Privacy Policy

1. Data Controller

WAN-HIVE GH is the data controller responsible for your personal data processed through the Platform. For all privacy enquiries, exercise of your rights, or data requests, contact us at support@wanhive.online.

2. Data We Collect

We collect the following categories of personal data to operate the Platform:

a) Google Sign-In Data (Authentication)

When you sign in with Google (OAuth 2.0 / OpenID Connect), we access only:

• Full name — to identify you on the Platform
• Email address — to create and manage your account
• Google profile photo — to display your avatar
• OpenID identifier — to authenticate your session securely

Google Sign-In is used solely for authentication. We do not access your Gmail messages, Google Drive files, Google Contacts, or any other Google service through Sign-In.

b) Google Meet Integration Data (Event & Session Organisers)

Administrators and event organisers may connect their Google account to create virtual meeting links for events and mentorship sessions. When this optional integration is used, we access:

• Google Calendar — to create calendar events with Google Meet conference links

This integration is optional and only activated by organisers who explicitly authorise it. The Google Calendar scope is used solely to generate meeting links for Platform events and sessions. We do not read, modify, or store your calendar events, appointments, or reminders. Other Platform users (mentees, event attendees) only receive the generated meeting link — their Google accounts are not accessed.

c) Membership Application Data

• Full name, email, phone number, location, and date of birth
• Business name, sector, years in business, employee count, and revenue range
• Skills, professional bio, areas of interest, and membership objectives
• Uploaded documents: CV, certificates, and supporting documents
• Application status, review notes, and reviewer assignments (admin-managed)

d) Identity Verification Data (Ghana Card)

• Ghana Card ID number
• Uploaded images of your Ghana Card (front and back)
• Verification status and any mismatch notes generated by our AI verification system

Ghana Card images are used solely for identity verification and are stored securely. They are never shared with third parties.

e) Member Profile & Activity Data

• Profile image, bio, social media links, and website
• Community posts, comments, forum threads, and replies you create
• Event registrations and attendance records
• Event ratings and reviews you submit
• Business listings, descriptions, images, and reviews
• Resources you upload or access
• Announcements and endorsements you submit or receive

f) Mentorship Programme Data

• Mentor and mentee application details including expertise, availability, and goals
• Uploaded CV and identity documents for mentor applications
• Mentorship match records, session logs, goals, and in-programme messages
• Mentorship feedback, completion reports, and generated certificates

g) Communication & Notification Data

• In-app notification records (event reminders, membership updates, mentorship matches, forum replies, support ticket responses)
• Email communications sent from the Platform (OTP verification codes, registration confirmations, interview invitations, meeting reminders, newsletter, support replies)
• Support ticket submissions and admin responses
• Read/unread status of notifications

h) Technical & Usage Data

• IP address, browser type, and device information (collected automatically when you use the Platform)
• Authentication tokens and session identifiers
• Audit logs of administrative actions (application reviews, status changes, role updates)

3. Legal Basis for Processing (GDPR)

We process your personal data under the following legal bases:

• Performance of a contract (Art. 6(1)(b)): Processing your membership application, managing your profile, and providing Platform features you requested.
• Legal obligation (Art. 6(1)(c)): Retaining records where required by law, including identity verification records.
• Consent (Art. 6(1)(a)): Google Sign-In, Google Meet integration, email communications, and optional data fields. You may withdraw consent at any time.
• Legitimate interests (Art. 6(1)(f)): Platform security, fraud prevention, audit logging, and generating aggregated community insights.

4. How We Use Your Data

• Authenticating your identity and managing your account via Google Sign-In
• Processing and reviewing your membership application
• Verifying your identity through Ghana Card checks
• Operating the member directory, business directory, and community features
• Facilitating event registrations, reminders, attendance tracking, and feedback collection
• Creating Google Meet links for virtual events and mentorship sessions (organisers only)
• Running the mentorship programme, including matching mentors to mentees and tracking sessions
• Sending email communications: OTP codes, confirmations, reminders, newsletters, and support responses
• Delivering in-app notifications about relevant activity and status changes
• Enabling the community forum, activity feed, announcements, and endorsements
• Providing resources and training materials to members
• Administering the Platform, generating community insights, and maintaining audit trails
• Ensuring Platform security, preventing fraud, and detecting misuse

We do not use your data for advertising, profiling for third parties, or selling personal data to anyone. Google user data is never used to serve ads or build profiles for third parties.

5. Google API Services Compliance

WAN-HIVE GH's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Google user data is only used to provide and improve the WAN-HIVE GH Platform features that the data was provided for.
• We do not transfer Google user data to third parties unless necessary to provide the feature you requested.
• We do not use Google user data for advertising or to serve ads.
• Google Meet integration data (Calendar) is used only to create meeting links for Platform events and sessions — not for any other purpose.
• Human access to Google user data is limited to what is necessary to operate and maintain the Platform.

6. Privacy Controls

You control the visibility of certain profile fields. In your profile settings, you can set the following as public or private:

• Phone number (default: private)
• Email address (default: private)
• Location (default: public)
• Date of birth (default: private)

Private fields are only visible to platform administrators. You may revoke WAN-HIVE GH's access to your Google account at any time via your Google Account security settings.

7. Email Communications

The Platform sends the following types of email communications:

• Transactional: OTP verification codes, registration confirmations, interview invitations, meeting reminders — sent as necessary for Platform operation.
• Notifications: Support ticket responses, membership status updates, mentorship match notifications.
• Newsletter: Optional community newsletter — you may unsubscribe at any time via the unsubscribe link in each newsletter email or by contacting us.

All emails are sent using the Platform's email service. Your email address is never shared with third-party marketing services.

8. Cookies & Analytics

The Platform uses essential cookies and similar technologies to maintain your authentication session and ensure the Platform functions correctly. These are strictly necessary for the service and cannot be disabled.

• Authentication cookies: Maintain your login session and keep you signed in securely.
• Security tokens: Protect against cross-site request forgery (CSRF) and unauthorised access.

We do not use third-party advertising cookies, tracking pixels, or behavioural profiling cookies. If analytics are introduced in the future, we will update this section and obtain your consent where required.

9. Data Sharing & Third Parties

WAN-HIVE GH does not sell, rent, trade, or share your personal data with third parties for their own purposes. Information may only be disclosed in these limited circumstances:

• Infrastructure providers: We use Base44 (base44.com) as our secure cloud platform for data storage, authentication, and email delivery. Data is processed within their infrastructure solely to operate the service.
• AI verification: Ghana Card images are processed by an AI service to verify identity. The results are stored on our Platform only; images are not retained by the AI service beyond the verification check.
• Google APIs: Google user data is accessed via Google APIs solely to provide the features you requested (authentication, meeting link creation), in compliance with the Google API Services User Data Policy.
• Legal requirements: If required by law, court order, or governmental authority.
• Security & safety: To protect the rights, property, or safety of WAN-HIVE GH, its members, or the public.

We do not transfer your personal data to third countries outside the normal operation of our cloud infrastructure providers. Where infrastructure providers process data in regions outside the EU/EEA, appropriate safeguards (such as Standard Contractual Clauses) are in place.

10. Data Security

We implement industry-standard technical and organisational measures to protect your data:

• All data in transit is encrypted using HTTPS/TLS 1.2+
• Data at rest is stored in encrypted cloud databases
• Role-based access controls (RBAC) — members only see their own data and public content; administrators have broader access for platform management
• OAuth tokens are handled server-side and never exposed to the client browser
• Uploaded documents and images are stored in secure cloud file storage with access controls
• Row-level security (RLS) policies enforce data isolation between members at the database level
• Regular security monitoring, vulnerability assessments, and platform updates
• Audit logging of administrative actions for accountability and transparency

Despite these measures, no system can guarantee absolute security. If a data breach occurs that is likely to result in a risk to your rights, we will notify affected users and the relevant supervisory authority within 72 hours, in accordance with GDPR Article 34.

11. Data Retention & Deletion

• Account and profile data is retained while your membership is active.
• Membership application data (including identity verification documents) is retained for the duration of your membership and for up to 6 years after account closure where required for legal or audit purposes.
• Forum posts, community content, and business listings are retained as part of the community record unless you request deletion.
• Notification records are retained for 90 days, after which they may be automatically purged.
• Email delivery records and OTP verification records are retained for 90 days for security and audit purposes.
• Audit logs are retained for 3 years for accountability and security investigations.
• If you request full deletion, your account and all associated personal data will be removed within 30 days, except where retention is legally required (in which case data is restricted and used only for legal compliance).
• You may revoke WAN-HIVE GH's access to your Google account at any time via your Google Account security settings.

12. Your Rights (GDPR)

Under the GDPR, you have the following rights regarding your personal data:

• Right of access (Art. 15): Request a copy of the personal data we hold about you.
• Right to rectification (Art. 16): Request correction of inaccurate or incomplete information.
• Right to erasure (Art. 17): Request deletion of your account and associated personal data ("right to be forgotten").
• Right to data portability (Art. 20): Receive your personal data in a structured, machine-readable format and transmit it to another service.
• Right to restrict processing (Art. 18): Request that we limit the processing of your data in certain circumstances.
• Right to object (Art. 21): Object to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent (Art. 7): Withdraw consent for Google Sign-In, Google Meet integration, or email communications at any time without affecting the lawfulness of prior processing.
• Right to lodge a complaint: You have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your data infringes your rights.

To exercise any of these rights, contact us at support@wanhive.online. We will respond to your request within 30 days. Requests for data export or deletion will be processed within 30 days unless retention is legally required, in which case we will inform you of the restriction.

13. Children's Privacy

WAN-HIVE GH is not intended for children under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have collected data from a minor, please contact us immediately at support@wanhive.online, and we will promptly delete it.

14. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in Platform features, legal requirements, or operational practices. Material changes will be posted on this page with a revised effective date, and where significant, we will notify you via in-app notification or email. Continued use of the Platform after changes constitutes acceptance of the updated policy.

15. Contact Information

WAN-HIVE GH

Location: Dumasua, Sunyani, Ghana

Phone: +233 20 469 3238

Email: support@wanhive.online

Website: https://wanhive.online

For all privacy enquiries, data subject access requests, or data deletion requests, please contact us at the email above. Include your full name and registered email address.