What we do with your information

EnrollGhana Ltd runs this website. We are a Ghanaian company. We decide how your information is used here, which under Act 843 makes us the data controller.

The schools you apply to are separate controllers of the information you send them. Once a school has your application, it is also answerable to you for how it handles it.

Three kinds of thing.

• Things you give us. Your name, date of birth, sex, mobile number, email address, home town and region. Your examination results and the photographs of the slips or certificates you upload. The schools and programmes you choose.
• Things a school gives us. The state of your application, any request for another document, and the decision. If you enrol, your admission details.
• Things the site records. The date and time you signed in, the pages you opened, the device and browser you used, and a rough location from your internet address. We use this to keep the service working and to spot people trying to break into accounts.

We do not ask for your religion, your ethnic group, your health, or your political opinions. If a school asks you for something like that on its own form, that is between you and the school, and you may refuse.

You are asked four separate questions, and you answer them one at a time. Two are needed for the service to work at all. Two are yours to switch on or off whenever you like, and switching them off never harms an application.

• Processing your applicationNeeded to apply

  We use your details to build your application, check it is complete, take your payment and keep a record of it.

  Changing your mind: You cannot switch this one off and still apply — it is the service itself. You can delete your account instead, and we explain below what that does and does not remove.

• Sharing with the institutions you chooseNeeded to apply

  When you submit an application, the school you applied to sees your details, your documents and your results. Only the schools you chose. Only after you press submit.

  Changing your mind: You choose this school by school, every time you apply. You can withdraw an application, but a school that has already seen it keeps its own record — it has its own duties as an admissions body.

• MarketingYour choice

  News about open cycles, deadlines and schools that might suit you, by SMS or email.

  Changing your mind: Off unless you switch it on. Switch it off any time in your account, or reply STOP to an SMS. Turning it off never affects an application.

• Being listed publicly as an old studentYour choice

  If you enrol, your name and year group can appear on your school's alumni page.

  Changing your mind: Off unless you switch it on. Switch it off any time and your name comes off the public page.

We keep a record of which of these you agreed to and when, so that we can show it if you ever ask. We never treat silence as a yes, and we never tick a box for you.

Under Act 843 we rely on three things.

• Your consent. For marketing, and for a public alumni listing. Freely given, and freely taken back.
• Doing what you asked for. Building, submitting and tracking an application you started. You asked; we cannot do it without using your details.
• Our own legitimate interest. Keeping accounts secure, stopping fraud, and keeping financial records the law requires us to keep. We weigh this against your interests, and we do not use it as a way round asking you.

• The schools you apply to. Everything on the application, once you submit it. Not before.
• The mobile money provider. Enough to take the payment: the amount, the reference and your number. They never see your results or your documents.
• Companies that run parts of the service for us. Hosting, SMS delivery, email delivery. They act on our instructions only and may not use your information for anything of their own.
• Anyone the law requires. A court order, or a lawful request from a regulator. We tell you when we are allowed to tell you.

We do not sell your information. We have never done it and the business does not depend on it.

• Your account. For as long as you use it, and for two years after you last sign in. Then we delete it.
• An application. For seven years. Admissions decisions get disputed years later, and the record protects you as much as the school.
• Payment records. For six years, because tax law says so.
• Sign-in logs. For twelve months.

When you ask us to delete your account we do it, but we cannot reach into a school’s own records — a school you applied to keeps its copy under its own duties. We tell you which schools those are.

Act 843 gives you the right to:

• See it. Ask for a copy of everything we hold about you. We answer within 30 days and it is free.
• Correct it. Tell us something is wrong and we fix it. If it has already gone to a school, we tell the school too.
• Delete it. Ask us to remove it, subject to the records we are required to keep.
• Stop a use. Tell us to stop using it for something in particular — marketing being the common one.
• Object. Tell us you object to a use altogether, and have a person, not a machine, look at it.

Ask through the contact form. We may ask you to prove who you are first — that protects you from someone else asking on your behalf.

• Encrypted in transit and at rest. Everything you send travels over HTTPS and is stored encrypted.
• No passwords to steal. You sign in with a code sent to your phone. There is no password for anyone to guess, reuse or leak.
• Separated by school. A school can only ever reach its own applications. That is enforced by the database, not by careful coding.
• Support access is limited and recorded. If our staff need to look at your account to help you, it is time-limited, restricted to what the job needs, and written down — who looked, when, and why.

If your information is ever exposed in a way that could harm you, we tell you and the Data Protection Commission.

Most people applying to a senior high school are. That is expected, and the service is built for it.

If you are under 18, a parent or guardian should know that you are applying and should agree to it. We may ask for their name and number. Their rights over your information are the same as yours until you turn 18.

We use the smallest number we can. One keeps you signed in. One remembers settings like your language. We count page visits so we know which parts of the site are used, and we do that in a way that does not identify you.

We do not run advertising trackers, and no third party follows you from this site to another one.