Privacy Notice

1. Who we are

Optimised Humans Ghana LTD (“OH”, “we”, “us” or “our”) operates the Optimised Humans website and community initiatives.

We are responsible for deciding why and how personal information collected through our website and Community registration form is used.

Registered business address:
Plot No. 38, Block 13, Adams Road, Adabraka, Accra, Ghana.

Privacy contact:
legal@optimisedhumans.com

You can contact us using this email address with questions about this notice or requests concerning your personal information.

2. Information we collect

When you register your interest in the OH community, we may collect:

Identity information: your name.
Contact information: your email address.
Location information: your country and city.
Sporting interests: the sports you select.
Community interests: the activities or opportunities you indicate an interest in.
Marketing preference: whether you choose to consent to marketing communications.
Registration records: the date and time of submission and, where applicable, the date and time of your marketing consent.

We also process technical information necessary to operate and secure the website. Depending on the services and configurations in use, this may include server logs, IP addresses, browser information and security-related records. We will update this notice if our actual collection practices require further detail.

Please do not submit sensitive personal information through the Community form.

3. Why we use your information

We use Community registration information for the following purposes:

To record and manage your interest in the OH community.
To understand where community members are located and which sports and activities interest them.
To assess demand for local sporting activities, community initiatives and potential OH play hubs.
To contact you about your registration, relevant community opportunities or changes affecting the programme.
To send marketing communications where you have given the required consent.
To maintain records, protect the service against misuse, and meet applicable legal obligations.

We will not use your information for an unrelated purpose without an appropriate lawful basis and, where required, informing you or obtaining your consent.

4. Required information and optional consent

The Community form requires certain information so that we can record and understand your registration. If you do not provide required information, we may be unable to complete your registration.

Marketing consent is separate from the information required to register. You can register your interest without consenting to marketing, where the form allows you to do so.

If you consent to marketing, we may use your contact details to send relevant OH news, updates, activities and opportunities. You may withdraw your marketing consent at any time by contacting us at legal@optimisedhumans.com. Withdrawing marketing consent will not affect the lawfulness of processing carried out before withdrawal, and it does not necessarily require us to delete records we must retain for another lawful purpose.

We will not treat a failure to consent to marketing as consent.

5. Our lawful grounds for processing

We will process personal information only where an applicable lawful basis permits us to do so. Depending on the purpose and circumstances, this may include your consent, steps taken at your request, our legitimate and properly assessed operational interests, or compliance with a legal obligation.

We will assess and document the appropriate lawful basis for each processing purpose before collecting registrations. Where consent is required, we will seek it clearly and keep an appropriate record.

6. How we store and protect information

Community registration records are stored in a Google Sheets spreadsheet used by OH. The website is hosted through Vercel, which also runs the website's server-side functions.

We apply appropriate technical and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration, loss or destruction. Access to registration records should be limited to authorised people who need the information for OH's stated purposes.

No internet service or storage system can be guaranteed to be completely secure. We will maintain appropriate safeguards and respond to suspected security incidents in accordance with applicable requirements.

We will review access permissions, account security, credential management, backups and other relevant controls as the service develops.

We do not sell your personal information.

We may allow service providers to process information on our behalf where necessary to operate the website, store registration records, maintain security or provide related technical services. These providers currently include Google Sheets and Vercel.

We may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal rights, investigate misuse, or protect the rights and safety of individuals.

We will not share identifiable Community registration information with unrelated third parties for their own marketing without an appropriate lawful basis and any consent required.

We will confirm which service providers can access the information, their applicable contractual safeguards and any relevant onward disclosures as part of our compliance review.

8. International processing and transfers

Some service providers may store or process information in countries outside Ghana. We will confirm the actual storage and processing locations applicable to our Google and Vercel services and assess any safeguards or legal requirements that apply to international transfers.

Where a transfer is subject to additional legal requirements, we will address those requirements before relying on the relevant arrangement.

9. How long we keep information

We will retain personal information only for as long as necessary for the purpose for which it was collected, subject to applicable legal requirements and other lawful grounds for retention.

The specific retention periods for Community registrations, marketing consent records, security logs and related records are being established. We will document those periods based on operational needs, legal obligations and the interests and rights of individuals.

When information is no longer required, we will securely delete it or anonymise it where appropriate, subject to any lawful requirement to retain it.

You may contact us to ask about the retention of your information.

10. Your privacy rights

Subject to applicable law and the circumstances of your request, you may have the right to:

Ask whether we hold personal information about you and request access to it.
Request correction of information that is inaccurate, incomplete or out of date.
Object to, or request the cessation of, certain processing.
Withdraw consent where processing relies on your consent.
Request deletion or restriction of processing where applicable.
Raise a concern about how your information has been handled.

To make a request, email legal@optimisedhumans.com. Please describe your request and provide enough information for us to identify the relevant record. We may need to verify your identity before acting. We will respond in accordance with applicable legal requirements.

You may also contact Ghana's Data Protection Commission for information about your rights or to raise a complaint.

11. Children

The Community registration form is intended for people registering their own interest in OH community activities. Do not submit another person's information without appropriate authority.

If OH launches programmes for children or collects information about children, we will establish and publish appropriate safeguards, notices and consent procedures before collecting that information.

12. Cookies and similar technologies

The website may use essential technical mechanisms required to deliver pages and operate its functions. Any analytics, advertising or non-essential cookies or similar technologies will be assessed separately, and we will provide appropriate information and choices where required.

This section will be updated if the website's actual tools or configuration require a more specific description.

13. Changes to this notice

We may update this notice as our services, technology, data practices or legal obligations change. We will publish the updated version on our website and revise the “Last updated” date.

Where a change requires additional notice or consent, we will take the steps required by applicable law.

14. Contact us

For privacy questions or requests concerning your personal information, contact:

Optimised Humans Ghana LTD
Plot No. 38, Block 13, Adams Road, Adabraka, Accra, Ghana
Email: legal@optimisedhumans.com

For independent information about data protection in Ghana, you may also consult the Data Protection Commission.