Akwaaba Solutions — User Privacy and Data Protection Policy

By creating an account on Akwaaba, you agree to the terms in this policy. If you do not agree, you should not use the platform.
This policy may be updated at any time without prior notice. You are responsible for checking this document periodically to stay informed of any changes. Continued use of Akwaaba after changes means you accept the updated terms.

1. Introduction

Akwaaba Solutions operates the Akwaaba , digital HR solutions platform. Akwaaba is used by organizations and institutions to manage records, track attendance, and send important communications to their members and teams.

This policy explains what information we collect, how we use it, how we protect it, and the rights you have regarding your personal data. We handle your data in compliance with the Ghana Data Protection Act, 2012 (Act 843) and other applicable laws.

2. Key Definitions

• Personal Data: Any information that can identify an individual, such as name, phone number, email address, or biometric template.

• Sensitive Data: Data that requires extra protection, including biometric information and religious affiliation.

• Processing: Any action taken on personal data, including collecting, storing, using, or deleting it.

• Data Controller: The party that decides why and how data is processed. Akwaaba Solutions is the Data Controller for Akwaaba.

• Data Processor: A third party that processes data on behalf of the Data Controller.

• Sub-Processor: A party engaged by a Data Processor to help process data.

• User: Any person with an Akwaaba account or profile.

• Consent: Permission given by the user to process personal data for specific purposes.

3. Data Controller & Contact Information

Akwaaba Solutions
Email: akwaabaoffice@gmail.com
Phone: +233 548 629 941 / +233 206 007 255
Website: www.akwaaabasolutions.com

Akwaaba Solutions is responsible for deciding why and how your personal data is processed. You may contact us for questions or complaints about your data.

4. Scope & Platforms Covered

This policy applies to all personal data processed through:

• Akwaaba mobile apps (Android, iOS)

• Web applications and administrator dashboards

• Biometric devices connected to Akwaaba

• APIs and system integrations

• Communication systems such as SMS and email services

• Any future platforms or services under the Akwaaba brand

5. What Data We Collect

We may collect:

• Identity and Contact: Name, gender, date of birth, phone number, email, physical address.

• Membership Details: Organization or institution name, department or role, records of participation.

• Attendance Records: Dates, times, and methods of check-in/out.

• Device and Usage Information: Device type, OS version, browser type, IP address, usage logs.

• Location and Network Data: GPS coordinates, Wi-Fi SSID and BSSID (if enabled).

• Biometric Data: Face or fingerprint templates (if consented).

• Communication Records: SMS and notification logs.

• Support and Feedback: Helpdesk tickets and survey responses.

6. Special Categories & Sensitive Data

Sensitive data includes religious affiliation, biometric information, and health-related information. We only collect it with explicit consent or when legally required. It is stored with encryption, access restrictions, and minimal retention periods.

7. How We Collect Data

Data comes from:

• Users directly (account creation, attendance check-in, feedback forms)

• Organizations or institutions registering members

• Automatic collection via the app or devices

• Third parties such as SMS delivery providers

8. Why We Process Data

We process personal data to:

• Provide Akwaaba’s services

• Maintain accurate attendance and membership records

• Improve service efficiency

• Ensure security and prevent fraud

• Generate analytics for planning and reporting

• Meet legal obligations

9. Legal Bases for Processing

We process data based on:

• Consent (e.g., biometrics, GPS, marketing messages)

• Contractual necessity to provide the service

• Legal obligations

• Legitimate interests, such as security improvements

• Vital interests or public interest in rare situations

10. Children’s Data

Organizations that sign up on Akwaaba must ensure that personal data of users under 18 are processed only with verified parental or guardian consent. Parents or guardians may access, update, or delete their child’s data at any time.

11. Biometrics Policy

Biometric data is collected only with explicit consent for secure attendance verification. We store encrypted templates, not raw images. Access is limited to authorized personnel. Data is deleted when no longer needed or upon consent withdrawal.

12. Location & Network Data

GPS and Wi-Fi data are used to confirm attendance within approved areas. These are collected only with permission and only during attendance processes. This information is deleted or anonymized when no longer needed.

13. SMS & Communications

We send messages for attendance summaries, follow-ups, greetings, reminders, and service updates. Certain communications require consent. You may opt out of non-essential messages at any time.

14. Data Sharing & Disclosures

We share personal data only when necessary:

• With authorized administrators in your organization or institution

• With service providers under contract

• When required by law

• In case of business transfers
  Aggregated or anonymized data may be shared for research or reporting.

15. International Data Transfers

Your data may be stored or processed outside Ghana. We ensure adequate safeguards such as contractual protections and encryption.

16. Data Retention & Deletion

Data is retained only as long as needed by the client (organization/institution). The client has the right to delete a user or request for deletion of the client account including the data permanently, otherwise we may decide to delete the data  under the following situations after last use of the client account.

• Accounts: Life of account + 24 months

• Attendance: 7 years

• Biometrics: Until consent withdrawal or 12–24 months after last use

• Communications metadata: 12–24 months
  Data is deleted securely after the retention period.

  How to Delete Your Account as a user or admin in the Akwaaba App.

  If you wish to permanently delete your Akwaaba account, follow these steps:

  1. Log in to your Akwaaba mobile app account using your username and password.

  2. Once you are on the Home Page, look at the top right corner of your screen.

  3. Tap the dash symbol (-) to drop-down the option to delete your account.

  4. Select “Delete Account”.

  5. You will see a confirmation message asking if you are sure you want to permanently delete your account.

  6. Confirm your choice.

  Once confirmed:

  Your account and all personal data linked to it will be permanently removed from Akwaaba’s systems.

  This action cannot be undone, and you will lose access to all your records and services on Akwaaba.

17. Security Measures

We use encryption, secure access controls, audit logs, security testing, and trained staff to protect personal data. Access is restricted to authorized users.

18. User Rights

You have the right to:

• Access your data

• Request corrections

• Request deletion

• Restrict processing

• Transfer your data to another provider

• Object to certain processing

• Withdraw consent
  Requests are processed within the legally required time frame.

19. Automated Decision-Making & Profiling

Some processes are automated to improve service speed and accuracy, such as marking attendance status. Significant decisions are reviewed by a human upon request.

20. Cookies & SDKs

We use cookies and SDKs for essential functions, preferences, performance, and security. Users can manage these through device or browser settings.

21. Data Breach Response

If a breach occurs, we will contain it, investigate, notify affected users if required, and fix the cause.

22. Governance & Accountability

We appoint a Data Protection Officer, conduct privacy impact assessments, perform audits, train staff, and manage vendors to maintain compliance.

23. Changes to This Policy

This policy may be updated at any time without prior notice. Users must review it periodically to stay informed. Continued use of Akwaaba after changes means acceptance of the updated policy.

24. Contact Information

Akwaaba Solutions — Data Protection Officer
Email: akwaabaoffice@gmail.com
Phone: +233 548 629 941 / +233 206 007 255

For unresolved issues, contact the Ghana Data Protection Commission at www.dataprotection.org.gh.