Terms & Conditions and Media Release of Caribbean Medical Student Association, Incorporated (CMSA)

INTRODUCTION

Welcome to the Caribbean Medical Student Association (“CMSA,” “we,” “us,” or “our”), a student-led nonprofit organization dedicated to empowering Caribbean-connected students in medicine and health professions.

By accessing our website (officialcmsa.org), engaging with our social media platforms (@official_cmsa_), attending events, applying for or maintaining membership, volunteering, or submitting any information, photos, videos, testimonials, or other content (collectively, “Engaging with CMSA”), you agree to be bound by these Terms & Conditions and Media Release (“Terms”).

If you do not agree to these Terms, please do not engage with CMSA.

1. MEMBERSHIP & PARTICIPATION

1.1 Eligibility
Membership is open to pre-health, medical, and health professions students with a connection to the Caribbean. CMSA reserves the right, in its sole discretion, to verify eligibility and approve or deny membership applications.

1.2 Voluntary and Unpaid Status
Membership and volunteer involvement with CMSA are voluntary and unpaid. Participation does not create an employment relationship, partnership, agency relationship, or entitlement to compensation or benefits. Members may terminate their membership at any time by emailing info@officialcmsa.org.

1.3 Events & Workshops
All participants in CMSA events, workshops, and activities must conduct themselves respectfully and in accordance with CMSA guidelines. CMSA reserves the right to remove any participant engaging in disruptive, harassing, discriminatory, or unlawful conduct, without notice or refund where applicable. Participation in events is subject to the liability provisions outlined in Section 6.

1.4 Volunteer Roles
Volunteers agree to fulfill their assigned responsibilities in good faith. CMSA may provide training and guidance where appropriate. Volunteers remain responsible for their own actions and conduct. CMSA is not liable for the independent actions of volunteers. CMSA may modify or terminate volunteer roles at any time, with or without notice.

2. MEDIA RELEASE & CONTENT PERMISSION

2.1 Grant of License
By submitting photos, videos, audio recordings, testimonials, quotes, written submissions, or other materials (“Your Content”) to CMSA, you grant CMSA a non-exclusive, worldwide, perpetual, royalty-free, sublicensable license to use, reproduce, edit, modify, publish, display, distribute, and otherwise utilize Your Content for the purposes described herein. You also grant CMSA permission to use your name, likeness, voice, image, and biographical information in connection with Your Content.

2.2 Permitted Uses
Your Content may be used for social media posts (including Instagram, Facebook, and TikTok), the CMSA website and newsletters, promotional materials, flyers, and press releases, event photography and documentary materials, annual reports and fundraising materials, and other non-commercial, educational, and promotional purposes. CMSA will not use Your Content for product endorsements or monetization without a separate written agreement.

2.3 Editing and Modifications
CMSA may crop, resize, format, add text overlays, apply light edits, or otherwise adapt Your Content for branding or publication purposes. CMSA will not intentionally alter the meaning or context of Your Content or use it in a defamatory or misleading manner.

2.4 Withdrawal of Consent
You may revoke permission for future use of Your Content by emailing info@officialcmsa.org and clearly identifying the content at issue. Revocation applies only to future uses. Content previously published may remain in circulation. CMSA reserves the right to remove or decline to use any content at its discretion.

2.5 No Compensation
You acknowledge and agree that no payment, royalties, or other compensation will be provided for Your Content. You retain ownership of Your Content, subject to the license granted to CMSA. Submitted materials are non-returnable.

3. PRIVACY & DATA COLLECTION

3.1 Information We Collect
CMSA collects limited personal information, which may include name, email address, phone number, school or university, year of study, Caribbean connection, event-related information such as dietary restrictions, emergency contacts, photography preferences, and voluntarily submitted content including essays, testimonials, and survey responses.

3.2 How We Use Information
We use collected information to send updates, newsletters, and event invitations; coordinate mentorship and volunteer opportunities; manage event logistics; and feature member stories and initiatives. CMSA does not sell or rent personal data for commercial marketing.

3.3 Data Security & Sharing
CMSA uses reasonable administrative and technical safeguards to protect personal information. However, no system is completely secure. Information is not sold or shared with third parties without consent, except when legally required or when necessary for event logistics with partners or venues.

3.4 Access & Deletion
You may request to review, update, or delete your personal information by emailing info@officialcmsa.org. CMSA will respond within 30 days, except where retention is legally required.

3.5 Children’s Data
CMSA does not knowingly collect personal information from individuals under 13. Participants under 18 must obtain written consent from a parent or legal guardian for participation and content use.

4. REPRESENTATIONS & WARRANTIES

By engaging with CMSA, you represent and warrant that you are at least 18 years old, or have written parental or guardian consent if under 18; you have the legal right to grant the permissions described in these Terms; Your Content is original or you have authority to submit it; Your Content does not infringe any third-party intellectual property, privacy, or publicity rights; and Your Content is accurate, lawful, and not defamatory, fraudulent, or offensive. CMSA is not responsible for verifying the accuracy or legality of user-submitted content.

5. CONDUCT & PROHIBITED ACTIVITIES

You agree not to harass, threaten, defame, or discriminate against others; spam, phish, or distribute unsolicited promotions; impersonate CMSA, its leadership, or members; use CMSA’s name, logo, or materials without written permission; post illegal, obscene, or fraudulent material; or violate any applicable laws or regulations. CMSA may immediately suspend or terminate access, membership, or event participation for violations, without notice or refund where applicable.

6. LIABILITY & RELEASES

6.1 As-Is Disclaimer
CMSA services, events, website, and materials are provided “as is” without warranties of any kind. CMSA does not guarantee accuracy, completeness, reliability, or fitness for a particular purpose.

6.2 Limitation of Liability
To the fullest extent permitted by law, CMSA, its volunteers, leadership, partners, and affiliates shall not be liable for indirect, incidental, consequential, or punitive damages; personal injury, medical issues, or accidents at events except in cases of gross negligence or willful misconduct; loss of data or third-party security breaches; or website downtime or technical errors.

6.3 Release of Claims
By engaging with CMSA, you release and hold harmless CMSA and its representatives from claims arising out of participation in events, workshops, or volunteer activities; use of CMSA materials; or personal injury or property loss. This release does not apply in cases of gross negligence, willful misconduct, or violations of law.

6.4 Assumption of Risk
You voluntarily assume all risks associated with participation in CMSA activities and are responsible for your own safety and conduct.

7. INTELLECTUAL PROPERTY

7.1 CMSA Materials
All CMSA logos, branding, slogans, website content, graphics, and materials are the intellectual property of CMSA. Use is permitted only with prior written consent, except for fair-use sharing of public posts with proper attribution.

7.2 Your Content
You retain ownership of Your Content. However, by submitting it, you grant CMSA the license described in Section 2.

8. WEBSITE & DIGITAL SERVICES

8.1 Informational Disclaimer
Content provided through CMSA’s website or social platforms is for informational purposes only and does not constitute medical advice. Always consult a licensed medical professional for medical concerns.

8.2 Third-Party Links
CMSA may link to third-party websites. CMSA is not responsible for their content, policies, or practices. Users should review third-party terms before engaging.

8.3 Security
CMSA uses reasonable safeguards but cannot guarantee absolute security. If you suspect unauthorized access or a security issue, notify info@officialcmsa.org immediately.

9. MODIFICATIONS & TERMINATION

9.1 Changes to Terms
CMSA may update these Terms at any time. Continued engagement following updates constitutes acceptance of the revised Terms. Major changes may be announced via social media and/or email.

9.2 Termination
CMSA may terminate membership, event access, or volunteer roles at its discretion, with or without cause. You may request termination at any time by emailing info@officialcmsa.org.

10. GOVERNING LAW & DISPUTE RESOLUTION

These Terms are governed by the laws of the State of New York. Any disputes shall first be addressed through informal negotiation by contacting oinfo@officialcmsa.org. If unresolved, disputes shall be brought in the courts located in Elmsford, New York.

11. CONTACT INFORMATION

12. ACKNOWLEDGMENT

By engaging with CMSA, you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions and Media Release. If you are under 18, your parent or legal guardian must also review and consent to these Terms.

Thank you for supporting CMSA.

Adopted March 8, 2026