1. Who We Are

This Privacy Policy applies to BitDrum LLC (“BitDrum”, “we”, “us”, or “our”), a software and digital services company based in Tema, Ghana. We operate the website www.bitdrum.org and provide web development, mobile app development, enterprise software, hosting, e-commerce, and IT consulting services.

BitDrum is the data controller responsible for your personal information collected through our website and in connection with our services.

Contact details for privacy matters:

• 📧 Email: info@bitdrum.org
• 📞 Phone: +233 54 979 3121
• 📍 Address: Tema, Ghana
• 🌐 Website: www.bitdrum.org

2. What Information We Collect

We collect information in the following ways:

2.1 Information You Provide Directly

When you contact us, request a quote, submit a feedback form, or engage our services, you may provide:

• Personal identification: Full name, job title, company name
• Contact details: Email address, phone number, physical address
• Project information: Details about your business needs, project requirements, and goals
• Payment information: Transaction references and payment confirmations (we do not store full card or Mobile Money account numbers)
• Feedback and communications: Messages, reviews, and correspondence you send us

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical data, including:

• Device information: Browser type and version, operating system, device type
• Usage data: Pages visited, time spent on pages, links clicked, referring URLs
• IP address: Your approximate location based on your IP address
• Cookies and tracking: Data collected via cookies and similar technologies (see Section 7)

2.3 Information From Third Parties

We may receive information about you from third-party sources, such as:

• Referral partners who recommend BitDrum to you
• Social media platforms if you interact with our business pages
• Public business directories or professional networks such as LinkedIn

3. How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Legal Basis
To respond to your enquiries and provide quotes	Legitimate interest / Pre-contractual steps
To deliver the services you have engaged us for	Performance of a contract
To process payments and issue receipts	Performance of a contract
To send project updates, invoices and communications	Performance of a contract
To improve our website, services and user experience	Legitimate interest
To send marketing communications (with your consent)	Consent
To comply with legal and regulatory obligations	Legal obligation
To publish testimonials or feedback (with your permission)	Consent
To protect our business from fraud or security threats	Legitimate interest

We will never use your data for purposes incompatible with those listed above without informing you first.

4. How We Share Your Information

We do not sell, rent, or trade your personal information to any third party.

We may share your information only in the following limited circumstances:

4.1 Service Providers

We work with trusted third-party service providers who assist us in operating our business. These may include:

• Cloud hosting providers (e.g., Amazon Web Services, Google Cloud, Microsoft Azure)
• Email and communication platforms
• Payment processors and Mobile Money operators
• Analytics providers (e.g., Google Analytics)
• Project management and collaboration tools

All service providers are contractually required to handle your data securely and only for the purposes we specify. They are not permitted to use your data for their own marketing or other purposes.

4.2 Legal Requirements

We may disclose your information where required by law, court order, or government authority, or where we believe disclosure is necessary to protect the rights, property, or safety of BitDrum, our clients, or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our business, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

4.4 With Your Consent

We may share your information with other parties where you have given us explicit consent to do so — for example, publishing a testimonial or case study on our website.

5. How Long We Retain Your Data

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and contractual obligations.

• Client project records: Retained for 7 years after project completion in accordance with Ghanaian business record-keeping requirements
• Enquiry and contact form data: Retained for 2 years from the date of last contact
• Payment records: Retained for 7 years for tax and accounting purposes
• Marketing communications: Retained until you unsubscribe or withdraw consent
• Website analytics data: Retained in aggregated, anonymised form indefinitely; individual session data retained for up to 26 months

When your data is no longer needed, we securely delete or anonymise it.

6. How We Protect Your Information

We take the security of your personal information seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration.

Our security measures include:

• 🔒 SSL/TLS encryption on all data transmitted through our website
• 🔒 Secure, access-controlled servers and cloud environments
• 🔒 Password-protected systems with role-based access controls
• 🔒 Regular security reviews and software updates
• 🔒 Confidentiality agreements with all staff and contractors who handle client data
• 🔒 Secure deletion of data when it is no longer required

While we take every reasonable precaution, no method of transmission over the internet or electronic storage is 100% secure. If you believe your data has been compromised, please contact us immediately at info@bitdrum.org.

7. Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience and help us understand how visitors use the site.

7.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help the website remember your preferences, keep you logged in, and analyse how you use the site.

7.2 Types of Cookies We Use

Cookie Type	Purpose	Can Be Disabled?
Essential	Required for the website to function (e.g., session management, security)	No — site won’t work without them
Analytics	Track page visits and user behaviour to help us improve the website (e.g., Google Analytics)	Yes — via cookie settings
Functional	Remember your preferences and settings for a better experience	Yes — via cookie settings
Marketing	Used to show relevant content or retargeting ads (if applicable)	Yes — via cookie settings

7.3 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be notified when a cookie is set. Please note that disabling certain cookies may affect the functionality of our website.

For more information on managing cookies, visit www.allaboutcookies.org.

8. Your Rights

You have the following rights in relation to your personal data held by BitDrum. To exercise any of these rights, please contact us at info@bitdrum.org.

We will respond to all valid requests within 30 days. In complex cases, we may extend this by a further 60 days and will notify you accordingly. We may need to verify your identity before processing your request.

9. Marketing Communications

From time to time, we may send you information about our services, promotions, tips, and company news. We will only send you marketing communications if:

• You have given us your explicit consent to do so, or
• You are an existing client and the communication relates to similar services you have already received from us

You can opt out of marketing communications at any time by:

• Clicking the Unsubscribe link in any marketing email
• Emailing us at info@bitdrum.org with the subject line “Unsubscribe”
• Calling us at +233 54 979 3121

Please note that opting out of marketing communications will not affect transactional messages related to your active projects or services (e.g., invoices, project updates).

10. Children’s Privacy

Our website and services are not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a child, please contact us immediately at info@bitdrum.org and we will delete it promptly.

11. International Data Transfers

BitDrum is based in Ghana and primarily processes data within Ghana. However, some of our third-party service providers (such as cloud hosting and analytics platforms) may process data in other countries, including the United States and the European Union.

Where data is transferred outside Ghana, we ensure that appropriate safeguards are in place — such as standard contractual clauses, data processing agreements, or reliance on providers certified under internationally recognised frameworks — to ensure your data remains protected to the same standard as required under Ghanaian data protection law.

12. Third-Party Links

Our website may contain links to third-party websites, platforms, or social media pages (e.g., Facebook, LinkedIn, Google). This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of any third-party sites and encourage you to read their privacy policies before providing any personal information.

13. Legal Basis Under Ghanaian Law

BitDrum is committed to compliance with the Data Protection Act, 2012 (Act 843) of Ghana, which governs the collection, processing, storage, and use of personal data in Ghana.

Under Act 843, we process your personal data on the following lawful bases:

• Consent — Where you have given clear consent for a specific purpose
• Contract — Where processing is necessary to fulfil a service agreement with you
• Legal obligation — Where we are required by law to process your data
• Legitimate interests — Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights

BitDrum is registered with the Data Protection Commission of Ghana as required under Act 843. If you have concerns about how we handle your data that we are unable to resolve, you may contact the Data Protection Commission of Ghana directly.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the “Last updated” date at the top of this page.

For significant changes, we will make reasonable efforts to notify you — for example, by posting a notice on our website or sending an email to active clients. We encourage you to review this page periodically to stay informed.

Your continued use of our website or services after any changes to this policy constitutes your acceptance of the updated policy.

15. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please do not hesitate to contact us: