Privacy Policy

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1. Introduction

Welcome to the Regional Maritime University (RMU) Staff Welfare Fund Management System ("System", "Platform", "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our web application at https://rmustaffwelfarefund.com.

This System is operated by the RMU Staff Welfare Fund Secretariat for the exclusive use of RMU staff members and authorized administrators.

By accessing or using this System, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following categories of personal information:

Staff Account Information:

• Welfare ID (unique identifier)
• RMU Staff ID
• Email address
• Full name (first name, surname, other names)
• Phone number
• Bank account number
• Next of kin name and contact information

Beneficiary Information:

• Full names of up to 4 beneficiaries
• Relationship to staff member
• Phone numbers
• Percentage share allocation (must total 100%)

Financial Information:

• Monthly contribution amounts and history
• Loan applications, disbursements, and repayments
• Benefits withdrawn
• Accrued benefits calculations
• Interest allocations
• Overhead allocations

Authentication & Security Data:

• Login credentials (email/username and hashed passwords)
• JWT authentication tokens
• Session information
• IP addresses
• Login/logout timestamps
• Failed login attempts

2.2 Automatically Collected Information

When you access the System, we automatically collect:

• Browser type and version
• Operating system
• Device information
• Access times and dates
• Pages viewed and navigation paths
• Referral sources

2.3 Cookies and Tracking Technologies

We use the following technologies:

• Session Storage: For temporary authentication tokens
• Local Storage: For user preferences (theme settings, active sections)
• Session Cookies: To maintain your logged-in state
• Functional Cookies: To remember your settings and preferences

For more details, please see our Cookie Policy.

3. How We Use Your Information

3.1 Primary Functions

• Account Management: Create, maintain, and manage staff welfare accounts
• Financial Operations: Process contributions, loan applications, disbursements, and repayments
• Benefit Calculations: Calculate accrued benefits, interest allocations, and profit sharing
• Reporting: Generate financial reports and summaries
• Authentication: Verify your identity and maintain secure access

3.2 Administrative Functions

• Communication: Send notifications about loan applications, approvals, and account updates
• Compliance: Maintain records for audit and regulatory compliance
• System Security: Monitor for suspicious activity and prevent unauthorized access
• Support: Respond to inquiries and provide technical assistance

4. Data Sharing and Disclosure

4.1 Internal Sharing

Your information is accessible to:

• You: Full access to your own financial and profile data
• Administrators: Access to all data for management and oversight purposes
• System Administrators: Technical access for maintenance and support

4.2 Third-Party Service Providers

We share limited data with trusted third-party service providers:

• Vercel (Hosting): Hosts our web application
• Neon (Database): Stores our PostgreSQL database
• Resend (Email Service): Sends system notifications and alerts
• GitHub: Stores source code (no personal data)

5. Data Security

5.1 Technical Safeguards

We implement industry-standard security measures:

• Encryption: HTTPS/TLS encryption for all data transmission
• Password Protection: Bcrypt hashing with 12 salt rounds
• JWT Authentication: Secure token-based authentication with expiration
• Rate Limiting: Protection against brute-force attacks
• Input Validation: Prevention of SQL injection and XSS attacks
• CORS Protection: Controlled cross-origin resource sharing

5.2 Access Controls

• Role-Based Access: Staff members can only access their own data
• Admin Authentication: Separate admin authentication system
• Auto-Logout: 5-minute inactivity timeout for administrators
• Session Management: Secure session handling and token expiration

6. Data Retention

6.1 Active Accounts

We retain your personal information for as long as:

• Your account is active
• You remain employed at RMU
• You are a member of the Staff Welfare Fund

6.2 Inactive Accounts

When your account becomes inactive:

• Financial records are retained for 7 years for audit and compliance purposes
• Contribution history is maintained for benefit calculations
• Beneficiary information is retained until withdrawal or account closure

7. Your Rights

7.1 Access and Portability

You have the right to:

• Access your personal information through the staff portal
• Request a copy of your data in a structured format
• View your complete financial history and transactions

7.2 Correction and Updates

You can:

• Update your profile information directly through the System
• Correct errors in your beneficiary details
• Request corrections to financial records through administrators

8. International Data Transfers

Our System is hosted on Vercel (USA) with database services from Neon (AWS). Your data may be transferred to and processed in countries outside Ghana. We ensure appropriate safeguards are in place for such transfers.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or new features.

Notice of Changes:

• Material changes will be communicated via email or system notifications
• Continued use of the System constitutes acceptance of updated terms
• Version history is maintained for transparency

11. Consent

By using the RMU Staff Welfare Fund Management System, you consent to:

• The collection and processing of your personal information as described
• The use of cookies and tracking technologies
• The transfer and storage of data with third-party service providers
• The terms outlined in this Privacy Policy

This Privacy Policy is part of our commitment to protecting your privacy and maintaining transparency in our data practices.