Ghana Data Protection Act, 2012 (Act 843)

Privacy & Data Protection Policy

JEFTA-IT SOLUTIONS builds and maintains school systems (admissions, payments, and student reports). We process personal data securely on behalf of client schools and in line with Ghana’s Data Protection Act.

1) Our Role (Controller vs Processor)

Client schools decide what data is collected and why (Data Controllers). JEFTA-IT SOLUTIONS provides the systems and processes data only on school instructions (Data Processor).

  • Schools (Controller)Own the data and decide the purpose of processing.
  • JEFTA-IT SOLUTIONS (Processor)Builds/hosts systems and processes data on behalf of schools.

2) What Data We Process

Depending on the school system, we may process:

  • BiodataNames, student ID, parent/guardian contacts.
  • PhotosStudent passport photos used for profiles and reports.
  • Academic RecordsResults, subjects, classes, terms/semesters.
  • Payment ReferencesTransaction references for verification (no card PIN stored).

3) Why We Process Data

We process data strictly to provide services requested by schools, including:

  • AdmissionsOnline application, review, and student onboarding.
  • PaymentsFee payment integration and automated confirmation.
  • Student ReportsGenerating report cards and academic summaries.
  • CommunicationSupporting school communication through system features.

4) Security Measures

We use reasonable technical and organizational measures to protect data stored on hosting environments (each school hosted separately).

  • HTTPS EncryptionProtects data in transit between users and the system.
  • Access ControlRole-based logins and restricted admin access.
  • Separate EnvironmentsEach school is hosted separately to reduce risk.
  • Secure CredentialsStrong passwords and limited database permissions.

5) Data Subject Rights

Students/parents may have rights under the law, including access and correction requests. Requests should generally be routed through the school (the Data Controller).

  • AccessRequest to see what data is held.
  • CorrectionRequest correction of inaccurate information.
  • Deletion/RetentionHandled through the school’s retention policy and legal requirements.

6) Sharing of Data

We do not sell personal data. Data may be shared only:

  • Where required by lawFor example, a lawful request from an authority.
  • With school authorizationWhen the school instructs us to support system operations.
  • Payment providersPayments are processed by providers; we store transaction references for verification.

7) Retention & Service Termination

Data is retained for the duration of the service agreement with a school or as required by law. If a school ends service, we can provide an export of their data upon request.

What happens if a school stops using the system?

We will support a data export/hand-over process based on the service agreement and the school’s instructions. The school remains the owner of the data.

Do you store card PINs or Mobile Money PINs?

No. PINs are never stored. Payment providers handle sensitive payment credentials. We store only transaction references needed for verification and accounting.

8) Contact & Complaints

For privacy questions, contact us. For formal complaints, you may also contact Ghana’s Data Protection Commission.