Privacy Policy

If you have additional questions or require more information about this Privacy Policy, do not hesitate to contact us at support@phoot.io or on +233 20 009 1571.

This Privacy Policy applies to our online activities and is valid for visitors to our website with regard to the information that they share with and/or that is collected by Phoot Technologies through phoot.io. It does not apply to information collected offline or via channels other than this website, except where it says so below.

Who we are

Phoot Technologies (“we”, “us”) operates the website phoot.io and is responsible for the personal data described in this policy. We are based at N883 Ntoaso Ln, Nsawam, Eastern Region, Ghana. We handle personal data in line with Ghana’s Data Protection Act, 2012 (Act 843) and, where they apply to visitors in those regions, the EU and UK General Data Protection Regulations and the California Consumer Privacy Act.

By using our website you acknowledge this Privacy Policy. We only process your personal data where we have a lawful reason to do so:

to reply to an enquiry or consultation request and provide the services you ask about (taking steps at your request before a contract, or performing a contract);
to keep our website and systems secure, prevent spam and fraud, and understand in aggregate how the website is used (our legitimate interests);
to meet legal, accounting and regulatory obligations; and
where we ask for it, your consent, which you can withdraw at any time.

Information we collect

The personal information you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide it.

Enquiry and consultation forms. Our contact and free consultation forms ask for your name, email address and message, and optionally your phone number, organisation, budget range, preferred contact method and, for consultations, the days or times that suit you. We also record which page you sent the form from and, unless your browser asks not to be tracked, how your visit reached us: the first page you viewed, the website that referred you (the domain only) and any campaign tags in the link you followed.

When you contact us directly. If you email, call or message us on WhatsApp, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you send us, and any other information you choose to provide.

We do not offer visitor accounts on this website, and we do not knowingly collect special categories of data. Please do not include sensitive information, such as health or financial details, in an enquiry.

How we use your information

We use the information we collect to:

reply to your enquiry or consultation request, and arrange and hold the consultation;
provide, operate, maintain and secure our website;
understand, in aggregate, which pages and campaigns are useful, so we can improve the website and our services;
communicate with you about your enquiry or project, including by email, phone or WhatsApp as you prefer;
send marketing messages, only if you have agreed to receive them (you can opt out at any time); and
find and prevent fraud, spam and abuse.

How we manage enquiries. When you send a form, your enquiry is stored securely in our own enquiry management system so it is not lost. Our team uses it to:

record replies, notes and follow-up dates;
assign the enquiry to the person handling it;
track its progress.

A consultation request is not a confirmed appointment. We contact you to agree a time, and only then record an appointment. We do not use your enquiry for automated decisions about you.

Log files

Like most websites, our servers and our content delivery provider, Cloudflare, automatically process technical information when you visit. This includes your internet protocol (IP) address, browser type, date and time stamp, the pages requested and referring pages. We use it to deliver the website, keep it secure, prevent abuse and diagnose problems. Server and security logs are kept for a short period, typically no more than 90 days, unless they are needed to investigate an incident.

Website analytics

We measure how our website is used with our own privacy-focused analytics, which runs on our servers. We do not use a third-party analytics or advertising service for this. In particular:

No cookies or browser storage are used for analytics, and we do not fingerprint your device.
Your IP address is not stored. To count visitors without identifying them, we combine your IP address and browser details with a random value that changes every day and is then deleted. This produces a code that cannot be linked to you or across days once that value is gone.
We record only:
- the pages viewed;
- the referring website’s domain;
- campaign tags;
- your device type (mobile, tablet or desktop);
- browser family and country;
- interactions such as clicking a WhatsApp or contact button, starting a form, or a form being submitted.
We never record what you type into a form.
Your choices are respected. If your browser sends a “Do Not Track” or “Global Privacy Control” signal, we do not measure your visit or record how you reached us.

Detailed analytics records are kept for about 13 months and then deleted; we keep only daily totals after that.

Cookies and web beacons

The website does not set advertising, analytics or tracking cookies, and we do not show advertising on our website. Cloudflare may set strictly necessary security cookies to protect the website from abuse.

Our team’s sign-in to manage the website uses a strictly necessary cookie that applies only to staff.

You can choose to disable or delete cookies through your browser settings. More detailed information about cookie management is available on your browser’s website.

We do not sell or rent your personal data. We share it only with service providers that help us operate, under appropriate safeguards:

Cloudflare, which delivers and protects the website.
Our hosting provider, which runs the servers that host the website and our enquiry management system.
Our email and business-systems providers, including our client portal at office.phoot.io, used to receive and manage enquiries and projects.
Meta (WhatsApp), when you choose to contact us on WhatsApp.

We may disclose information where required by law or to protect our rights, users or the public. Some providers may process data outside Ghana; where they do, we rely on the safeguards required by applicable law.

Third-party privacy policies

This Privacy Policy does not apply to other websites, including those we link to or those of the providers listed above. We advise you to consult their respective privacy policies for more detailed information, including their practices and how to opt out of certain options.

How long we keep it

Information	How long we keep it
Enquiries that do not lead to a working relationship	Deleted within 24 months
Client records	For the duration of the relationship, and afterwards for as long as required for legal and accounting purposes
Messages identified as spam	Deleted after 30 days
Detailed website analytics records	About 13 months; only daily totals are kept after that
Server and security logs	Typically no more than 90 days

How we protect it

The website is served only over encrypted HTTPS connections. Access to enquiries is limited to staff who need it, using individual accounts, role-based permissions and multi-factor authentication. Our systems keep a record of who changed or exported enquiries. No system is perfectly secure, but we take reasonable steps to protect your information.

CCPA privacy rights (do not sell my personal information)

Under the CCPA, among other rights, California consumers have the right to:

request that a business that collects a consumer’s personal data disclose the categories and specific pieces of personal data that the business has collected about consumers;
request that a business delete any personal data about the consumer that the business has collected; and
request that a business that sells a consumer’s personal data not sell it.

We do not sell or share personal data for advertising. If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

We would like to make sure you are fully aware of all of your data protection rights. Depending on where you live, you are entitled to the following:

The right to access. You have the right to request copies of your personal data. This is free of charge, unless a request is clearly unfounded or excessive.
The right to rectification. You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete information you believe is incomplete.
The right to erasure. You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing. You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing. You have the right to object to our processing of your personal data, under certain conditions, including to marketing at any time.
The right to data portability. You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
The right to withdraw consent, where we rely on your consent.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please email support@phoot.io. If you are unhappy with how we handle your data, you can complain to Ghana’s Data Protection Commission or to the data protection authority where you live.

Children’s information

Another part of our priority is protecting children while they use the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

Phoot Technologies does not knowingly collect any personally identifiable information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately. We will do our best to promptly remove such information from our records.

Changes to this policy

We may update this policy when our services or the law change. The “last updated” date at the top shows when it was last revised.