1. Our commitment to privacy
Dothouse Digital and Events Solutions Ltd (“Dothouse”, “we”, “us” or “our”) operates Gbidukor.com, an event management and registration platform. This Privacy Policy explains how we collect, use, store, disclose and protect personal data when people visit the website, register for events, receive event communications, use tickets or QR codes, or interact with authorised platform services.
We aim to handle personal data responsibly and in accordance with applicable Ghanaian law, including the Data Protection Act, 2012 (Act 843).
Our Data Protection Commission registration is currently in progress. This is a disclosure of our current status, not a claim that registration has been approved or completed.
2. Who is responsible?
Dothouse Digital and Events Solutions Ltd operates the platform and is the contact point for privacy matters. Website: www.gbidukor.com. Privacy email: privacy@gbidukor.com.
Dothouse manages data for platform administration and related purposes. Event organisers may separately determine how participant information is used for their events. Depending on the circumstances, Dothouse and an organiser may have distinct or shared responsibilities under applicable data protection law.
3. Personal data we may collect
Identity and contact details: full name, date of birth or age, gender where requested, mobile or WhatsApp number, email address, town or community, region, occupation, school or institution.
Registration and event details: event selected, registration status, event-specific options and declarations, ticket identifiers, QR-code references, ticket-delivery status and attendance/check-in records, including relevant scan results and timestamps.
Payment-related information: payment method, payment reference, amount due or recorded as paid, and payment status. The platform may record references and status without storing full payment-card details; actual handling depends on the payment method and provider.
Administration and security information: account and role information for authorised users, administrative activity and audit records, notification and delivery logs, and technical information needed to operate, secure, troubleshoot and maintain the website where generated by the hosting environment.
We do not intend to collect more information than reasonably necessary for the stated purposes. Avoid submitting sensitive or unrelated information unless it is specifically requested for a legitimate event requirement.
4. How we collect information
We may collect data directly from registration and contact forms; from authorised organisers or administrators; through ticketing, QR-code and check-in features; through technical logs; or from payment, hosting, email, SMS and other providers where needed to confirm transactions or operate a feature. Anyone submitting another person’s information must have the authority or permission required.
5. Why we use personal data
- Register participants and administer events.
- Confirm registration and communicate event details or changes.
- Record payment references and payment status.
- Issue, deliver or verify tickets and QR codes where enabled.
- Record and validate attendance and check-in activity.
- Respond to enquiries, complaints and support requests.
- Manage authorised accounts, roles, security and audit activity.
- Send necessary service messages through supported channels.
- Maintain the website, investigate misuse and meet legal or record-keeping obligations.
- Resolve disputes and establish or defend legal claims where necessary.
Submitting a registration is not blanket permission to use personal data for unrelated marketing.
6. Lawful and fair processing
We will identify and document the applicable legal basis for each relevant processing activity as required by law. Depending on the circumstances, this may include consent, steps needed to provide a requested service, compliance with a legal obligation or another lawful justification. Where consent is required, it should be specific and informed and may be withdrawn subject to applicable law. If you do not provide information necessary for a service, we may be unable to complete the relevant registration or feature and will aim to explain why the information is required.
7. Event organisers and authorised users
Information relevant to an event may be accessible to its organiser and authorised personnel who need it to manage that event. Access should be limited to legitimate operational needs. Organisers and authorised users must not use participant information for unrelated purposes or share it without appropriate authority. Dothouse may access information as needed to provide platform services, support users, maintain security, investigate incidents or meet legal obligations.
8. Service providers and disclosures
Where necessary, data may be disclosed to hosting and technical providers; email, SMS and communications providers, including mNotify for SMS functionality where used; payment providers where a payment feature is used; event organisers and authorised staff; professional advisers, auditors or authorities where lawfully required; or other parties where you have given appropriate permission or disclosure is otherwise lawful.
We seek to limit disclosures to information reasonably necessary for the relevant purpose and to establish appropriate arrangements with service providers. We do not sell personal data as a commercial product.
9. International processing
Some technology or communications providers may process or store information outside Ghana. Where this occurs, we will assess the arrangements and apply safeguards required by applicable law. Specific locations and transfer arrangements depend on the providers and services in use and will be documented as part of our compliance work.
10. Email, SMS, WhatsApp and marketing
We may use contact details to send messages about registrations, confirmations, tickets, payment status, attendance, event changes and essential instructions. SMS may be routed through mNotify. Delivery depends on providers, networks, devices, contact details and service availability. A submission or delivery status does not necessarily prove that a message was read.
Promotional messages are distinct from essential service messages. We will send promotional or direct-marketing communications only where required consent or other legal conditions are satisfied. You may opt out using the method provided or by contacting us. Opting out of marketing will not necessarily stop essential messages needed to administer a registration or meet legal obligations.
11. Cookies and technical information
The website or hosting environment may use essential technical mechanisms, such as sessions or security logs, to make the platform function and protect it from misuse. Exact cookie and similar-technology use depends on the features enabled on the live website. If non-essential analytics, advertising or tracking technologies are introduced, we will update this policy and provide notices or choices required by law.
12. Data security
We aim to apply reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure or destruction. Measures may include role-based access, authentication, security updates, restricted database access, backups, audit records and controlled access to operational systems, depending on the service and configuration. No online system can be guaranteed completely secure. We will investigate suspected incidents, take appropriate corrective action and make notifications required by applicable law.
13. How long we keep personal data
A formal, documented data-retention schedule has not yet been defined. Developing and implementing that schedule is an outstanding compliance action.
Our intended approach is to retain personal data only as long as reasonably necessary for the purpose for which it was collected, taking account of event administration, payment reconciliation, security, dispute resolution and legal obligations. Data should then be securely deleted, anonymised or otherwise disposed of where appropriate.
Retention periods may differ for registration details, payment records, ticket and check-in records, notification logs and administrative audit records. Until a formal schedule is approved, we will review retention practices and avoid keeping information longer than necessary. Specific periods and deletion procedures will be documented as part of our compliance work.
14. Your data protection rights
Subject to applicable law and the circumstances, you may have rights to be informed about processing; request access to personal data; request correction of inaccurate or incomplete data; object to or request restriction or cessation of certain processing; withdraw consent where processing relies on consent; raise a complaint; and exercise other rights available under Ghanaian data protection law.
Some requests may be limited where the law permits or requires continued processing, including certain legal, security or record-keeping purposes. To make a request, email privacy@gbidukor.com with the nature of your request and enough information to identify the relevant record. We may need to verify your identity before disclosing or changing information. You may also contact Ghana’s Data Protection Commission if you have concerns.
15. Children and information about others
Some events may be intended for children or young participants. Where children’s data is collected, the event and platform arrangements must comply with applicable legal requirements, including any required parent or guardian involvement. Do not submit another person’s information unless you have the authority or permission required. Organisers must take particular care with children’s information and sensitive data.
16. External links
Gbidukor.com may link to external websites or services. Those third parties have their own privacy practices and terms. Review their policies before providing information; we are not responsible for the privacy practices of external websites.
17. Changes to this Policy
We may update this Policy to reflect changes in the platform, processing practices, providers or legal requirements. The current version will be published on Gbidukor.com with an updated effective date or version number. Where notice or consent is required, we will take the steps required by applicable law.
18. Contact us
Dothouse Digital and Events Solutions Ltd
Privacy email: privacy@gbidukor.com
Website: www.gbidukor.com
Please use “Privacy Request” as the email subject where possible so your message can be routed appropriately.
Effective date: 29 October 2026 · Version 1.0
This policy describes the intended framework for handling personal data and must be kept aligned with actual platform behaviour, contracts, security measures and an approved retention schedule. Publication does not itself establish regulatory registration or guarantee compliance.