Privacy Policy

1. Who is responsible for what

There are two different kinds of personal data here, and they are not treated the same way.

The records your organisation puts into FOERPS — employees, members, customers, suppliers, the documents about them — belong to your organisation. Your organisation decides what to collect and why; it is the controller. We handle that data on your instructions, as a processor, and we do not decide what to do with it.

The data we need to run the service and our relationship with you — the administrator who registered, billing contacts, support correspondence, security logs — we are the controller for. EYO Solutions Limited is responsible for that.

2. What is collected

• Account data: name, work email, organisation, role, and sign-in activity including time, and where security requires it, network address and device.
• Organisation data: the organisation’s name, sector, registration details and subscription state.
• Customer content: everything your organisation records — financial transactions, employee and member records, documents and their version history, approvals and audit entries.
• Technical data: application and error logs, and performance measurements needed to keep the service running and secure.
• Correspondence: what you send us when you ask for support or make an enquiry.

We do not track you across other websites, we do not sell personal data, and we do not use your content for advertising.

3. Why it is used

• To provide the service your organisation has subscribed to — this is the performance of our contract with you.
• To keep the service secure, to investigate misuse and to keep an audit trail — our legitimate interest, and in many cases your own regulatory obligation.
• To bill for the service and keep the accounting records the law requires of us — legal obligation.
• To answer you when you get in touch — our legitimate interest in supporting customers.
• To tell you about material changes to the service, the terms or this policy — legal obligation and legitimate interest.

For customer content, the lawful basis is your organisation’s to determine, not ours. We process it only on your documented instructions.

4. Processing on your instructions

Where we act as processor for your organisation’s records, we commit to the following, and they also form the substance of a data processing agreement available on request.

• We process customer content only on your documented instructions, including for international transfers.
• People who handle it are bound by confidentiality.
• We apply appropriate technical and organisational security measures, described in section 8.
• We engage a sub-processor only under written terms no less protective than these, and we tell you before adding one.
• We help you respond to requests from individuals exercising their rights, and to your own data-protection assessments and audits.
• We notify you without undue delay if we become aware of a personal data breach affecting your content.
• At the end of the agreement we return or delete customer content, as set out in the Terms of Service.

5. Who else is involved

We use a small number of service providers to run the platform. Each processes data only to deliver its part of the service.

• Cloud hosting and managed database providers, for the application and its records.
• Object storage, for uploaded documents and their versions.
• A transactional email provider, for sign-in codes, notifications and system messages.
• Where AI features are enabled and not configured to run locally, an inference provider processes the specific content submitted for that task, and does not retain it to train its models.
• Payment processing, where a subscription is paid online. Card details are handled by the payment provider; we do not store them.

We disclose data to anyone else only where the law compels it, and we will tell you first where we are lawfully able to. A current list of sub-processors is available on request.

6. AI features and what leaves your records

When an AI feature is used — reading a receipt, transcribing a voice note, drafting a summary — only the content needed for that task is submitted for processing. It is not used to train models, and it is not retained by the provider beyond the request.

AI retrieval applies the same permissions as ordinary access: it cannot return something the person asking could not otherwise open. Every output is a draft that a person reviews, and the record names that person.

An organisation can disable AI features entirely, or require that inference runs on infrastructure it controls, in which case no content leaves that infrastructure.

7. International transfers

Where data is transferred outside Ghana, we rely on an adequacy decision where one exists, and otherwise on standard contractual clauses together with an assessment of the safeguards in the destination.

An organisation with data-residency requirements can run a standalone installation, in which case no data reaches our infrastructure at all.

8. How it is protected

• Each organisation’s records are isolated, and that isolation is checked on every request rather than only at sign-in.
• Access inside an organisation is limited by role, with ownership checks on the most sensitive records, elevated access approved deliberately and reviewed on a schedule, and delegated cover that expires by itself.
• Data is encrypted in transit, and at rest by the storage and database providers.
• Sign-in supports a second factor, and sessions are managed by a maintained authentication library rather than hand-rolled cookie logic.
• Actions leave an audit trail that cannot be quietly rewritten, so an unauthorised change can be identified after the fact as well as prevented.
• Backups are taken for the managed service, and restoration is tested.

No system is perfectly secure. If a breach affects your data we will tell you without undue delay, with what we know and what we are doing about it.

9. How long it is kept

• Customer content is kept for as long as your organisation keeps it, under the retention rules your organisation configures.
• After the agreement ends, content stays available for export for at least 30 days, then is deleted or anonymised.
• Account and billing records are kept for as long as the law requires us to keep accounting records.
• Security and audit logs are kept for a limited period proportionate to their purpose, then deleted.

10. Rights of individuals

Depending on where you are, you may have the right to access your personal data, correct it, have it deleted, restrict or object to its processing, receive it in a portable form, and complain to a supervisory authority.

If your data is in an organisation’s FOERPS records — you are its employee, member or customer — that organisation is the controller and your request goes to them. We will help them respond. If your request concerns data we control, such as your administrator account or your correspondence with us, write to us directly.

Requests and questions: privacy@eyosolutions.com.

11. Cookies and local storage

The application uses cookies and local storage that are necessary for it to work: keeping you signed in, remembering the organisation you are working in, and protecting against cross-site request forgery. Storage of this kind is exempt from consent because without it there is no session to speak of — but it is listed here rather than left unsaid.

We do not use advertising cookies and we do not embed third-party trackers in the application. There is no analytics code in it today.

You are still asked. On your first visit we set out what is stored and let you accept the optional categories or keep to the necessary ones, and nothing optional is stored until you say so. That choice can be changed whenever you like from the "Cookie settings" link in the footer, and withdrawing is one click, exactly as agreeing was.

12. Standalone installations

Where an institution runs its own installation on its own infrastructure, we hold none of its data. The institution is both controller and operator, sets its own retention and security policy, and handles requests from individuals itself.

This policy then describes only the data we hold from our commercial relationship with that institution — its contacts and correspondence with us.

13. Changes to this policy

We will publish any revision here with a new date, and give notice of a material change before it takes effect.

14. Contact

EYO Solutions Limited, Larleytse Dzaflo Street, Accra, Greater Accra Region, Ghana. Privacy enquiries: privacy@eyosolutions.com. Other legal enquiries: enquiries@eyosolutions.com.