Colex College Website – Privacy Policy

Last Updated: November 15, 2025

1. Information We Collect

We collect various types of information to facilitate the admissions process, provide educational services, and improve our website. This includes data you provide directly and information collected automatically. All data collection complies with the Data Protection Act, 2012 (Act 843) of Ghana.

1.1 Personal Information Provided by You

When you submit an application, contact us, or interact with the Website, we may collect:

• Identification Details: Full name, date of birth, gender, nationality, and national ID number (if applicable)
• Contact Information: Email address, phone number, residential address, and emergency contact details
• Academic and Educational History: Previous schools attended, examination results (e.g., BECE scores), program preferences, and any special educational needs
• Guardian/Parental Information: Parent or guardian's name, relationship to applicant, contact details, and occupation
• Supporting Documents: Passport-sized photos, birth certificates, academic transcripts or certificates, recommendation letters, and medical records (if required for enrollment)

1.2 Automatically Collected Information

As you browse the Website, we may collect:

• Device and Usage Data: IP address, browser type, operating system, pages visited, time spent on pages, and referral sources
• Cookies and Tracking Data: See Section 7 for details

1.3 Information from Third Parties

We may receive information from external sources, such as previous schools or examination bodies, to verify your application details.

2. How We Use Your Information

We use the collected information solely for legitimate purposes related to our role as a secondary educational institution. Processing is based on your consent, contractual necessity, or legal obligations.

2.1 Application and Admissions

• To process, review, and evaluate your application for admission
• To verify the authenticity of submitted documents and information
• To communicate application status, interview schedules, or admission decisions via email, phone, or SMS

2.2 Educational and Administrative Purposes

• To maintain accurate student records, including academic progress and attendance
• To provide personalized educational services, such as program recommendations or support for special needs
• To facilitate internal operations, like fee processing and event notifications

2.3 Legal and Compliance

• To comply with requirements from the Ghana Education Service (GES), National Accreditation Board, or other regulatory bodies
• To respond to legal requests, audits, or investigations

2.4 Service Improvement

• To analyze website usage and improve functionality, user experience, and security
• To conduct internal research or surveys (anonymized where possible)

3. Information Sharing

We prioritize your privacy and do not sell, trade, rent, or otherwise disclose your personal information to unauthorized third parties. Sharing occurs only when necessary and under strict controls.

3.1 Authorized Recipients

• Regulatory Bodies: Ghana Education Service (GES) or Ministry of Education for compliance, accreditation, or statistical reporting
• Educational Partners: Affiliated schools, examination boards (e.g., WAEC), or scholarship providers for program delivery or verification
• Service Providers: Third-party vendors for IT support, payment processing, or data storage, all bound by confidentiality agreements and data protection clauses
• Legal Requirements: Law enforcement, courts, or government agencies if required by law or to protect our rights

3.2 International Transfers

If data is transferred outside Ghana (e.g., to cloud servers), we ensure adequate safeguards, such as standard contractual clauses, to protect your information.

4. Data Security

We employ industry-standard measures to safeguard your personal information against unauthorized access, loss, alteration, or disclosure.

4.1 Security Practices

• Encryption: Use of SSL/TLS for data transmission and encryption for stored sensitive information
• Access Controls: Role-based access limited to authorized staff, with multi-factor authentication
• Monitoring and Audits: Regular security scans, vulnerability assessments, and incident response protocols
• Physical Security: Secure servers and file storage in locked facilities with access logs
• Employee Training: Staff education on data protection and privacy best practices

4.2 Incident Response

In the event of a data breach, we will notify affected individuals and authorities as required by law.

5. Data Retention

We retain personal information only for as long as necessary to achieve the purposes described in this policy, or as required by law.

5.1 Retention Periods

• Application Data: Up to 2 years if unsuccessful; indefinitely for enrolled students as part of academic records
• Usage Logs: 1 year for analytics purposes
• Legal Records: As mandated by Ghanaian regulations (e.g., 7 years for financial data)

After retention periods, data is securely deleted or anonymized.

6. Your Rights

Under the Data Protection Act, 2012, you have rights regarding your personal information. To exercise these, contact us using the details in Section 10.

6.1 Available Rights

• Access: Request a copy of your data we hold
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion (right to be forgotten), subject to legal retention obligations
• Objection: Object to processing for certain purposes, such as marketing
• Restriction: Request temporary halt to processing while disputes are resolved
• Portability: Receive your data in a structured, machine-readable format
• Withdraw Consent: Revoke consent at any time, without affecting prior processing

6.2 How to Exercise Rights

Submit requests in writing. We will respond within 30 days, free of charge (unless requests are excessive).

7. Cookies and Tracking

Our Website uses cookies and similar technologies to enhance functionality and analyze usage.

7.1 Types of Cookies

• Essential Cookies: Required for basic site operation (e.g., session management)
• Analytics Cookies: Track visits and behavior (e.g., Google Analytics, anonymized)
• Functional Cookies: Remember preferences like language or form data

7.2 Management

You can manage cookies via browser settings or our cookie consent banner. Disabling may limit Website features.

8. Children's Privacy

As a secondary school, we often handle data of minors under 18. We are committed to protecting children's privacy.

8.1 Consent Requirements

Parental or guardian consent is mandatory for collecting and processing minors' data, obtained during the application process.

8.2 Special Protections

• No marketing to children without consent
• Enhanced security for sensitive data like medical records
• Parents/guardians can access or manage their child's data

9. Changes to Privacy Policy

We may revise this policy to reflect changes in our practices or legal requirements.

9.1 Notification

• Updated policy posted on the Website with revised "Last Updated" date
• Email notifications for material changes to registered users
• Continued use after changes implies acceptance

10. Contact Us

For questions, rights requests, or concerns about this Privacy Policy or your data:

Colex College Data Protection Officer

📧 Email: Colexcollege112@gmail.com

📱 Phone: +233 24 138 3505

📍 Address: H189 OWENS ST, EE-0501-4967

🕒 Office Hours: 7:00 AM - 5:00 PM (Monday to Friday)

We aim to respond within 3 business days.

Additional Clauses (Recommended Additions)

11. Governing Law

This Privacy Policy is governed by the laws of the Republic of Ghana. Disputes shall be resolved in the courts of Accra.

12. Complaints

If unsatisfied with our response, you may complain to the Data Protection Commission of Ghana.