1. Introduction
This Cookie Policy explains how the RMU Staff Welfare Fund Management System ("System", "Platform", "we", "us", "our") uses cookies and similar tracking technologies when you visit https://rmustaffwelfarefund.com.
This policy should be read together with our Privacy Policy and Terms and Conditions.
2. What Are Cookies?
Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners.
2.1 Types of Storage Technologies We Use
Cookies:
- Small files stored by your web browser
- Contain data such as preferences or session information
- Can be session cookies (deleted when browser closes) or persistent cookies (remain until expiration)
Local Storage:
- HTML5 web storage for larger amounts of data
- Persists even after browser is closed
- Used for user preferences and settings
Session Storage:
- Similar to local storage but temporary
- Data is cleared when the browser tab/window is closed
- Used for temporary authentication tokens
3. How We Use Cookies
3.1 Essential Cookies (Strictly Necessary)
These cookies are essential for the System to function properly. Without them, core features would not work.
| Cookie/Storage | Purpose | Duration | Type |
|---|---|---|---|
wf_token |
JWT authentication token for secure login | Session/8 hours | Local Storage |
wf_user |
Stores user information (ID, email, name, role) | Session/8 hours | Local Storage |
| Session cookies | Maintains your logged-in state across pages | Session | HTTP Cookie |
What these do:
- Authenticate your identity
- Maintain your logged-in state
- Verify authorization for protected pages
- Enable role-based access control (staff vs admin)
3.2 Functional Cookies
These cookies enable enhanced functionality and personalization.
| Cookie/Storage | Purpose | Duration | Type |
|---|---|---|---|
theme |
Remembers your dark/light mode preference | Persistent | Local Storage |
admin_active_section |
Remembers last viewed admin section | Session | Session Storage |
3.3 Security Cookies
These cookies help protect your account and prevent unauthorized access.
| Purpose | Duration | Type |
|---|---|---|
| Auto-logout timer data | 5 minutes (admin) | In-memory only |
| CSRF protection tokens | Session | HTTP Cookie |
| Rate limiting counters | 15 minutes | Server-side |
4. Third-Party Cookies
Our System is hosted by third-party service providers who may set their own cookies:
4.1 Vercel (Hosting Platform)
Purpose:
- Content delivery and caching
- Performance optimization
- Security protection
Privacy Policy: https://vercel.com/legal/privacy-policy
4.2 Neon (Database Hosting)
Purpose:
- Database connections
- Query optimization
- Service monitoring
Privacy Policy: https://neon.tech/privacy-policy
5. Managing Cookies
5.1 Browser Settings
You can control cookies through your browser settings:
Google Chrome:
- Settings → Privacy and security → Cookies and other site data
- Choose your preference
- Manage exceptions for specific sites
Mozilla Firefox:
- Settings → Privacy & Security
- Cookies and Site Data section
- Manage individual permissions
Microsoft Edge:
- Settings → Cookies and site permissions
- Manage and delete cookies
- Block third-party cookies
Safari:
- Preferences → Privacy
- Manage Website Data
- Block all cookies or specific sites
5.2 Clearing System Data
To log out completely:
- Click "Sign Out" button
- Clears authentication tokens
- Redirects to login page
To reset preferences:
- Open browser developer tools (F12)
- Go to Application → Storage
- Clear Local Storage and Session Storage
- Refresh the page
5.3 Impact of Blocking Cookies
If you block or delete cookies:
Essential Cookies (blocked):
- [X] Cannot log in to the System
- [X] Cannot maintain authenticated session
- [X] System will not function properly
Functional Cookies (blocked):
- [!] Theme preference will not be saved
- [!] Active section will not be remembered
- [✓] Core features will still work
6. Technical Details
6.1 Cookie Names and Details
Authentication:
localStorage.setItem('wf_token', 'JWT_TOKEN_STRING');
localStorage.setItem('wf_user', JSON.stringify({
id: 123,
email: 'user@example.com',
staff_number: 'RMUSWF198',
type: 'staff',
name: 'John Doe'
}));
Preferences:
localStorage.setItem('theme', 'dark'); // or 'light'
// Session Storage
sessionStorage.setItem('admin_active_section', 'sec-dashboard');
6.2 Storage Limits
- Local Storage: ~5-10MB per domain
- Session Storage: ~5-10MB per domain
- Cookies: ~4KB per cookie
We use minimal storage to ensure fast performance, low data usage, and privacy protection.
7. Contact Information
For questions about our use of cookies:
RMU Staff Welfare Fund Secretariat
Regional Maritime University
Nungua, Accra, Ghana
Email: admin@welfare.org
System URL: https://rmustaffwelfarefund.com
Response Time: We will respond to cookie-related inquiries within 5 business days.
8. Summary
Quick Overview:
[✓] We use cookies for:
- Authentication and security
- User preferences (theme, settings)
- Session management
[X] We do NOT use cookies for:
- Advertising or tracking
- Selling your data
- Behavioral profiling
- Cross-site tracking
You can:
- View cookies in browser settings
- Clear cookies anytime
- Block non-essential cookies
- Opt out of functional cookies
[!] Important:
- Essential cookies are required for the System to work
- Blocking them will prevent login and access
- We respect your privacy and use minimal tracking
This Cookie Policy is designed to be transparent about our data practices and give you control over your information.