitor analytics for your own event pages. When a visitor's browser sends a Do Not Track signal, we anonymize their IP address and do not store it.
Data retention window
We do not keep back-end event data forever. Your workspace is editable through your event end date, then becomes export-only. You have until end of day on event day + 35 to download your data.
Event day + 1
First notice — your data is ready to download.
Day 30
Reminder — five days left to download.
Day 35
Logs archived, database deleted; any undownloaded data is emailed to you.
Notices & deletion
We email a first notice on the day after your event and a reminder on day 30. On day 35 a system-triggered process archives the logs and deletes the event database; any data not yet downloaded is automatically sent to the email on file at that point. Audit logs are retained for security and compliance.
Your rights
You can access, export or request deletion of your data at any time within the retention window by contacting privacy@samkoma.co.
Security
Each tenant's data is isolated at the database level. We follow least-privilege access and log administrative actions.
SMS / Messaging Terms
Updated June 2026 These terms govern the SMS text-message program operated by event organizers on the Samkoma platform, including the Red River Volkswagen Club. They describe what we send, how often, the cost, and how to get help or stop messages.
Program name
The Red River Volkswagen Club SMS program, operated on the Samkoma event-operations platform.
Program description
We send transactional event text messages to people who opt in when registering for a Red River Volkswagen Club event. Messages include a link to your personal check-in QR code, event and logistics reminders, and door-prize and voting notifications. We do not send marketing or promotional text messages through this program.
Message frequency
Message frequency varies and is event-driven. You receive messages only in connection with the specific event you registered for or voted at; this is not a recurring subscription.
Message & data rates
Message and data rates may apply, depending on your mobile carrier and plan. Neither the Red River Volkswagen Club nor Samkoma charges you for these messages.
How to get help
For help with the text program, reply HELP to any message, or contact us at support@samkoma.co.
How to stop messages
You can cancel at any time by replying STOP to any message. After you reply STOP, you will receive one confirmation message and will not receive any further text messages from the program unless you opt in again.
Consent
You opt in by checking the optional text-message box on the event registration form. Checking the box is entirely voluntary: it is not required to register for or attend the event, and if you leave it unchecked you will not receive any text messages. You may withdraw consent at any time by replying STOP.
Your privacy
Your mobile information and SMS consent are handled in accordance with our Privacy Policy and are never sold or shared with third parties for their own marketing or promotional purposes.
Carrier disclaimer
Wireless carriers are not liable for delayed or undelivered messages.
Refund & Cancellation
Updated June 2026 Samkoma is sold as a flat fee per event. This policy explains when a fee is refundable, how to cancel, and how attendee refunds work.
License fees
The per-event license fee is charged when your workspace activates. You may cancel for a full refund within 14 days of purchase and before you open registration or publish the event — whichever comes first.
After activation
Once you have opened registration or your event has begun, the per-event license fee is non-refundable, because the licensed software has been delivered and put to use.
Add-ons
Add-ons (SMS notifications, day-of support, extra seats, entry-cap overage) are billed when you add them and are non-refundable once the related feature has been used.
Multi-event prepay
For multi-event (Unlimited) prepay, unused event credits may be refunded or transferred to another event on request before they are consumed.
Attendee / registration refunds
Registration payments are collected through your own Stripe or Square account. Refunds to attendees are issued by you through your processor under your own event refund policy — Samkoma does not hold or refund those funds.
How to cancel
Request a cancellation from Plan & billing in your account, or email billing@samkoma.co. Eligible refunds are returned to your original payment method.
Acceptable Use
Updated June 2026 These rules keep the platform safe and reliable for every organizer. They apply to all accounts and content on Samkoma.
Lawful use
Use Samkoma only for lawful events and purposes. Do not use it to collect payments or data for fraudulent, deceptive or prohibited activities.
No abuse of the platform
Do not attempt to breach tenant isolation, probe or attack the infrastructure, scrape other tenants' data, or interfere with other organizers' events.
Messaging & consent
When you use SMS or email features you are responsible for consent and applicable regulations. SMS is bring-your-own-Twilio and you own your A2P 10DLC registration.
Content
Do not upload content that is illegal, infringing, hateful or harmful. You are responsible for the content and registrant data in your events.
Enforcement
We may warn, suspend or terminate accounts that violate this policy, and will cooperate with lawful requests where required.