DATA PRIVACY POLICY
Ghana Scholarly Society (GSS)
Effective Date: 20 June 2025
Last Updated: 10 May 2026
1. Purpose
The Ghana Scholarly Society (GSS) is committed to protecting the privacy, confidentiality, integrity, and security of personal data entrusted to us by our members, conference participants, partners, researchers, volunteers, donors, website visitors, and other stakeholders.
As an international scholarly and professional society, GSS recognizes the importance of responsible data management and is committed to processing personal information in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant international privacy regulations.
This Data Privacy Policy establishes the principles and standards governing the collection, use, storage, transfer, retention, and disposal of personal data by GSS.
2. Scope
This Policy applies to:
Members of the Ghana Scholarly Society
Conference and event participants
Researchers and collaborators
Volunteers and consultants
Donors and sponsors
Website users
Mobile application users
Employees and contractors where applicable
Any individual whose personal data is processed by GSS
3. Our Data Protection Principles
GSS processes personal data in accordance with the following principles:
Lawfulness, Fairness and Transparency
Personal data shall be collected and processed lawfully, fairly, and transparently.
Purpose Limitation
Personal data shall only be collected for specified, legitimate, and clearly defined purposes.
Data Minimisation
Only data that is necessary and relevant for the intended purpose shall be collected.
Accuracy
Reasonable measures shall be taken to ensure that personal data remains accurate and up to date.
Storage Limitation
Personal data shall be retained only for as long as necessary to fulfil the purpose for which it was collected.
Integrity and Confidentiality
Appropriate technical and organizational measures shall be implemented to protect personal data against unauthorized access, disclosure, alteration, loss, or destruction.
Accountability
GSS shall maintain appropriate governance, oversight, and accountability mechanisms for data protection.
4. Categories of Personal Data Processed
GSS may process the following categories of personal information:
Identity Information
Full name
Date of birth (where required)
Nationality
Membership identification details
Contact Information
Email address
Telephone number
Postal address
Country of residence
Professional Information
Institutional affiliation
Job title
Academic qualifications
Research interests
Professional biography
Curriculum Vitae (CV)
Conference and Event Information
Registration details
Attendance records
Presentation submissions
Publication details
Session participation information
Financial Information
Payment records
Registration fees
Donation records
Sponsorship information
Technical Information
IP addresses
Browser information
Device information
Website usage analytics
Mobile application usage data
5. Purposes of Data Processing
GSS processes personal data for the following purposes:
Membership administration and management
Conference and event registration
Research collaboration and scholarly networking
Capacity-building programmes
Publication and dissemination of research outputs
Communication of opportunities, events, and updates
Administration of grants, awards, and funding programmes
Management of volunteer and partnership activities
Compliance with legal and regulatory obligations
Security monitoring and fraud prevention
Website and mobile application administration
6. Legal Basis for Processing
Personal data may be processed under one or more of the following lawful bases:
Consent
Contractual necessity
Legal obligation
Legitimate interests
Public interest activities
Protection of vital interests
7. Data Sharing and Disclosure
GSS does not sell, rent, or trade personal information.
Personal information may be shared only where necessary with:
Academic and research partners
Conference co-hosts and event organizers
Technology and cloud service providers
Payment processing providers
Regulatory authorities
Professional advisers
Funding organizations where required
All third parties receiving personal data are expected to maintain appropriate confidentiality and security measures.
8. International Data Transfers
Given the international nature of GSS activities, personal data may be transferred across jurisdictions for legitimate organizational purposes.
Where international transfers occur, GSS shall implement appropriate safeguards to ensure that personal data receives adequate protection consistent with applicable laws and international best practices.
9. Data Security
GSS employs administrative, technical, and organizational safeguards designed to protect personal data, including:
Secure hosting environments
Access controls and permissions
Authentication measures
Data encryption where appropriate
Secure cloud-based services
Routine monitoring and security reviews
Individuals handling personal data on behalf of GSS are expected to maintain strict confidentiality.
10. Data Retention
Personal data shall be retained only for as long as necessary to:
Fulfil organizational objectives
Support membership administration
Maintain historical and scholarly records
Meet legal, regulatory, and financial obligations
Upon expiration of retention periods, personal data shall be securely deleted, anonymized, or archived in accordance with applicable requirements.
11. Data Subject Rights
Individuals may exercise the following rights, subject to applicable laws:
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to object to processing
Right to data portability
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
Requests regarding personal data should be submitted in writing to:
12. Data Breach Management
In the event of a personal data breach that may pose a risk to individuals, GSS shall:
Investigate the incident promptly
Take appropriate remedial measures
Notify relevant authorities where legally required
Inform affected individuals where necessary
13. Mobile Applications and Digital Platforms
Where GSS operates mobile applications, member portals, conference management systems, or digital collaboration platforms, personal information collected through such systems shall be governed by this Policy and protected using appropriate security measures.
14. Governance and Accountability
The Executive Leadership of GSS is responsible for ensuring compliance with this Policy and promoting a culture of responsible data stewardship across all organizational activities.
All members, volunteers, contractors, and partners handling personal information on behalf of GSS are expected to comply with this Policy.
15. Policy Review
This Data Privacy Policy shall be reviewed periodically to ensure continued compliance with evolving legal, technological, and organizational requirements.
16. Contact Information
For questions regarding this Data Privacy Policy or the processing of personal data, please contact:
Ghana Scholarly Society (GSS)
56 Windmill Meadows
York, YO41 5RQ
United Kingdom
Email: admin@ghscholars.com
Website: www.ghscholars.com
GSS remains committed to maintaining the highest standards of privacy, security, transparency, and responsible data governance in support of its global scholarly community.