1. ACCEPTANCE OF TERMS

By accessing and using the HELSB Student Financial Management System (the "System" or "Application") HSFMS, you accept and agree to be bound by the terms and provisions of this agreement. If you do not agree to these Terms and Conditions, please do not use this System.

2. DEFINITIONS

• "HELSB" refers to the Higher Education Loans and Scholarships Board
• "User" refers to any individual accessing the System, including students, administrators, and employers
• "Student" refers to loan beneficiaries registered in the System
• "Services" refers to all features, functions, and services provided through the System
• "Personal Data" refers to any information relating to an identified or identifiable natural person

3. ELIGIBILITY AND REGISTRATION

3.1 Eligibility

• You must be at least 16 years of age to use this System
• You must be at least a holder of a certified Grade 12 Certificate or its equivalent
• Students must be enrolled in recognized higher education institutions in Zambia
• You must provide accurate and complete registration information
• You must have a valid National Registration Card (NRC) number

3.2 Account Security

• You are responsible for maintaining the confidentiality of your account credentials
• You must use a secure 6-digit PIN for account access
• You agree to notify HELSB immediately of any unauthorized use of your account
• HELSB is not liable for any loss or damage arising from your failure to protect your account information

3.3 Account Termination

• HELSB reserves the right to suspend or terminate accounts that violate these terms
• You may request account deactivation by contacting HELSB support
• Upon termination, your right to access the System ceases immediately

4. USE OF THE SYSTEM

4.1 Permitted Use

You agree to use the System only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Use the System in any way that violates applicable laws or regulations
• Impersonate any person or entity or misrepresent your affiliation
• Interfere with or disrupt the System or servers
• Attempt to gain unauthorized access to any portion of the System
• Use automated systems or software to extract data from the System
• Upload viruses, malware, or any malicious code
• Harass, abuse, or harm other users

4.2 Student Responsibilities

Students using the System agree to:

• Provide accurate and truthful information in all applications and submissions
• Upload genuine and unaltered documents (confirmation slips, bank details, etc.)
• Update personal information promptly when changes occur
• Use loan funds solely for educational purposes as stipulated by HELSB
• Comply with all progression and screening requirements
• Report any discrepancies or errors immediately

4.3 Employer Responsibilities

Employers with access to beneficiary records agree to:

• Use beneficiary information only for employment verification purposes
• Maintain confidentiality of all accessed information
• Not share or distribute beneficiary data to unauthorized parties
• Comply with data protection regulations

5. DATA PRIVACY AND PROTECTION

5.1 Data Collection

HELSB collects and processes the following information:

• Personal identification information (NRC, name, date of birth, gender)
• Contact information (phone number, email address, physical address)
• Educational information (institution, program, academic records)
• Financial information (bank account details, loan disbursement records)
• Supporting documents (confirmation slips, registration forms)
• Session and activity logs

5.2 Data Use

Your personal data is used to:

• Process loan applications and disbursements
• Verify student enrollment and progression
• Communicate important updates and notifications
• Maintain accurate financial records
• Comply with legal and regulatory requirements
• Improve System functionality and user experience

5.3 Data Protection

HELSB implements appropriate technical and organizational measures to protect your data:

• Encrypted data transmission and storage
• Secure authentication mechanisms
• Regular security audits and updates
• Access controls and user permissions
• Data backup and recovery procedures

5.4 Data Sharing

HELSB may share your information with:

• Educational institutions for verification purposes
• Financial institutions for loan disbursement
• Government agencies as required by law
• Authorized employers for employment verification
• Third-party service providers under strict confidentiality agreements

5.5 Your Rights

You have the right to:

• Access your personal data held by HELSB
• Request correction of inaccurate information
• Request deletion of your data (subject to legal retention requirements)
• Object to certain data processing activities
• Lodge a complaint with relevant data protection authorities

6. DOCUMENT SUBMISSION AND VERIFICATION

6.1 Document Requirements

• All uploaded documents must be genuine, accurate, and unaltered
• Documents must be in acceptable formats (PDF, JPEG, PNG)
• File sizes must not exceed specified limits
• Documents must be clearly legible and complete

6.2 Document Retention

• Uploaded documents are stored securely for the duration of your loan period
• Documents may be retained for legal and audit purposes after loan completion
• Session-specific documents are maintained separately for each academic year

6.3 False Documentation

Submission of false, forged, or altered documents will result in:

• Immediate suspension of loan benefits
• Account termination
• Legal action and prosecution
• Requirement to repay all disbursed funds
• Permanent disqualification from HELSB programs

7. LOAN DISBURSEMENT AND FINANCIAL OBLIGATIONS

7.1 Disbursement Process

• Loan disbursements are subject to verification and approval
• Funds are transferred to registered bank accounts only
• Disbursement schedules are determined by HELSB policy
• Students must maintain satisfactory academic progress

7.2 Repayment Obligations

• Loan recipients are obligated to repay loans according to HELSB terms
• Repayment schedules will be communicated separately
• Failure to repay may result in legal action and credit reporting
• Employment verification may be used to facilitate repayment

7.3 Changes to Financial Information

• Students must update bank account details promptly
• Changes to financial information require verification
• HELSB is not responsible for failed disbursements due to incorrect information

8. INTELLECTUAL PROPERTY

8.1 Ownership

• The System, including all content, features, and functionality, is owned by HELSB
• All trademarks, logos, and service marks are property of HELSB
• You may not reproduce, distribute, or create derivative works without permission

8.2 User Content

• You retain ownership of documents and information you upload
• By uploading content, you grant HELSB a license to use, store, and process it for System purposes
• You represent that you have the right to upload all submitted content

9. SYSTEM AVAILABILITY AND MODIFICATIONS

9.1 Service Availability

• HELSB strives to maintain System availability but does not guarantee uninterrupted access
• Scheduled maintenance may temporarily limit access
• HELSB is not liable for damages resulting from System downtime

9.2 Modifications

• HELSB reserves the right to modify, suspend, or discontinue any part of the System
• Terms and Conditions may be updated periodically
• Continued use after changes constitutes acceptance of modified terms
• Significant changes will be communicated to users

10. DISCLAIMERS AND LIMITATIONS OF LIABILITY

10.1 Disclaimer of Warranties

The System is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to:

• Warranties of merchantability or fitness for a particular purpose
• Warranties regarding accuracy, reliability, or completeness of information
• Warranties that the System will be error-free or secure

10.2 Limitation of Liability

To the maximum extent permitted by law, HELSB shall not be liable for:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, data, or business opportunities
• Damages resulting from unauthorized access to your account
• Damages resulting from System errors or interruptions
• Any damages exceeding the amount of loans disbursed to you

10.3 User Responsibility

You acknowledge that:

• You use the System at your own risk
• You are responsible for maintaining backup copies of important information
• You should verify all information before relying on it for important decisions

11. INDEMNIFICATION

You agree to indemnify, defend, and hold harmless HELSB, its officers, employees, and agents from any claims, liabilities, damages, losses, and expenses (including legal fees) arising from:

• Your violation of these Terms and Conditions
• Your violation of any laws or regulations
• Your violation of third-party rights
• Your use or misuse of the System
• Any false or misleading information you provide

12. DISPUTE RESOLUTION

12.1 Governing Law

These Terms are governed by the laws of the Republic of Zambia.

12.2 Dispute Resolution Process

• Disputes should first be addressed through HELSB customer support
• Unresolved disputes may be escalated to HELSB management
• Legal disputes shall be subject to the exclusive jurisdiction of Zambian courts

12.3 Arbitration

HELSB may, at its discretion, require binding arbitration for certain disputes as an alternative to litigation.

13. PROHIBITED ACTIVITIES

Users are strictly prohibited from:

• Creating multiple accounts for the same individual
• Sharing account credentials with others
• Attempting to circumvent security measures
• Scraping or harvesting data from the System
• Reverse engineering or decompiling the System
• Using the System for fraudulent purposes
• Submitting false applications or information
• Interfering with other users' access to the System

14. CONTACT INFORMATION

For questions about these Terms and Conditions, please contact:

15. ACKNOWLEDGMENT

© 2026 Higher Education Loans and Scholarships Board. All rights reserved.