1. Who we are and what this policy covers
MyHomeAssociation ("we", "us", "our") is a platform that helps residential estates and apartment buildings manage dues, expenses, resident records and communications. We are based in Accra, Ghana. This policy explains what personal information we collect through our website at myhomeassociation.com (the "Website"), how we use it, and the choices you have.
We are the data controller for the information described in this policy. Our contact details are in section 14.
This policy covers the public marketing Website only. The resident platform that each estate or building uses is covered separately, as explained in section 12.
2. Information we collect
We collect only what we need to respond to you and to run the Website.
- Information you give us. When you use the Get Started form or the Contact page, or email us, we collect your name, email address, phone number, the name and location of your property, the number of units, your role (for example Executive Committee member, trustee or manager), and any message you write.
- Booking information. If you book a demo through Calendly, Calendly collects your name, email address and chosen time. Calendly's own privacy policy applies to that information.
- Email correspondence. If you write to admin@myhomeassociation.com, we keep your message and our replies.
- Technical information. Our hosting provider and any analytics tools we use may automatically record your IP address, browser type, device type, the pages you visit and the time of your visit.
The Website does not process payments, and we do not ask for payment card details here. Please do not send us sensitive personal information such as identity numbers or health details through the Website.
3. How we use your information
We use your information only for the purposes below, and we do not sell it.
- To reply to your enquiries and messages.
- To arrange demos and, if you ask us to, scope a setup for your property.
- To send you the information you asked for about MyHomeAssociation, including follow-up after a demo or enquiry.
- To keep the Website secure and working, and to understand which pages are useful so we can improve them.
- To meet our legal obligations and protect our rights.
We do not use your information for automated decision making that has a legal or similarly significant effect on you.
4. Our basis for using your information
We process personal information in line with Ghana's Data Protection Act, 2012 (Act 843). Our grounds are:
- Your consent, when you submit a form or ask us to contact you. You can withdraw your consent at any time by writing to us.
- Steps you ask for before an agreement, such as a demo, a quote or a setup discussion.
- Our legitimate interests, such as keeping the Website secure and understanding how it is used, where these do not override your rights.
- Legal obligation, where the law requires us to keep or disclose information.
5. Who we share information with
We share personal information only with service providers who help us run the Website and our business, and only as much as they need to do that. These include:
- Our website hosting and database providers, which store form submissions (Hostinger, Lovable, Supabase).
- Calendly, which handles demo bookings.
- Our email provider, which delivers and stores our email.
- Analytics providers, if we use them.
We require these providers to protect your information and to use it only on our instructions.
We may also disclose information where the law requires it, for example to a court or regulator, or to protect our rights or the safety of others. If our business is ever sold or reorganised, your information may pass to the new owner, who must honour this policy.
6. Cookies and analytics
Cookies are small files that a website stores on your device.
We use Google Analytics to understand how visitors use the Website. It sets cookies and records information such as pages visited and approximate location. You can refuse or delete cookies in your browser settings, and the Website will still work.
Calendly may set its own cookies when you open the booking popup. Calendly's cookie policy applies to those.
7. How long we keep information
We keep information only as long as we need it for the purpose it was collected.
| Information | How long we keep it |
|---|---|
| Enquiries and form submissions that do not lead to an agreement | 12 months after our last contact |
| Information about customers | For the life of the agreement, then as long as the law requires |
| Email correspondence | 24 months, unless needed for a continuing matter |
| Website server logs | Up to 12 months |
8. How we protect your information
We use reasonable technical and organisational measures to protect personal information. These include encrypted connections (HTTPS) across the Website, access limited to the people who need it, and providers that apply their own security controls. No online service can be guaranteed completely secure. If a breach affects your information, we will tell you and the Data Protection Commission as the law requires.
9. Your rights
Under Act 843 you may ask us to:
- Confirm whether we hold information about you and give you a copy.
- Correct information that is inaccurate or incomplete.
- Delete information we no longer need or have no lawful reason to keep.
- Stop using your information for direct marketing.
- Stop or limit processing that causes you unwarranted harm.
To use any of these rights, email admin@myhomeassociation.com. We will respond within 30 days. If you are not satisfied with our response, you may complain to Ghana's Data Protection Commission.
10. Transfers outside Ghana
Some of our service providers store or process information on servers outside Ghana. Where this happens, we take steps to make sure your information receives protection comparable to what Ghanaian law requires, for example through our contracts with those providers.
11. Children
The Website is for adults who manage or govern residential properties. We do not knowingly collect personal information from anyone under 18. If you believe a child has sent us information, contact us and we will delete it.
12. The resident platform
This policy does not cover the resident platform. Each estate or building that uses MyHomeAssociation has its own branded platform, where residents log in to see balances, payment history and notices. In most cases the estate's Executive Committee or management decides what resident information is collected and why, and MyHomeAssociation handles it on the committee's behalf under a separate agreement. Residents should read the privacy notice on their own platform, or ask their committee for it.
13. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top of the page shows when it last changed. If we make a significant change, we will say so clearly on the Website.
14. Contact us
For questions about this policy or about your information, contact:
- Business: MyHomeAssociation (a product of Fairbanks Consulting)
- Email: admin@myhomeassociation.com
- Phone: +233 24 674 4234
- Location: Accra, Ghana