Registration: To access CoPIMS, you must create an individual account by providing accurate and complete information including your full name, email address, phone number, date of birth, sex, and physical address. Accounts are activated only after email verification and, for privileged roles, administrator approval.

Accuracy: You agree to keep your registration information current. Providing false identity information — including impersonating another person or organization — is a material breach of these Terms and may result in immediate account suspension and referral to relevant authorities.

Credentials: You are solely responsible for maintaining the confidentiality of your username and password. You must not share credentials with any other person. CoPIMS staff will never request your password.

Unauthorized Access: You must notify the platform administrators immediately if you suspect unauthorized use of your account or any security breach. You may be held liable for losses caused by unauthorized access resulting from your failure to secure your credentials.

Organizational Accounts: If you register on behalf of an Organization, you represent and warrant that you have the authority to bind that Organization to these Terms. The Organization is responsible for ensuring all its Users comply with these Terms.

Role Assignments: User roles and positions within a project are assigned by Organization administrators. Users may only perform actions permitted by their assigned role. Attempting to access, modify, or approve records outside your authorized role is strictly prohibited.

Grant: Subject to your Organization's active Licence and these Terms, CoPIMS grants you a limited, non-exclusive, non-sublicensable, non-transferable right to access and use the Service solely for your Organization's internal construction project management purposes.

Module Access: Access to specific modules — including Project Management, Bill of Quantities, Payment, Finance, Human Resource, Plant & Equipment, Logistic, Procurement, Plan & Report, Duration, Quality, Safety, Security, Subcontract, and File Management — is governed by the Licence tier assigned to your Organization. You may only use the modules made available under your current Licence.

Permitted Uses:

• Creating and managing construction projects, contracts, and stakeholder records.
• Entering, reviewing, and approving BoQ items, variation orders, and supplementary contract items.
• Generating, reviewing, checking, and approving interim payment certificates and subcontractor payment records.
• Managing employee records, payrolls, HR documentation, and professional profiles.
• Submitting procurement requests, purchase orders, and tracking logistics and material delivery.
• Recording and reviewing daily, weekly, and monthly progress reports and master schedules.
• Logging quality inspections, NCRs, safety incidents, toolbox talks, and site security access records.
• Uploading project-related files, drawings, blueprints, and documentation.
• Tracking plant and equipment utilization, fuel consumption, and maintenance schedules.
• Processing and tracking Extensions of Time and project duration adjustments.

Prohibited Uses: You must not:

• Reverse engineer, decompile, or attempt to extract the source code of the Service.
• Use the platform to enter, store, or process data unrelated to your Organization's legitimate construction operations.
• Attempt to access another Organization's data, projects, or records without authorization.
• Manipulate the Approval Workflow to bypass required checks or approvals.
• Upload malicious files, scripts, or content intended to harm the platform or other users.
• Use automated bots, scrapers, or scripts to interact with the Service.
• Circumvent or disable security features, access controls, or authentication mechanisms.
• Use the Service to commit fraud, falsify financial records, or misrepresent project data to any government body or client.

Ownership: You and your Organization retain full ownership of all Project Data and Content you upload or enter into the Service. CoPIMS does not claim intellectual property rights over your data.

Accuracy Obligation: You are solely responsible for the accuracy, completeness, and integrity of all data you enter into CoPIMS. This includes, but is not limited to:

• BoQ unit rates, quantities, and contract amounts.
• Financial progress measurements, executed quantities, and payment valuations.
• Physical progress percentages and project milestone records.
• Employee attendance, payroll figures, and HR records.
• Material quantities, prices, and procurement records.
• Safety incident reports, quality inspection outcomes, and site-access logs.

CoPIMS provides a data-entry environment and approval workflow but does not independently verify the accuracy of Project Data. Any financial, legal, or operational decisions made based on data entered into the platform remain the sole responsibility of your Organization.

Approval Workflow Integrity: Users who are assigned "Checker" or "Approver" roles bear professional responsibility for the records they endorse. Approving or checking a record constitutes a digital endorsement of its accuracy. Deliberately approving inaccurate or fraudulent records is a violation of these Terms and may constitute a criminal offence under applicable Ethiopian law.

Content Restrictions: You must not upload or enter Content that is defamatory, unlawful, obscene, or infringes any third-party intellectual property rights. CoPIMS reserves the right to remove Content that violates these restrictions.

Licence Grant to CoPIMS: To operate the Service, you grant CoPIMS a limited, worldwide, royalty-free licence to host, store, process, display, and transmit your Content solely as necessary to deliver the Service to you. This licence terminates when you delete your Content or your account is closed, subject to retention obligations.

CoPIMS implements a structured multi-step approval process for financial and operational records. Users acknowledge and agree to the following:

• Workflow States: Records pass through defined states — Draft, Submitted, Checked, and Approved (or Rejected). Each transition requires a User with the appropriate role-based permission to act. No record takes financial or operational effect until it reaches "Approved" status.
• Role Boundaries: A User may submit records they have authored but may not also serve as the Checker or Approver for the same record, except where explicitly permitted by organizational settings. Circumventing this separation of duties is prohibited.
• Audit Trail: Every status transition, approval action, and remark is permanently recorded in the system's audit log alongside the responsible User's identity and a timestamp. This audit trail is immutable and may be used as evidence in disputes or audits.
• Permissions Responsibility: Organization administrators are responsible for assigning roles accurately and ensuring that only qualified personnel hold Checker or Approver permissions for sensitive operations such as BoQ approvals, payment certificate approvals, or payroll approvals.
• No Retroactive Changes: Once a record has been approved, it cannot be silently altered. Any modification requires the record to be rejected and resubmitted through the workflow, creating a new audit entry.

Licence Assignment: Access to the full feature set of CoPIMS is governed by a Licence assigned to your Organization by the CoPIMS administrator team. Licences specify the enabled modules, user seat limits, and validity period.

Plan Changes: Upgrades, downgrades, or renewals of a Licence are processed exclusively by the CoPIMS administration team. Users may not self-provision or modify their Licence plan.

Fees: Licence fees, if applicable, are set out in the executed Licence Agreement between CoPIMS and your Organization. All fees are invoiced in Ethiopian Birr (ETB) unless otherwise stated. Payments must be made in accordance with the agreed schedule.

Late Payments: Failure to settle outstanding fees within the agreed payment period may result in suspension of the Organization's access to the Service until payment is received.

Taxes: You are responsible for all applicable taxes, levies, or duties imposed by Ethiopian or any other relevant tax authority in relation to your use of the Service.

Refunds: Fees are generally non-refundable except as expressly stated in the Licence Agreement or as required by Ethiopian consumer protection law. Requests for refunds must be submitted in writing to the CoPIMS administration team.

Confidentiality Obligation: Project Data entered into CoPIMS — including contract values, payment records, employee data, tender information, and site operational data — is confidential. Users must not disclose, share, or transmit this information to unauthorized parties, including individuals within their own Organization who do not have a legitimate need to access it.

Platform Security Measures: CoPIMS implements industry-standard security controls including encrypted data transmission (TLS), salted password hashing, role-based access controls, session management, and activity logging. However, no system is completely immune to security threats.

User Security Obligations: You agree to:

• Use a strong, unique password for your CoPIMS account.
• Log out of the platform when using shared or public devices.
• Not access the platform over unsecured public networks without appropriate protection.
• Report any suspected security vulnerabilities or unauthorized access attempts to support@copims.com immediately.

Financial Data Sensitivity: Records relating to Interim Payment Certificates, BoQ amounts, payroll data, and subcontractor payments are classified as sensitive financial data. Access to these records is restricted by role-based permissions and any unauthorized access or disclosure constitutes a serious breach of these Terms.

Availability: CoPIMS aims to maintain high availability of the Service. Specific uptime commitments, if any, are set out in your Organization's SLA. Planned maintenance windows will be communicated to users through the system's Updates and News section with reasonable advance notice.

Support Channels: Technical support is available through the Contact page and via support@copims.com. In-platform guidance is also available through the Tutorial module and centralized documentation area.

Incident Priority: Support requests are triaged based on severity. Critical incidents affecting financial record integrity, approval workflows, or data accessibility are prioritized for immediate response. Non-critical feature questions are addressed within normal business hours.

Limitations: CoPIMS does not guarantee uninterrupted service and is not liable for losses arising from temporary unavailability due to maintenance, network conditions, or force majeure events beyond our reasonable control.

Termination by User: You may request closure of your individual user account at any time by contacting your Organization administrator or the CoPIMS support team. Closure of an individual account does not remove Project Data entered by that user, as it forms part of the Organization's records.

Termination by CoPIMS: CoPIMS reserves the right to suspend or permanently terminate an account or Organization Licence without prior notice in cases of:

• Material breach of these Terms, including fraudulent data entry or unauthorized access.
• Non-payment of applicable Licence fees after a grace period.
• Expiry of the Licence period without renewal.
• Court order, regulatory requirement, or other legal obligation.

Effect of Termination: Upon termination or expiry of an Organization's Licence, access to the platform is suspended. The Organization's data is retained for a period of 90 days, during which an export may be requested. After this period, data may be permanently deleted in accordance with our retention policy.

Data Export: Organizations may request a structured export of their Project Data (projects, BoQ records, payment records, HR data, etc.) at any time during an active Licence period, or within the 90-day retention window following termination. Export requests must be submitted to support@copims.com. Exported data is provided in a machine-readable format.

Surviving Obligations: Provisions relating to confidentiality, intellectual property, liability limitations, and governing law survive termination of these Terms.

"As Is" Provision: The Service is provided "as is" and "as available". CoPIMS makes no warranty, express or implied, regarding the accuracy of calculations derived from user-entered data, the fitness of the Service for any particular regulatory or contractual purpose, or the uninterrupted availability of the platform.

No Professional Advice: CoPIMS is a data management and workflow tool. Nothing in the Service constitutes legal, financial, engineering, or procurement advice. All decisions based on data within the platform are the sole responsibility of your Organization and its qualified professionals.

Liability Cap: To the maximum extent permitted by applicable law, CoPIMS's total cumulative liability to you arising out of or in connection with these Terms or your use of the Service shall not exceed the total Licence fees paid by your Organization in the twelve (12) months immediately preceding the claim.

Exclusion of Consequential Damages: CoPIMS shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, business interruption, or reputational harm, even if advised of the possibility of such damages.

Third-Party Systems: CoPIMS is not responsible for failures, errors, or data losses caused by third-party integrations, cloud infrastructure providers, payment processors, or external systems connected to the Service.

Platform IP: The CoPIMS platform, including its software architecture, source code, workflows, user interface designs, documentation, logos, and all proprietary algorithms, is the exclusive intellectual property of the CoPIMS development and operating team. All rights are reserved.

Your Content: You retain all intellectual property rights in your Project Data and Content. CoPIMS claims no ownership over construction plans, BoQ documents, reports, drawings, or other project-specific materials you upload.

Feedback: If you voluntarily provide feedback, suggestions, or feature requests regarding the Service, you grant CoPIMS a perpetual, irrevocable, worldwide, royalty-free licence to use, incorporate, and commercialize that feedback without any obligation to compensate you.

Restrictions: You may not copy, reproduce, redistribute, reverse engineer, sell, or create derivative works of the CoPIMS platform or its components without express written authorization.

Governing Law: These Terms are governed by and construed in accordance with the laws of the Federal Democratic Republic of Ethiopia, including applicable procurement regulations and the directives of the Ministry of Water and Energy (MoWE). Where these Terms intersect with Ethiopian civil, commercial, or administrative law, Ethiopian law prevails.

Dispute Resolution: In the event of a dispute arising from these Terms or the use of the Service, the parties shall first attempt to resolve the matter through good-faith negotiation. If negotiation fails, disputes shall be submitted to the competent courts of Addis Ababa, Ethiopia, whose jurisdiction the parties hereby irrevocably accept.

Amendments: CoPIMS may update these Terms at any time. Material changes will be announced through the platform's News and Updates section and by email notification where possible. Continued use of the Service after the effective date of a revision constitutes your acceptance of the updated Terms. If you do not agree to the revised Terms, you must stop using the Service and notify the administrator team.

Severability: If any provision of these Terms is found to be unenforceable under applicable law, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force.

For legal questions or notices, contact: legal@copims.com  |  Contact Page.