This Privacy Policy explains how Polytank Ghana Limited ("PolyTank", "we", "our", or "us"), a member of the Mohinani Group, collects, uses, shares, and protects information when you use our mobile applications (the PolyTank Dealer App and related field-staff apps), our website polytankgh.com, and any other digital services we provide (together, the "Services").

By creating an account or using the Services, you agree to this Policy. If you do not agree, please do not use the Services.

1Information We Collect

We collect the following categories of information to operate the Services:

2How We Use Your Information

• Provide the Services — create your account, process and fulfill orders, route approvals, manage credit limits, and deliver products to you.
• Communicate — send order status updates, approvals, rejections, delivery notifications, support replies, and important service announcements.
• Operate & improve — diagnose crashes, fix bugs, monitor performance, and improve features. We use aggregate, non-identifying statistics for product decisions.
• Comply & protect — meet legal, accounting, and tax obligations; prevent fraud; enforce our terms; and protect the rights and safety of users and the public.
• Integrate with our ERP — once an order is approved, we push the necessary order details (your dealer code, items, totals) to our internal ERP system (Orion) for fulfillment.

3Legal Bases for Processing

Where applicable law requires us to identify a legal basis, we process your information because: (a) it is necessary to perform the contract under which we provide the Services to you; (b) it is necessary to comply with our legal obligations; (c) you have given us your consent (for example, to send push notifications); or (d) it is in our legitimate interests (such as preventing fraud, securing our systems, and improving the Services), balanced against your rights.

4Sharing & Disclosure

We do not sell your personal information. We share it only as needed:

• Within the Mohinani Group — with affiliated entities for order processing, finance, and group-level reporting.
• Service providers — cloud hosting, push-notification services (Apple, Google), SMS / OTP providers (e.g. Arkesel), payment and credit verification partners, and analytics — all under contractual confidentiality obligations.
• Logistics & delivery partners — name, contact, and delivery address only, to deliver your order.
• Legal & regulatory authorities — when required by law, court order, or to protect rights, safety, and property.
• Business transfers — in a merger, acquisition, or sale of assets, your information may transfer to the new entity, subject to the same protections described here.

5Push Notifications

With your permission, we send push notifications to keep you informed about order status changes, approval requests, payment reminders, and important service updates. You can disable push notifications at any time from your device's settings.

6Device Permissions

• Camera / Photos — to upload a profile picture or attach an image to a support ticket or order.
• Location — only when a field-staff user manually starts a dealer visit check-in.
• Notifications — to deliver push messages described above.
• Network access — required to communicate with our servers.

All permissions are optional except network access; the app functions with reduced features if you deny others, and you can change permissions any time in your device settings.

7Data Retention

We keep your information for as long as your account is active and as required for legitimate business purposes — typically including:

• Order, invoice, and tax records: at least 7 years after the transaction, in line with Ghana Revenue Authority and accounting requirements.
• Account profile information: while your account is active and for a reasonable period thereafter to handle disputes or returns.
• Crash logs and device technical data: typically up to 90 days.

On request and where the law permits, we will delete or anonymize information once it is no longer needed.

8Data Security

We protect your information using industry-standard safeguards: HTTPS / TLS encryption in transit, encrypted storage at rest, password hashing, role-based access controls, audit logging, and regular security reviews. No system is perfectly secure — if you suspect unauthorized access to your account, contact us immediately at the address below.

9Your Rights

Subject to applicable law (including Ghana's Data Protection Act, 2012), you have the right to:

• Access the personal data we hold about you.
• Correct any inaccurate or incomplete information.
• Delete your account and associated personal data (subject to retention requirements above).
• Object to or restrict certain processing.
• Withdraw consent at any time, where processing is based on consent.
• Lodge a complaint with the Ghana Data Protection Commission (dataprotection.org.gh).

To exercise any of these rights, email us at the address in section 13. We will respond within a reasonable period and, in any case, within the time limits required by law.

10Children's Privacy

The Services are intended for business customers (dealers) and authorized PolyTank staff, all of whom are 18 years or older. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us and we will delete it.

11International Transfers

Our servers and certain service providers (e.g. Firebase, Apple) operate outside of Ghana. When we transfer your data internationally, we use contractual safeguards equivalent to those required by Ghana's Data Protection Act, 2012.

12Changes to this Policy

We may update this Policy from time to time. When we make material changes, we will notify you through the app or by email and update the "Last updated" date above. Continued use of the Services after the change means you accept the updated Policy.

13Contact Us

If you have questions about this Privacy Policy or your personal information, contact us: