This policy explains what personal data Ayekoo handles, why, and the choices you have. It is written to meet Ghana's Data Protection Act, 2012 (Act 843). If anything is unclear, email privacy@ayekoo.app.
Who we are
Ayekoo is operated by [Registered company name], a company registered in Ghana (number [Registration number]), at [Registered address]. We are registered with the Data Protection Commission under number [DPC registration number].
We play two different roles, and this policy covers both:
- For our website, demo requests and the people who manage customer accounts, we decide how data is used. We are the data controller.
- For employee data a company puts into Ayekoo, that company (your employer) decides how it is used. Your employer is the data controller and we are its data processor. We only use that data to run Ayekoo for them, under our data processing agreement.
If you are an employee with a question about your own records, start with your employer's HR team. We will help them answer you.
What we collect
When you visit the website or ask for a demo
- What you type into the demo form: name, work email, company, team size, and optionally a phone number and message.
- Basic technical data our servers record for security, such as IP address, browser and the pages requested.
We do not use advertising or analytics trackers on the website.
When you use Ayekoo
- Your sign-in details: name, email or mobile number, and a protected form of your password (we never store it in a readable form).
- Settings you choose, such as how you get notifications and your colour theme, and devices you turn alerts on for.
- Security records: when you sign in, and an audit log of sensitive actions such as revealing an ID number, changing pay or exporting data.
- If you pay for Ayekoo: your plan, the number of employees billed and payment status. Card and Mobile Money details go straight to our payment providers, Paystack (for cedis) and Dodo Payments (for US dollars), and we never see them.
Employee data, on behalf of your employer
Depending on what your employer switches on and fills in, this can include:
- Profile and job details: name, contact details, job title, manager, department, site, start date and employment history.
- Pay details: salary, allowances, bank or Mobile Money account, SSNIT number and TIN.
- Identity documents: Ghana Card and passport numbers. These are encrypted, and most people only ever see the last four digits.
- Time off, documents, tasks, goals, feedback, reviews and development plans.
- Optional personal details your employer may ask for, such as date of birth, nationality, emergency contacts or support needs.
- Survey answers. Anonymous surveys never store who answered, and results are never shown for groups smaller than five people.
- Questions asked in policy help. These are kept without the name of the person who asked.
How we use it
- To run Ayekoo: sign you in, show you what you are allowed to see, send the notifications you have asked for, and keep the service working.
- To keep it secure: detect abuse, investigate problems and keep audit records.
- To support customers and answer questions.
- To reply to demo requests and talk to companies interested in Ayekoo.
- To meet legal duties, such as tax records for our own invoices.
We do not sell personal data, and we do not use it for advertising. We only use employee data to provide Ayekoo to the employer that owns it.
Under Act 843 we rely on: the contract with you or your employer; our legitimate interests in running and protecting the service and replying to enquiries; legal obligations; and your consent where we ask for it.
AI features
Ayekoo has optional AI features: drafting review answers from a reviewer's notes, summarising 360 feedback for managers, and writing policy help answers from a company's own documents. They are off until your employer switches them on.
When they are on, the text needed for that one task (for example a reviewer's notes, or a question and the matching handbook passages) is sent to Anthropic, which provides the AI model. We send as little as possible: no ID numbers, contact details or bank details, and peer reviewers are not named. Anthropic's commercial terms do not allow it to train its models on this content.
Who we share it with
- Within your company, according to the permissions your employer sets. For example, your manager may see your time off, and payroll may see your pay, but colleagues do not see your bank details.
- Service providers who help us run Ayekoo, such as hosting, email delivery and text messages. They are listed on our subprocessors page and may only use the data to provide their service to us.
- Authorities, when the law requires it. Where we can, we tell the affected customer first.
- A buyer or successor, if our business is sold or merged. They would have to keep these promises.
Where data is stored
Ayekoo is hosted by [Hosting provider] in [Hosting location]. Some of our service providers are in other countries, including the United States.
When data leaves Ghana, we use providers with strong security, contracts that limit what they can do with it, and encryption in transit. We tell customers about these transfers in our data processing agreement.
How long we keep it
- Employee data is kept for as long as your employer uses Ayekoo, and your employer can delete records sooner.
- When a customer leaves, they have 30 days to export their data. We then delete it from live systems within 60 days, and from backups as they roll off, within 30 days after that.
- Demo requests are kept for up to two years, unless you ask us to delete them sooner.
- Security logs are kept for as long as we need them to protect the service, and audit logs for as long as the customer's account exists.
How we protect it
Each company's data is kept apart by the database itself, ID and account numbers are encrypted, every connection uses HTTPS, and access is limited by role and logged. Read more on our security page.
Your rights
Under Act 843 you can ask:
- whether we hold personal data about you, and for a copy of it;
- for inaccurate or out-of-date data to be corrected;
- for data to be deleted or its use restricted where it is no longer needed or was processed unlawfully;
- us to stop using your data for direct marketing, at any time.
For data we control, email privacy@ayekoo.app and we will reply as quickly as we can, within the time Act 843 allows. For employee data, contact your employer first; we help them respond.
If you are not satisfied, you can complain to the Data Protection Commission of Ghana.
Cookies
We only use cookies needed to keep you signed in and remember your display choices. There are no advertising or tracking cookies. See our cookie policy.
Children
Ayekoo is a workplace tool and is not meant for children. We do not knowingly collect data about anyone under 18, other than what an employer records about an employee's dependants, such as next of kin.
Changes to this policy
If we change this policy in a way that matters, we will tell customers by email and in Ayekoo before the change takes effect. The date at the top shows when it last changed.
Contact
Email privacy@ayekoo.app, or write to [Registered company name], [Registered address].