Privacy Policy

1. Who we are

This Privacy Policy is issued by Ironbit ServiceDesk ([legal entity name and registration number to be inserted]), the data controller for the personal information described below. We are registered with the Data Protection Commission of Ghana under registration number [Data Protection Commission registration number to be inserted], in accordance with the Data Protection Act, 2012 (Act 843).

2. What we collect

We collect the details you provide when registering a device or logging a repair, including your name, contact number, email address, delivery address, device information, and the description of the fault. We also keep records of quotations, approvals, invoices, the outcome of each repair, any service feedback or rating you choose to give us, and an internal audit trail of actions taken on your service request (who did what, and when) for accountability purposes.

3. Our legal basis for processing

We process your personal information because it is necessary to perform the service contract between us (diagnosing and repairing your device, invoicing you), because you have given consent (for example, to receive WhatsApp or email updates, or to submit optional feedback), because the law requires it (for example, accounting and tax records), or because we have a legitimate interest in operating and securing our services, which we balance against your rights.

4. How we use your information

• To process, quote, and complete your service requests.
• To send you one-time login codes for the Customer Portal.
• To notify you of status changes on your repair, including when your device is ready for collection.
• To ask for feedback on the service you received, and to follow up if you tell us something went wrong.
• To keep records required for accounting, invoicing, and warranty claims.
• To maintain security and audit logs of actions taken on staff and portal accounts.

5. How we contact you

With your consent, we send service updates by email and, where you have a WhatsApp-enabled number on file, by WhatsApp message. These messages are limited to service-related updates (login codes, status changes, feedback requests) — we do not use these channels for marketing. You can ask our front desk to stop WhatsApp or email updates at any time; we will continue to notify you through the Customer Portal regardless.

6. Sharing your information

We do not sell your personal information. We share it only with: staff members who work on your service request; delivery partners fulfilling a delivery on our behalf; our email and WhatsApp Business messaging providers, solely to deliver the notifications described above; and authorities, regulators, or courts when required by law. Where a service provider is located outside Ghana (for example, our email or messaging infrastructure), we take reasonable steps to ensure your information continues to receive an appropriate level of protection, as required by the Data Protection Act, 2012 (Act 843).

7. How long we keep it

We keep service and invoice records for as long as required for warranty claims, accounting, and tax obligations (typically up to six years after the relevant financial year, in line with standard accounting practice), audit and security logs for a shorter operational period, and feedback records for as long as needed for service-quality review. After the applicable period, records are securely deleted or anonymised.

8. Security

Access to portal data is protected by phone-based authentication and role-limited staff accounts. One-time codes and login tickets are stored in hashed form, never in plain text. We apply reasonable technical and organisational measures to safeguard your data, and we review access permissions periodically.

9. If something goes wrong

If we become aware of a personal data breach that is likely to result in a risk to your rights, we will assess it without undue delay and, where required by the Data Protection Act, 2012 (Act 843), notify the Data Protection Commission and affected individuals.

10. Your rights

Under the Data Protection Act, 2012 (Act 843), you may request a copy of the personal information we hold about you, ask us to correct inaccurate details, object to certain processing, or request deletion where we no longer have a legal reason to keep it. Contact our front desk, or the address in section 12 below, to make a request. If you are not satisfied with our response, you have the right to lodge a complaint with the Data Protection Commission of Ghana.

11. Children

Our services are intended for use by adults. We do not knowingly collect personal information directly from children; a device belonging to a minor should be registered and handled by a parent or guardian acting as the customer of record.

12. Changes to this policy, and contact

We may update this Privacy Policy from time to time; the version and effective date are shown at the top of this page. Questions, requests, or complaints about how we handle your personal information can be directed to our front desk or to [Data Protection Officer / privacy contact email to be inserted].