Legal
Data Protection Statement
Effective date: 24 April 2026
1. Our commitment
Awurade Na Aye Borehole Company recognises that the personal information of our customers, prospective customers, employees, contractors, and partners is entrusted to us and must be handled with care. This statement sets out how we comply with Ghana's Data Protection Act, 2012 (Act 843) in the ordinary running of our business.
2. Who this statement covers
This statement applies to personal information we process about:
- Prospective customers who contact us through the website, phone, WhatsApp, email, or in person;
- Customers we have delivered work for, and anyone named as a site contact or authorised representative on their behalf;
- Employees, contractors, sub-contractors, and specialists we work with on projects;
- Suppliers of materials or services to the company;
- Any other individual whose information is incidentally handled during our business activities.
3. What personal information we collect
Depending on your relationship with us, we may collect and process:
- Identity data. Name, date of birth, national ID or registration number (where legally required).
- Contact data. Phone numbers, email addresses, postal or digital address, WhatsApp handle.
- Project data. Site location, technical requirements, photos or drawings shared with us, survey and test results, scope of work, and timelines.
- Financial data. Invoices, receipts, bank or mobile-money reference numbers used to settle quotes. We do not store card details.
- Employment and contracting data. Qualifications, ID numbers, payroll and tax information for staff and sub-contractors, as required by Ghanaian employment and tax law.
- Technical data. IP address, browser and device information, and usage logs from our website.
4. Lawful bases for processing
We rely on one or more of the following bases for each processing activity:
| Basis | Typical activities |
|---|---|
| Contract | Quoting for and delivering services; managing accounts, schedules, and deliverables. |
| Legitimate interests | Securing our website and records; following up outstanding quotes; preventing fraud; managing the business. |
| Legal obligation | Keeping statutory tax, accounting, employment, and health & safety records; responding to lawful requests from authorities. |
| Consent | Specific, optional activities such as sending marketing emails or using testimonials. You can withdraw consent at any time. |
| Vital interests | Where needed to protect someone's life or safety (for example, responding to an on-site emergency). |
5. Purposes of processing
- Identifying you and the site we are to work on.
- Preparing quotes, executing contracts, and delivering the agreed services.
- Invoicing and receiving payment.
- Managing warranty claims and after-service support.
- Staff and sub-contractor scheduling, payroll, and regulatory reporting.
- Keeping records for tax, insurance, and legal purposes.
- Managing the security and integrity of our systems.
- Business analysis to understand demand and plan capacity.
6. Disclosure of personal information
Personal information stays inside the company unless disclosure is required to achieve one of the purposes above. Recipients are limited to:
- Our staff and authorised contractors - only those with a need to know, and only the information they need.
- Service providers (hosting, email, accounting software, payment processors) who act on our instructions under confidentiality.
- Professional advisers (accountants, lawyers, insurers) bound by professional secrecy.
- Government bodies (Ghana Revenue Authority, Registrar-General, Water Resources Commission, Environmental Protection Agency, courts, etc.) where the law requires.
- Other parties to whom you have explicitly asked us to share information (for example, a joint property owner).
7. Cross-border transfers
Our website hosting is located outside Ghana. When we move personal information across borders for such operational reasons, we do so only where the destination offers an adequate level of protection, or under contractual safeguards with the relevant provider, as allowed by the Data Protection Act.
8. How long we keep your information
We retain personal information for as long as we need it and, where longer, for the minimum period required by law. Indicative retention:
| Record type | Retention |
|---|---|
| Quote request, if not converted | Up to 24 months, then deleted. |
| Customer project records | 6 years after completion (Ghana accounting practice). |
| Tax and statutory filings | 6 years minimum. |
| Employment records | As required by the Labour Act, 2003 (Act 651). |
| Website server logs | 30 to 90 days. |
| Marketing subscribers (opt-in) | Until you withdraw consent. |
9. Security measures
We take reasonable steps to protect personal information against accidental loss, unauthorised access, disclosure, alteration, or destruction:
- HTTPS on every page of the website.
- Restricted mailbox access, with unique accounts per staff member.
- Strong passwords and, where available, multi-factor authentication on business accounts.
- Paper records kept in locked cabinets in our offices.
- Confidentiality clauses in employment and sub-contractor agreements.
- Periodic review of access rights as roles change.
10. Your rights as a data subject
You may, on reasonable notice, ask us to:
- Confirm whether we hold personal information about you, and give you a copy of it.
- Correct information that is inaccurate, outdated, or incomplete.
- Delete information we no longer need (subject to legal retention requirements).
- Restrict or object to particular uses of your information.
- Withdraw consent to any processing based on consent.
- Receive your information in a portable format where the law requires.
We will respond within 14 days of a clear request. We may need to verify your identity before releasing records, especially where the request is made by email.
11. Complaints
If you believe we have mishandled your personal information, please let us know first - we would rather fix it. You also have the right to complain to Ghana's Data Protection Commission:
Data Protection Commission
dataprotection.org.gh
12. Changes to this statement
This statement is reviewed periodically and updated when our practices or the law change. The current version is marked by the effective date at the top of this page. Significant changes will be posted on the website.
13. Contact
For any question about this statement, the personal information we hold about you, or to exercise a right set out in section 10:
Awurade Na Aye Borehole Company
Ofankor Barrier, Accra, Ghana · Oduom Bus Stop, Kumasi, Ghana
Email: info@awuradenayeboreholes.com
Phone: +233 24 563 6634 · +233 24 717 1472