Privacy Policy

Effective Date:

App-Focus Enterprise (hereinafter referred to as "we", "our", "us") operates this warehouse management system (the "Platform"). We are committed to protecting the privacy and security of your personal information in accordance with the Data Protection Act, 2012 (Act 843) of the Republic of Ghana and other applicable data protection laws.

1. Scope of This Policy

This Privacy Policy explains how we collect, use, disclose, transfer, and store your personal information when you:

• Register for an account on our Platform.
• Use any of our services, including but not limited to: managing Products, creating Production Batches, tracking Inventory, generating Release Notes, participating in Meetings, and accessing Financial Analytics.
• Communicate with us via chat, email, or notifications.
• Visit or interact with our Platform in any way.

This policy applies to all users, including administrators, warehouse managers, stock clerks, finance officers, and any other personnel authorised to access the Platform.

2. Information We Collect

2.1 Personal Information You Provide

When you create an account or use our services, we collect the following information:

• Identity Data: Full name, email address, phone number, date of birth, Ghana Card number (or national ID), employee ID, and profile photo.
• Account Credentials: Username and password (stored in hashed form for security).
• Role & Permissions: Your assigned role (admin, manager, user, finance officer) and the specific page permissions granted to you.
• Business Data: Products you add, production batches you create, inventory entries (stock in/out), release notes, meeting schedules, and financial records you input.
• Communication: Messages sent via the internal chat system, notifications you receive, and any support or feedback you provide.

2.2 Automatically Collected Information

When you use the Platform, we may automatically collect:

• Device & Browser Data: IP address, browser type and version, operating system, device type (mobile/desktop), screen resolution, and time zone.
• Usage Data: Pages visited, features used, actions performed (e.g., adding products, creating release notes), session duration, login and logout timestamps, and activity logs for audit purposes.
• Cookies & Similar Technologies: We use essential cookies to maintain your session, remember your preferences, and improve performance. You can manage cookies via your browser settings.
• Location Data: We may collect approximate location based on your IP address to enhance security and detect unusual login attempts.

3. How We Use Your Information

We process your personal data for the following purposes:

• Service Delivery: To provide, maintain, and improve the warehouse management services, including inventory tracking, production management, release note creation, and financial analytics.
• User Management: To create and manage your account, assign roles and permissions, and facilitate access to authorised features.
• Communication: To send you notifications about meetings, approvals (e.g., password reset requests, release note approvals), system updates, and important alerts.
• Security & Fraud Prevention: To monitor for suspicious activity, protect against unauthorised access, and ensure the integrity of our systems.
• Compliance: To comply with legal obligations, regulatory requirements, and audit requests.
• Analytics & Improvement: To analyse usage patterns, identify trends, and enhance the user experience.

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Consent: You have given explicit consent for processing your data for specific purposes (e.g., receiving marketing communications, if applicable).
• Contractual Necessity: Processing is necessary for the performance of the service agreement you have with us (i.e., to provide the warehouse management system).
• Legal Obligation: We may need to process data to comply with Ghanaian laws, including record‑keeping requirements under the Companies Act and tax laws.
• Legitimate Interests: To operate and improve our business, provided your rights and freedoms are not overridden. This includes security monitoring, fraud prevention, and service optimisation.

5. Data Sharing and Disclosure

We do not sell or rent your personal information. We may share your data with:

• Service Providers: Trusted third‑party vendors who assist us in delivering our services (e.g., hosting providers, email delivery services, cloud infrastructure). These providers are contractually obligated to protect your data and use it only for the purposes we specify.
• Authorised Personnel: Our employees and contractors who require access to perform their duties (e.g., system administrators, support staff). They are bound by confidentiality obligations.
• Legal & Regulatory Authorities: When required by law, court order, or to protect the rights, property, or safety of App-Focus Enterprise, our users, or others.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new owner, subject to the same level of protection.

6. Data Security Measures

We implement robust technical and organisational safeguards to protect your personal information:

• Encryption: Data is encrypted in transit using industry‑standard SSL/TLS protocols. Sensitive data (e.g., passwords) is hashed and stored securely.
• Access Control: Role‑based access controls ensure that only authorised users can view or modify specific data. Admins can set granular page‑level permissions.
• Secure Infrastructure: Our systems are hosted on secure servers with firewalls, intrusion detection, and regular security audits.
• Data Minimisation: We collect only the data necessary for the intended purpose and retain it only for as long as needed.
• Regular Audits: We conduct periodic reviews of our security practices and vulnerability assessments.

7. Data Retention

We retain your personal data for the following periods:

• Active Accounts: For as long as your account remains active and you continue to use our services.
• Activity Logs: Retained for up to 2 years for audit, security, and troubleshooting purposes.
• Financial Records: Retained for 7 years as required by Ghana’s tax and accounting laws.
• Inactive Accounts: After account deletion or extended inactivity (e.g., 12 months), we may anonymise or delete your personal data, except where we are legally required to retain it.

8. Your Rights Under Ghana's Data Protection Act (Act 843)

Under the Data Protection Act, 2012 (Act 843), you have the following rights:

• Right of Access: You can request a copy of the personal data we hold about you. We will provide this within 30 days.
• Right to Rectification: You can ask us to correct any inaccurate or incomplete information.
• Right to Erasure ("Right to be Forgotten"): You can request deletion of your personal data, subject to legal or contractual obligations.
• Right to Restriction: You can request that we limit processing of your data under certain conditions.
• Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
• Right to Data Portability: You can request a copy of your data in a structured, commonly used, and machine‑readable format.
• Right to Withdraw Consent: You can withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, please contact our Data Protection Officer (DPO) at:

• Email: dpo@afeinventory.com
• Address: App-Focus Enterprise, P.O. Box CT 1234, Accra, Ghana.

9. Cookies and Tracking

We use cookies to enhance your experience:

• Essential Cookies: Required for basic functionality (session management, authentication, security). These cannot be disabled.
• Preference Cookies: Remember your settings and preferences (e.g., sidebar collapsed state, filter selections).
• Analytics Cookies: Help us understand how users interact with our Platform (e.g., page views, feature usage).

You can manage cookie preferences in your browser. However, disabling essential cookies may affect Platform functionality.

10. Children’s Privacy

Our Platform is not intended for persons under the age of 18. We do not knowingly collect personal data from minors. If we discover that a minor has provided us with personal information, we will delete it promptly. If you are a parent or guardian and believe your child has provided us with data, please contact us.

11. International Data Transfers

Your data may be processed in countries other than Ghana, where we or our service providers operate. We ensure that appropriate safeguards (e.g., Standard Contractual Clauses) are in place to protect your data.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes via:

• Email to your registered address.
• A prominent notice on the Platform (e.g., a banner or pop‑up).

We encourage you to review this policy periodically.

13. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Data Protection Commission of Ghana (DPC).

• Website: dpc.gov.gh
• Email: info@dpc.gov.gh

We encourage you to contact us first so we can resolve any concerns directly.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:

• Data Protection Officer: dpo@afeinventory.com
• General Inquiries: focusayi@gmail.com
• Address: App-Focus Enterprise, P.O. Box CT 1234, Accra, Ghana.
• Phone: +233 30 000 0000