Effective Date: 1st January, 2024
Last Updated: 8th August, 2026

1. Introduction

Dothouse Digital & Event Solutions Ltd ("Dothouse", "we", "us" or "our") respects the privacy of individuals and is committed to protecting personal information entrusted to us.

Dothouse provides digital, technology, website development, website management, event technology and related digital services to businesses, organisations, institutions and individuals. In providing these services, we may collect, receive, store, use or otherwise process personal information belonging to our clients, their customers, website visitors, users of digital platforms and other individuals.

This Privacy Statement explains how Dothouse collects, uses, stores, protects and discloses personal information and the rights available to individuals whose personal information we process.

This Statement is intended to support Dothouse's compliance with applicable data protection and privacy requirements in Ghana, including the Data Protection Act, 2012 (Act 843). The Act's stated purpose includes protecting individual privacy and regulating the processing of personal information.

2. Who We Are

Dothouse Digital & Event Solutions Ltd is a Ghanaian digital and event solutions company providing services that may include:

• Website design and development
• Website hosting and management
• Web application development
• Digital platform development
• Online forms and data-collection systems
• Database and information management
• Event technology and digital event solutions
• Digital communications and related technology services
• Other digital and technology solutions for clients

Because some of the platforms we develop or manage may collect personal information on behalf of our clients, Dothouse may act in different capacities depending on the particular service and arrangement.

For some processing activities, Dothouse may determine the purposes and means of processing personal information. In other circumstances, Dothouse may process information on behalf of a client or other organisation in accordance with that client's instructions.

3. Scope of This Privacy Statement

This Privacy Statement applies to personal information processed by Dothouse through:

• The Dothouse website
• Websites designed, developed or managed by Dothouse where Dothouse is responsible for the relevant processing
• Web applications and digital platforms operated by Dothouse
• Online forms and registration systems
• Event registration and participation platforms
• Client-service interactions
• Emails and other electronic communications
• Business enquiries and service requests
• Customer and supplier interactions
• Other digital or physical channels through which Dothouse legitimately collects personal information

Where Dothouse operates a website, application or platform on behalf of a client, that client's own privacy statement may also apply. In such circumstances, individuals should review the privacy notice of the organisation responsible for the relevant service.

4. Information We May Collect

Depending on the nature of the service or interaction, Dothouse may collect different categories of personal information. These may include:

4.1 Identity Information

Such as:

• Full name
• Date of birth, where relevant
• Gender, where relevant
• Nationality, where relevant
• Identification information where legitimately required
• Other information necessary to identify or distinguish an individual

4.2 Contact Information

Such as:

• Residential or business address
• Postal address
• Telephone number
• Email address
• Other contact details

4.3 Account and Registration Information

Where applicable:

• Username
• Password or authentication information
• Account details
• Registration information
• Profile information
• Preferences associated with an account

4.4 Transaction and Payment Information

Where relevant to a service, we may process information relating to:

• Transactions
• Purchases
• Invoices
• Payment status
• Subscription information
• Other information necessary to administer a transaction

Where payments are processed through third-party payment service providers, Dothouse may not directly receive or store complete payment-card information. The relevant payment provider's privacy and security practices may apply to the payment transaction.

4.5 Technical and Usage Information

When individuals use websites, applications or digital platforms, technical information may be collected, including:

• IP address
• Browser type
• Device type
• Operating system
• Approximate location derived from technical information, where applicable
• Date and time of access
• Pages visited
• Referring website
• Session information
• Log information
• Other technical information necessary for security, troubleshooting and service operation

4.6 Information Submitted Through Forms

Dothouse develops and manages online forms and applications for various purposes. Information submitted through such systems may include any information requested by the relevant organisation. This may include:

• Names
• Contact details
• Registration information
• Employment or organisational information
• Educational information
• Application information
• Event participation information
• Survey responses
• Supporting information
• Other information relevant to the specific form or application

Where the form is operated for a Dothouse client, the client may be the organisation responsible for determining why the information is collected and how it is used.

5. How We Collect Personal Information

We may collect personal information:

• Directly from individuals
• When individuals communicate with us
• When individuals submit an online form
• When individuals register for an event or service
• When individuals use a website or application
• Through client platforms that Dothouse manages
• Through correspondence and business interactions
• Through cookies and similar technologies
• From authorised third parties
• Through other lawful means

We seek to collect personal information in a fair and lawful manner and for legitimate and specified purposes.

6. Why We Collect and Use Personal Information

Depending on the circumstances, Dothouse may process personal information for purposes including:

• Providing requested services
• Creating and managing user accounts
• Processing registrations and applications
• Managing websites and digital platforms
• Communicating with clients and users
• Responding to enquiries
• Providing customer support
• Processing transactions
• Administering events
• Managing subscriptions
• Improving websites, applications and services
• Monitoring system performance
• Maintaining information security
• Preventing fraud, abuse or unauthorised access
• Meeting contractual obligations
• Complying with legal and regulatory obligations
• Maintaining business and financial records
• Conducting legitimate business administration
• Other purposes communicated to the individual at or before collection

We will not intentionally use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted by applicable law or otherwise appropriately authorized.

7. Data Minimisation

Dothouse seeks to collect only information that is reasonably necessary for the relevant purpose.

Where a form, application or digital platform is developed for a client, Dothouse will, where appropriate, work with the client to identify the information required for the stated purpose.

Individuals should avoid submitting unnecessary personal or sensitive information through forms or digital platforms unless the information is specifically requested and there is a legitimate reason for its collection.

8. Lawful Processing of Personal Information

Dothouse will process personal information in accordance with applicable data protection requirements.

Depending on the circumstances, processing may be based on:

• The individual's consent
• The performance of a contract or steps taken at the individual's request
• Compliance with a legal or regulatory obligation
• Protection of legitimate interests, where applicable
• Protection of vital interests, where applicable
• Another lawful basis recognised under applicable law

Where consent is relied upon, the consent should be appropriately obtained and individuals may have the right to withdraw it, subject to applicable legal and contractual limitations.

9. Client Data and Third-Party Platforms

A significant part of Dothouse's business involves developing and managing digital platforms for other organisations.

Where Dothouse processes personal information on behalf of a client, the client may determine:

• What information is collected
• Why the information is collected
• How the information is used
• How long it should be retained
• Who may receive or access it

In such circumstances, Dothouse will generally process the information according to the client's instructions and the applicable contractual arrangements.

For example, a Dothouse-developed application may collect registration information for a client's event, membership programme, application process or other activity. The organisation operating that programme may be responsible for determining the purpose of the collection.

Individuals who have questions about the use of their information in such circumstances may therefore need to contact the relevant client organisation.

10. Sharing and Disclosure of Personal Information

Dothouse does not sell personal information as a general business practice.

We may disclose or provide access to personal information where reasonably necessary for legitimate purposes, including to:

• Our authorised employees
• Contractors and service providers
• Hosting and infrastructure providers
• Payment service providers
• Email and communication service providers
• Security and technology providers
• Professional advisers
• Government agencies and regulatory authorities where legally required
• Law enforcement authorities where legally required or permitted
• A client for whom Dothouse is processing information
• Successors or counterparties in connection with a legitimate business transaction
• Other parties where the individual has been appropriately informed or has otherwise authorised the disclosure

Third-party service providers receiving personal information from Dothouse should only receive information reasonably necessary for the relevant service or purpose and should be subject to appropriate confidentiality and security obligations.

11. International Data Transfers

Some technology and service providers used by Dothouse may operate outside Ghana.

Where personal information is transferred, stored or processed outside Ghana, Dothouse will take reasonable steps to ensure that the transfer and subsequent processing are carried out in accordance with applicable data protection requirements.

Depending on the circumstances, this may involve contractual safeguards, appropriate security measures, or other lawful mechanisms.

12. Cookies and Similar Technologies

Dothouse websites and digital platforms may use cookies or similar technologies.

Cookies may be used for purposes such as:

• Website functionality
• Session management
• Security
• Analytics
• Performance monitoring
• Remembering preferences
• Improving user experience

Where required, appropriate information or consent mechanisms may be provided.

Users can also configure their browser to reject or restrict cookies. However, disabling certain cookies may affect the functionality of some websites or services.

13. Information Security

Dothouse recognises the importance of protecting personal information against unauthorised access, alteration, disclosure, loss, misuse or destruction.

Depending on the nature of the information and system involved, we may implement appropriate technical and organisational measures including:

• Access controls
• Authentication mechanisms
• Password protection
• Encryption where appropriate
• Secure hosting arrangements
• Backups
• System monitoring
• Security updates
• Restricted access to personal information
• Confidentiality obligations for personnel and service providers
• Incident-management procedures

No electronic transmission, storage system or internet-based service can be guaranteed to be completely secure. However, Dothouse will take reasonable measures appropriate to the nature and sensitivity of the information involved.

14. Data Retention

Dothouse will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to fulfil contractual or legal obligations, resolve disputes, maintain appropriate business records, or otherwise as permitted by applicable law.

Retention periods may therefore differ depending on:

• The nature of the information
• The purpose for which it was collected
• The type of service involved
• Contractual requirements
• Legal and regulatory requirements
• Security and operational requirements
• The need to establish, exercise or defend legal claims

When personal information is no longer required, appropriate measures will be taken to securely delete, destroy, anonymise or otherwise dispose of it, subject to applicable legal and operational requirements.

15. Data Subject Rights

Subject to applicable law and any relevant limitations, individuals may have rights in relation to their personal information, including rights concerning:

• Access to personal information held about them
• Correction of inaccurate or incomplete information
• Objection to certain forms of processing
• Withdrawal of consent where processing is based on consent
• Requesting deletion or removal where legally applicable
• Requesting restriction of certain processing
• Complaining about the handling of personal information
• Other rights provided under applicable data protection law

Requests should be made using the contact details provided in this Privacy Statement. Dothouse may need to verify the identity of the person making a request before responding.

16. Accuracy of Personal Information

We seek to maintain accurate and up-to-date personal information.

Individuals are encouraged to notify us where information they have provided is inaccurate, incomplete or outdated.

Where Dothouse processes information on behalf of a client, requests concerning the accuracy of that information may need to be directed to the relevant client organisation.

17. Children's Personal Information

Dothouse does not knowingly seek to collect personal information from children except where there is a legitimate purpose and appropriate arrangements are in place.

Where a Dothouse-developed platform is specifically intended for children or young persons, additional safeguards may be implemented depending on the nature of the service and the applicable legal requirements.

Where consent or authorisation from a parent, guardian or other authorised person is required, appropriate measures should be taken to obtain it.

18. Sensitive Personal Information

Some categories of personal information may require additional protection because of their sensitive nature.

Dothouse will seek to avoid collecting sensitive personal information unless it is reasonably necessary for a legitimate purpose and there is an appropriate legal basis for doing so.

Where Dothouse develops a platform that requires sensitive information, additional security and access controls may be implemented according to the nature of the information and the risks involved.

19. Third-Party Websites and Services

Dothouse websites or digital platforms may contain links to third-party websites, applications or services.

Dothouse is not responsible for the privacy practices, content or security of third-party websites or services that it does not control.

Users should review the privacy statements of third-party services before submitting personal information to them.

20. Data Breaches and Security Incidents

Dothouse maintains procedures for identifying, assessing and responding to suspected or confirmed personal-data security incidents.

Where a security incident occurs, Dothouse will take reasonable steps to:

1. Identify and contain the incident
2. Assess the nature and extent of the incident
3. Protect affected systems and information
4. Take appropriate remedial measures
5. Make notifications where required by applicable law
6. Review and improve relevant security measures where necessary

Where Dothouse processes information on behalf of a client, the contractual arrangement between Dothouse and the client may determine the respective responsibilities for incident notification and response.

21. Confidentiality

Dothouse treats confidential business and personal information with appropriate care.

Employees, contractors and service providers who have access to personal or confidential information may be subject to confidentiality obligations appropriate to their roles.

Personal information will not be intentionally disclosed for purposes unrelated to the legitimate purpose for which it was collected except where authorised or legally required.

22. Direct Marketing and Communications

Where Dothouse sends marketing or promotional communications, we will seek to do so in accordance with applicable law.

Individuals may be provided with an opportunity to opt out of certain promotional communications.

Opting out of marketing communications will not necessarily prevent Dothouse from sending important service-related or transactional communications.

23. Responsibilities of Users

Users also have a role to play in protecting their personal information. Users should:

• Provide accurate information
• Avoid submitting unnecessary personal information
• Keep passwords and authentication credentials confidential
• Avoid sharing account credentials with unauthorised persons
• Log out of accounts where appropriate
• Use secure devices and networks where possible
• Notify Dothouse or the relevant platform operator if they suspect unauthorised access or misuse of their account

24. Data Protection Responsibilities When Dothouse Acts for Clients

Where Dothouse develops or manages a digital platform for a client, the parties should establish their respective data protection responsibilities through the applicable service agreement, data-processing terms or other contractual arrangements.

Depending on the nature of the engagement, Dothouse may be responsible for matters such as:

• Technical hosting
• System security
• Platform maintenance
• Database management
• Access controls
• Backups
• Technical support
• Processing information according to the client's instructions

The client may remain responsible for matters such as:

• Determining the purpose of collecting personal information
• Determining what information should be collected
• Providing appropriate privacy notices
• Obtaining required consents or authorisations
• Responding to data-subject requests relating to its own processing
• Determining retention requirements
• Ensuring that its use of the platform complies with applicable law

The precise allocation of responsibilities should be determined by the relevant contractual arrangement.

25. Changes to This Privacy Statement

Dothouse may update this Privacy Statement from time to time to reflect:

• Changes in our services
• Changes in technology
• Changes in applicable laws or regulatory requirements
• Changes in our data-processing practices
• Improvements to our privacy and security practices

The updated version will be published through the appropriate Dothouse website or platform and will indicate the date of the latest revision.

Where a change materially affects how personal information is processed, Dothouse will take reasonable steps to communicate the change where appropriate.

26. Contacting Dothouse About Privacy

Questions, requests or concerns regarding this Privacy Statement or the handling of personal information by Dothouse may be directed to:

Dothouse Digital & Event Solutions Ltd
Privacy / Data Protection Enquiries
Website: www.dothouseghana.com
Email: business@dothouseghana.com
Telephone: +233 (0)50 874 0859, +233 (0)20 919 4732
Location: Ghana

Where an individual is seeking information relating to personal data processed by Dothouse on behalf of a client, Dothouse may direct the individual to the relevant client organisation.

27. Complaints

An individual who believes that Dothouse has not handled their personal information appropriately is encouraged to first contact Dothouse using the contact details above so that the matter can be investigated and addressed.

Nothing in this Privacy Statement prevents an individual from exercising any statutory right to complain to the appropriate data protection regulator or pursue any other remedy available under applicable law.

Ghana's Data Protection Commission is the regulatory body established under the Data Protection Act, 2012 (Act 843).

28. Governing Law

This Privacy Statement shall be interpreted in accordance with the applicable laws of the Republic of Ghana, including the Data Protection Act, 2012 (Act 843) and other applicable legislation and regulatory requirements relating to privacy, data protection and electronic communications.