Privacy & Data Protection
Docutech Ghana Limited is committed to protecting personal data through responsible governance, strong security safeguards and transparent information-management practices across our website, services and business operations.
Effective date: 7 October 2026 | Last updated: 7 October 2026
About This Notice
1. Introduction
Docutech Ghana Limited (“Docutech”, “we”, “us” or “our”) respects the privacy of customers, prospective customers, employees, job applicants, suppliers, partners, website visitors and other individuals whose personal data we process.
We are committed to protecting personal data and maintaining appropriate privacy, information-security and cybersecurity safeguards throughout our operations. This Privacy and Data Protection Notice explains how we collect, use, store, protect, share and otherwise process personal data, and how individuals may exercise their rights.
Our handling of personal data is governed primarily by the Data Protection Act, 2012 (Act 843) of Ghana, applicable regulatory requirements, contractual obligations and recognised information-security and privacy practices.
2. Who we are
Docutech Ghana Limited provides information technology solutions and services including cybersecurity, IT infrastructure and virtualization, Managed Print Services, Enterprise Content Management, ICT support and maintenance, enterprise storage and data-management solutions, backup and disaster-recovery solutions, cloud and related technology services, office technology and healthcare technology solutions.
For personal data that Docutech collects for its own business purposes, Docutech will generally act as a Data Controller. Where Docutech processes personal data solely on behalf of a customer while delivering contracted services, Docutech may act as a Data Processor and will process such information in accordance with documented instructions, applicable agreements and applicable law.
3. Our data-protection principles
Docutech processes personal data according to principles of accountability, lawfulness, fairness, transparency, purpose specification, data minimisation, data quality, openness, security safeguards and data-subject participation.
We collect and process only information that is reasonably necessary for defined business, contractual, security, regulatory or operational purposes.
Personal data will not be used in a manner that is incompatible with the purpose for which it was collected unless such further processing is permitted by law.
Personal Data We Collect
4. Personal data we may collect
The type of information we collect depends on how an individual interacts with Docutech.
Contact and Identification Information
We may collect information such as: Name, business or organisation name, job title, business address, email address, telephone number and other contact details.
Website and Enquiry Information
When you contact us through our website or other communication channels, we may collect:
Your name, email address, telephone number, enquiry category, message, correspondence history and information that you voluntarily include in your enquiry.
Customer and Business Information
When providing products or services, we may process:
Customer contact information, account information, organisation information, service requirements, quotations, proposals, contracts, support requests, service records, project information, communication history and other information required to manage the business relationship.
Technical and Security Information
When you interact with our website, systems or technology services, certain technical information may be generated or collected, including:
IP addresses, browser information, device information, timestamps, security logs, system events, authentication information and other technical information reasonably required for security, troubleshooting, fraud prevention, system administration and service delivery.
Recruitment Information
Individuals applying for employment may provide information contained in CVs, application letters and supporting documents, including:
Contact information, educational history, employment history, professional qualifications, skills, references and other information voluntarily supplied as part of an application.
Marketing and Communication Information
Where you subscribe to newsletters, request updates or consent to marketing communications, we may process:
Your name, email address, communication preferences, consent records and information concerning your interaction with our communications.
Service and Support Information
During ICT support, managed services, cybersecurity, infrastructure, enterprise content management, managed printing or similar assignments, Docutech may process technical or operational information required to provide the requested service.
Where such information belongs to a customer or the customer’s users, Docutech will process it according to the applicable agreement and authorised instructions.
5. Special personal data
Docutech does not intentionally request sensitive or special personal data through its general website contact forms unless such information is necessary for a specific legitimate purpose.
Where special personal data is required in connection with employment, healthcare technology, legal obligations or another authorised activity, additional safeguards and applicable legal requirements will be applied.
Individuals should avoid including unnecessary sensitive information in general website enquiries or unsolicited communications.
6. How we collect personal data
We may obtain personal data:
Directly from you when you contact us, submit an enquiry, request a quotation, subscribe to communications, apply for employment or enter into a business relationship with Docutech. Through communications by email, telephone, WhatsApp, meetings and other authorised channels. Through contracts, projects, service requests and customer-support interactions.
Automatically through website, network or information-security technologies where appropriate.
From customers where Docutech acts as a service provider or data processor.
From suppliers, partners and other organisations where disclosure is authorised and lawful.
From publicly available sources where such collection is appropriate and permitted by law.
7. Why we process personal data
Docutech may process personal data to:
Respond to questions, enquiries and requests.
Prepare quotations, proposals and contracts.
Provide products, professional services and technical support.
Manage customer, supplier and partner relationships.
Deliver ICT support, Managed Print Services, Enterprise Content Management, cybersecurity, infrastructure, cloud, backup, business-continuity and other technology services. Maintain and improve the security, availability and reliability of systems and services.
Detect, investigate and respond to cybersecurity threats, fraud, misuse or unauthorised activity.
Maintain operational and security records. Administer recruitment and employment processes.
Manage billing, accounting and other business administration.
Comply with contractual, regulatory and legal obligations.
Establish, exercise or defend legal rights.
Protect Docutech, its customers, employees, systems, infrastructure and other stakeholders.
Conduct legitimate business analysis and service improvement.
Send marketing or promotional information where appropriate consent or other lawful authorisation has been obtained.
8. Basis for processing
Depending on the circumstances, Docutech may process personal data where: The individual has provided valid consent.
Processing is necessary to take steps requested before entering into a contract.
Processing is necessary to perform a contract.
Processing is necessary to comply with a legal or regulatory obligation.
Processing is reasonably necessary for legitimate business, operational, administrative or security purposes consistent with applicable law.
Processing is required to protect vital interests.
Another lawful ground recognised under the Data Protection Act, 2012 (Act 843) applies.
Where processing is based on consent, individuals may withdraw that consent subject to applicable legal and contractual limitations.
Website & Service Processing
9. Contact forms and business enquiries
When you submit an enquiry through the Docutech website, we may collect your name, email address, phone number, enquiry category and message. We use this information to respond, understand business or technical requirements, provide information or quotations and maintain appropriate business records.
10. Newsletter and direct marketing
Where individuals subscribe to newsletters or marketing communications, Docutech maintains appropriate records of consent and communication preferences. Recipients may withdraw consent or unsubscribe at any time.
11. Recruitment and job applications
Information submitted by job applicants is used for legitimate recruitment and employment-related purposes. Access is restricted to authorised personnel and persons involved in the recruitment process where necessary. Unsuccessful applicant information is retained only for a period reasonably necessary for recruitment, legal, regulatory or legitimate administrative purposes and thereafter securely deleted, destroyed or de-identified in accordance with applicable requirements.
12. Customer information and managed technology services
Docutech provides technology services that may involve authorised access to customer infrastructure, systems, devices, documents, applications, logs or other information. Where personal data is processed on behalf of a customer, Docutech applies contractual, confidentiality, access-control and information-security requirements appropriate to the service.
13. Enterprise Content Management
Where Docutech provides Enterprise Content Management solutions, customer documents and related information are handled according to applicable customer agreements, access permissions, retention requirements and security controls. Appropriate safeguards may include identity and access management, role-based access, authentication controls, audit trails, version management, secure communication, backups and business-continuity measures.
14. Managed Print Services
Managed printing and multifunction devices may process documents, scan information, device telemetry, configuration information and operational data. Docutech applies appropriate administrative and technical safeguards when configuring, maintaining and supporting managed-print environments. Controls may include managed administrative access, secure configuration, authentication, encrypted communication where supported, firmware management, network controls, secure-print functionality, logging and appropriate sanitisation or deletion when equipment is decommissioned or transferred.
15. Cybersecurity and ICT support services
In delivering cybersecurity, infrastructure and ICT support services, Docutech may receive authorised access to customer networks, systems, security information, logs, configuration data and other technical information. Such access is limited to authorised personnel and legitimate service requirements and is governed by contractual, confidentiality, access-control and security procedures.
16. Cookies, analytics and similar technologies
The Docutech website may use cookies and similar technologies required for functionality, security, user preferences, performance measurement and other permitted purposes. Where non-essential cookies or analytics require consent, appropriate consent mechanisms will be applied. Users may also manage cookies through supported browser settings.
17. Embedded content and third-party services
The website may contain maps, videos, documents, links or functionality provided by third parties. Interaction with such content may result in the relevant third party processing information under its own privacy practices. Individuals are encouraged to review the privacy notices of external services they choose to use.
Security & Incident Response
21. How we protect personal data
Docutech maintains documented technical and organisational measures designed to protect the confidentiality, integrity and availability of personal data and information systems.
- Access-control and least-privilege principles.
- Strong authentication and additional authentication controls for appropriate systems.
- Role-based access controls.
- Encryption and secure communications where appropriate.
- Endpoint, network and infrastructure security controls.
- Security monitoring, logging and threat-detection measures.
- Vulnerability management, security updates and patch-management processes.
- Secure system and device configuration.
- Backup, restoration, disaster-recovery and business-continuity arrangements.
- Security incident and data-breach response procedures.
- Supplier and processor security requirements.
- Physical and environmental security controls.
- Employee confidentiality obligations and security awareness training.
- Periodic access reviews, security assessments and control reviews.
- Risk assessment and continuous improvement of information-security safeguards.
Security controls are reviewed and updated in response to technological, operational and threat developments. While no information system can be guaranteed to be completely free from risk, Docutech continually works to maintain appropriate and proportionate safeguards designed to protect information entrusted to us.
22. Data breach and security incident management
Docutech maintains documented incident-management and data-breach procedures for identifying, containing, investigating, remediating, recording and reporting security incidents. Where there are reasonable grounds to believe that personal data has been accessed or acquired by an unauthorised person, we take appropriate steps to restore the integrity and security of affected systems. Where notification is required under Act 843, Docutech will notify the Data Protection Commission and affected data subjects as soon as reasonably practicable, subject to lawful directions or restrictions from competent authorities.
23. Privacy by design and risk management
Docutech incorporates privacy, security and risk-management considerations into relevant technology projects, systems and business processes. New or significantly changed systems and processing operations are assessed for privacy and security risks where appropriate, and higher-risk processing may be subject to additional impact, privacy or security assessments.
24. Data processors and service providers
Where Docutech appoints a third party to process personal data on its behalf, due diligence is performed according to the nature and risk of the processing. Relevant arrangements are governed by appropriate obligations concerning confidentiality, permitted processing, information security and compliance.
Rights, Complaints & Contact
25. Accuracy of personal data
Docutech takes reasonable measures to ensure personal data is accurate, complete and relevant for the purpose for which it is processed. Individuals are encouraged to notify us where their information changes or where they believe information held by us is inaccurate.
26. Your data-protection rights
Subject to applicable law and lawful exemptions, individuals may have rights to be informed; request confirmation as to whether Docutech holds personal data relating to them; request access; request correction of inaccurate, incomplete, misleading, excessive or out-of-date information; request deletion or destruction of personal data that Docutech is no longer authorised to retain; object to particular processing in circumstances recognised by law; require Docutech to cease processing personal data for direct-marketing purposes; exercise applicable rights concerning significant decisions based solely on automated processing; and seek appropriate remedies where personal data is processed contrary to applicable law. Reasonable identity verification may be required before information is released or changes are made.
27. Automated decision-making and profiling
The general Docutech website is not intended to make significant decisions concerning individuals solely by automated means. If Docutech introduces automated decision-making or profiling that materially affects individuals, appropriate information about the processing, safeguards and applicable rights will be provided.
28. Children’s personal data
Docutech’s general website and business services are principally intended for organisations, professionals and adults. We do not knowingly seek to collect children’s personal data through general website enquiries except where such processing is necessary, authorised and compliant with applicable requirements.
29. Employee and contractor responsibilities
Employees, contractors and other authorised users who handle personal data on behalf of Docutech are expected to comply with applicable internal privacy, confidentiality, acceptable-use and information-security requirements. Access is granted according to business responsibility and legitimate need.
30. Data-protection governance
Docutech maintains organisational responsibility for data protection and privacy compliance. Governance responsibilities include oversight of applicable policies, privacy enquiries, rights requests, information-governance requirements, awareness, incidents, processor relationships, retention requirements and compliance with Act 843.
31. Complaints
Individuals who have concerns regarding Docutech’s handling of personal data are encouraged to contact us so that the matter can be investigated and addressed. Individuals may also raise relevant concerns with the Data Protection Commission of Ghana.
32. Changes to this notice
Docutech may update this Privacy and Data Protection Notice to reflect changes in law, regulation, technology, business operations, services, security practices or processing activities. The current version will be published on this website with its effective or last-updated date.
33. Our commitment
Docutech Ghana Limited considers privacy, information security and responsible data management fundamental components of trusted technology services. We are committed to protecting personal information through appropriate governance, technical safeguards, organisational controls, responsible personnel practices, secure technology and continuous improvement.
Privacy Enquiries
Attention:
Data Protection Supervisor
Docutech Ghana Limited
Borteyman – Tema West District
Opposite Community 18 Junction
Accra – Tema Motorway
GP Address: GD-306-4193
P.O. Box 190, Trade Fair Center
Accra, Ghana
Email:
info@docutechgh.com
Telephone:
+233 0308 255 755
WhatsApp:
+233 204 355 846
For privacy requests, please use the subject “Data Protection / Privacy Request” where appropriate.
© 2026 Docutech Ghana Limited. All Rights Reserved.