Scope and Ghana law
Who is responsible for this portal and the legal framework that applies.
About this notice
This notice applies to the Richaine Technologies public website, account access, client and administrator portals, service workflows, documents, notifications and support services.
Richaine Technologies is responsible for personal information processed for the purposes it determines. Processing is governed primarily by Ghana’s Data Protection Act, 2012 (Act 843). The Electronic Transactions Act, 2008 (Act 772) and Cybersecurity Act, 2020 (Act 1038) may also apply to relevant electronic records and security activities.
Data-protection principles
Act 843 requires processing to follow eight principles: accountability, lawful processing, purpose specification, compatible further processing, data quality, openness, security safeguards and data-subject participation.
Information Richaine Technologies collects
Information needed to create accounts, provide services and maintain reliable records.
Main information categories
- Account and contact information
- Name, email address, telephone number, job title, department, account role and confirmation status.
- Organisation information
- Organisation name, address, type, membership, invitations and primary-owner details.
- Service and document information
- Requests, quotations, invoices, payment status, waybills, receipts, attachments, decisions, delivery details and related references.
- Support and security information
- Support messages, notifications, email-delivery status, permissions, session activity, timestamps and audit events.
Sources and required fields
Information comes from users, authorised organisation owners and administrators, connected workflow activity, and the technology providers needed to operate the portal.
Required fields are marked with an asterisk. Richaine Technologies may be unable to create an account, process a request or issue a connected document without required information.
How Richaine Technologies uses information
The limited purposes for which portal information is processed.
Processing purposes
- Create, verify, secure and recover client or administrator accounts.
- Process service requests and their connected quotations, invoices, payments, deliveries and receipts.
- Send necessary account, workflow, document, support and security communications.
- Maintain accurate business, accounting, audit, dispute and security records.
- Prevent misuse, investigate incidents and comply with lawful obligations or requests.
Lawful processing
Depending on the activity, processing may be based on consent, a contract, a legal requirement, a statutory duty, protection of a person’s legitimate interests, or a legitimate interest permitted by Act 843. Account registration is not treated as consent for an unrelated purpose.
Access and sharing
Who may receive information and how access is limited.
Authorised access
- The relevant client and authorised organisation members, subject to their workflow permissions.
- Richaine Technologies administrators who need access for their assigned operational responsibilities.
- Contracted authentication, hosting, storage, email and infrastructure providers that support the portal under confidentiality and security requirements.
- Regulators, courts, law-enforcement bodies or professional advisers where disclosure is lawfully required or necessary for a legal claim.
Sharing boundaries
Richaine Technologies does not sell portal personal information or use it for third-party advertising. Workflow documents and attachments are not public through the normal portal interface.
Some service providers may process information outside Ghana. Richaine Technologies remains responsible for appropriate processor, confidentiality and security arrangements.
Security and information technology
Safeguards used to protect accounts, documents and workflow records.
Portal safeguards
- Authenticated sessions with separate client, administrator and super-administrator permissions.
- Organisation- and record-level database access controls.
- Private attachment storage with restricted download access, file validation and upload limits.
- Audit records for important account, document, payment, delivery, support and export activity.
- Rate limiting, non-disclosing public account responses, inactivity warnings and automatic sign-out.
- Operational emails that exclude passwords, one-time codes, private attachments and complete protected documents.
Retention and deletion
How long information is kept and why some records must remain.
Retention approach
Richaine Technologies keeps information only while it is needed to provide the portal, preserve connected business records, resolve disputes, protect security, or meet accounting, contractual and legal duties.
Protected audit events are retained for at least seven years and may be logically archived after two years. Other information may have a different period based on its purpose and legal requirements.
Closing or suspending an account does not automatically erase issued documents, payments, audit records or information involving another authorised person or organisation. Information that is no longer required should be securely deleted or de-identified.
Privacy rights
Rights available under Ghana’s Data Protection Act, 2012 (Act 843).
Rights that may apply
- Request access to personal information and information about its purpose, source and recipients.
- Request correction of inaccurate, incomplete, misleading, excessive or outdated information.
- Request deletion where Richaine Technologies is no longer authorised or required to keep the information.
- Object in writing to certain processing and prevent direct marketing without prior written consent.
- Challenge certain significant decisions based only on automated processing. The current portal does not make service, quotation, payment or delivery decisions solely through automated profiling.
- Raise a concern with Richaine Technologies or make a complaint to Ghana’s Data Protection Commission.
Requests
Richaine Technologies may request reasonable proof of identity and enough information to locate the relevant record. Under section 35 of Act 843, an access request must be handled promptly and within forty days after the necessary identification and record details are supplied. Other rights may follow different legal procedures.
Contact and changes
How to contact Richaine Technologies and how this notice is maintained.
Privacy enquiries
Use the Richaine Technologies contact details shown below for a privacy enquiry, correction request, access request or security concern. Do not send a password, one-time code, payment PIN or complete secure link.
Richaine Technologies may update this notice when the portal, providers, purposes or legal requirements change. The version and review date identify the current notice. A material new purpose should be communicated before the related processing begins.