Privacy Policy

Who we are

Advanced Gadget Solutions Ltd. (AGS), a member of the E-cube Group, is committed to protecting the privacy and confidentiality of the business and professional information entrusted to us. This Policy outlines how we collect, use, and protect the data you provide to us when you engage with our IT product distribution and reselling services, in compliance with the Data Protection Act, 2012 (Act 843) of Ghana.

1. Information We Collect

As a B2B distributor, we primarily collect Organizational Data and Professional Contact Information necessary for sales, logistics, and compliance:

A. Organizational Data

This includes information about your business entity:

  • Company name, physical address, business registration number, and Taxpayer Identification Number (TIN).
  • Financial details for payments, credit terms, and transaction records.
  • Procurement data, including purchase orders, product specifications, and detailed delivery instructions.

B. Professional Contact Information (Personal Data)

This covers data relating to your employees and representatives:

  • Names, job titles, business email addresses, and work phone numbers of key contacts (e.g., procurement managers, technical staff).
  • Records of our correspondence (emails, service call logs) regarding orders, quotes, and support.

2. How We Collect and Use Your Information

We collect your information through direct interactions (e.g., phone calls, emails, contracts) and use it exclusively for legitimate business purposes:

Collection and Use Summary

  • Preparing Quotes and Responding to Inquiries: We use your Direct Contact information to provide accurate pricing, confirm product availability, and address technical questions before a sale.
  • Order Fulfillment and Administration: We use Organizational and Procurement Data to process, fulfill, and track your orders; manage invoicing and payment; and administer product warranties.
  • Account Management: We use your details to maintain your client account, manage credit agreements, and ensure smooth, ongoing partnership.
  • Legal and Regulatory Compliance: We process data to meet our legal obligations under Ghanaian regulations, including the Data Protection Act, 2012 (Act 843), tax laws, and anti-money laundering requirements.

3. Data Disclosure and Sharing

Data may be shared internally within the E-cube Group and externally with trusted partners under defined conditions:

A. Internal Group Sharing

We may share your information with other entities within the E-cube Group (including E-cube Technologies Ltd and Rethink IT Ghana Ltd) when necessary to provide integrated solutions and centralize administration:

  • Sharing procurement history to seamlessly integrate hardware distribution with custom IT solutions or consulting advice.
  • Centralizing administrative functions (e.g., billing, IT security) under E-cube Group for operational efficiency.

B. External Third Parties

We only share data with external parties who are essential to the fulfillment of our contract with you:

  • Logistics and Shipping Partners: To ensure the correct products are delivered to your specified location efficiently.
  • OEMs and Manufacturers: To register product warranties and, when necessary, for license activation, software updates, or technical support.
  • Legal Authorities: When mandated by law, such as in response to a court order, subpoena, or government audit.

4. Data Security and Retention

We are committed to maintaining the security and confidentiality of your data.

  • Security: We implement robust security safeguards, including encryption, access controls, secure networks, and strict internal protocols to protect your data against unauthorized access, disclosure, or loss.
  • Retention: We retain your data only for as long as necessary to fulfill the purposes described in this Policy, comply with Ghanaian legal and accounting requirements (typically seven years for financial records), and resolve any commercial disputes.

5. Your Rights as a Data Subject

Under Ghana’s Data Protection Act, 2012 (Act 843), you have specific rights concerning your professional data we process, including the right to:

  • Be informed about the data we collect and how we use it.
  • Access the data we hold about your organization and contacts.
  • Request the correction or rectification of any inaccurate or incomplete data.
  • Object to the processing of your data in certain circumstances.

6. Policy Updates and Contact Information

Policy Changes

We may update this Privacy Policy periodically to reflect changes in our data processing practices or legal requirements. Any revisions will be posted on this website with a revised “Effective Date.”

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data subject rights, please contact our Data Protection Officer:

Data Protection Officer Advanced Gadget Solutions Ltd. Email: privacy@advancedgadgetsolutions.com

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