Privacy Policy

1. Information We Collect

We collect personal and proprietary business information directly from you when you register an account, request a consultancy quote, upload compliance files, or communicate with our specialists.

A. Personal & Identity Information

• Contact Details: Full name, primary email address, phone numbers (+233 or international format), and physical or postal addresses.
• Government Identification: Identity documents required for official regulatory submissions to the Food and Drugs Authority (FDA) or Ghana Standards Authority (GSA), including Ghana Card numbers, Passport details, and Taxpayer Identification Numbers (TIN).
• Digital Location Data: Business and residential GPS addresses (via the Ghana Post Digital Address System).

B. Business, Technical & Product Data

• Business Records: Company registration certificates, business structures, ownership credentials, and commercial licenses.
• Product Formulations & IP: Product recipes, ingredient lists, packaging concepts, label artworks, and proprietary production methodologies.
• Facility & Compliance Assets: Plant layout drawings, equipment photos, Quality Assurance (QA) manuals, facility inspection records, and food handler medical health certificates.
• Analytical & Testing Data: Laboratory testing parameters, microbiological, chemical, and nutritional test results processed through LinkinLabs or accredited partner laboratories.

C. Account Credentials & Portal Data (PFS Connect)

• Account login credentials (usernames, encrypted passwords, and user role allocations such as Client, Associate, Consultant, Supervisor, or Administrator).
• System access logs, uploaded task deliverables, and workflow milestone histories.

D. Billing & Financial Transactions

• Records of service deposits, invoices, drying service hourly charges, and transaction histories.
• Note: Direct online payments via cards or Mobile Money are handled by PCI-DSS compliant third-party payment gateways. PFS does not retain raw credit card numbers or banking passwords on its servers.

2. How We Use Your Information

We process your data strictly for legitimate business, technical, and statutory purposes, including:

• Regulatory Representation: Submitting product registration dossiers, packaging label compliance applications, and audit documentation to the Ghana FDA and GSA on your behalf.
• Service Delivery: Providing technical assistance in food safety (HACCP), product formulation, business planning, dehydration, and laboratory analysis.
• Portal Operations: Assigning dedicated associates and technical consultants to your workspace within PFS Connect to manage project milestones.
• Client Communication: Sending updates on audit timelines, laboratory testing progress, billing notices, and responses to submitted enquiries.
• Legal Compliance: Adhering to statutory record-keeping regulations and data protection requirements under Ghanaian laws.

3. Sharing & Disclosure of Information

We uphold strict confidentiality standards and do not rent, sell, or trade your personal or business data. We disclose information only under the following conditions:

• Regulatory Bodies: Disclosing necessary documentation to state authorities (Ghana FDA, GSA) solely for executing your requested product and facility certifications.
• Testing Laboratories: Sharing product specifications and sample identifiers with accredited laboratory partners (including LinkinLabs) to perform safety and quality testing.
• Assigned Consultants: Granting role-based access to authorized PFS team members, associates, and technical specialists assigned to your project via PFS Connect.
• Service Infrastructure Providers: Working with trusted third-party cloud hosting, software, and payment processing vendors bound by strict confidentiality agreements.
• Legal & Statutory Obligations: Releasing information if required by law, court order, or official governmental directive to protect legal rights and public safety.

4. Data Security & Retention

• Security Measures: We employ multi-layered technical and organizational safeguards—including HTTPS SSL encryption, role-based access restrictions, and secure database hosting—to prevent unauthorized disclosure, loss, or alteration of data.
• Retention Policy: Data is retained for as long as necessary to complete your regulatory project, satisfy ongoing FDA/GSA compliance audit cycles, maintain legal tax records, or fulfill outstanding contractual agreements.

5. Your Legal Rights (Act 843)

Under the Ghana Data Protection Act, 2012 (Act 843), you have specific statutory rights concerning your personal data:

• Right of Access: You can request copies of the personal data held by PFS.
• Right to Rectification: You may request corrections to inaccurate or incomplete personal information.
• Right to Object & Withdraw Consent: You may object to data processing or withdraw consent at any time, subject to legal or active regulatory submission obligations.
• Right to Erasure: You can request the deletion of your personal records when they are no longer required for regulatory filings or legal compliance.

To exercise any of these rights, please submit a written request to our Data Compliance Team.

6. Third-Party Links & Platforms

Our website or portal may link to external websites, social channels, or government portals. PFS is not responsible for the privacy practices, policies, or content of third-party platforms. We encourage users to review the privacy notices of external sites they visit.

7. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, platform updates, or regulatory guidelines. Revisions will be published on this page with an updated "Last Updated" date. Continued use of our site or portal indicates acceptance of the updated terms.

8. Contact Us

If you have questions, concerns, or privacy requests, please contact us through any of the following channels: