PRIVACY POLICY

Effective Date: 20th June 2025
Last Updated: 1oth May 2026

1. Introduction

The Ghana Scholarly Society (GSS) ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you interact with our website, register for membership, participate in conferences and events, submit forms, engage with our research and scholarly activities, or communicate with us.

As a global scholarly society, GSS brings together academics, researchers, policymakers, industry professionals, and postgraduate researchers to advance knowledge, promote collaboration, and contribute to sustainable development in Africa and globally. We are committed to ensuring that your personal data is handled responsibly, transparently, and securely.

By using our website and services, you agree to the practices described in this Privacy Policy.

2. Who We Are

Ghana Scholarly Society (GSS)
56 Windmill Meadows
York, YO41 5RQ
United Kingdom

Email: admin@ghscholars.com
Website: www.ghscholars.com

3. Information We Collect

We may collect and process the following categories of information:

Personal Information

Full name
Email address
Telephone number
Postal address
Institution or organization
Professional title and affiliation
Academic qualifications
Research interests and expertise
Curriculum vitae (CV) or professional profile
Membership information

Conference and Event Information

When registering for conferences, workshops, seminars, webinars, or other events, we may collect:

Registration details
Attendance records
Presentation and publication submissions
Travel-related information voluntarily provided
Dietary or accessibility requirements
Payment and invoicing information

Website Usage Information

When visiting our website, we may automatically collect:

IP address
Browser type and version
Device information
Operating system
Website usage data
Pages visited
Referral sources
Cookies and analytics information

Communications Information

We may retain records of correspondence when you:

Contact us by email
Submit enquiries
Participate in surveys
Join mailing lists
Respond to invitations or announcements

4. How We Use Your Information

We use personal information to:

Membership Administration

Process membership applications
Maintain membership records
Communicate with members
Provide member services and benefits

Conferences and Events

Manage registrations
Coordinate attendance
Facilitate presentations and publications
Issue event-related communications
Produce conference programmes and participant directories where appropriate

Research, Scholarship, and Professional Development

Facilitate collaborations and networking
Support scholarly activities
Promote funding opportunities
Organize mentorship and capacity-building programmes
Support publications and research dissemination

Communication and Outreach

Send newsletters and updates
Share event announcements
Provide information about opportunities relevant to members and stakeholders
Promote GSS initiatives and activities

Website Improvement

Monitor website performance
Improve user experience
Analyze usage trends
Enhance security

Legal and Administrative Purposes

Meet legal obligations
Protect organizational interests
Resolve disputes
Prevent fraud and misuse

5. Legal Basis for Processing

Where applicable, we process personal data on one or more of the following grounds:

Your consent
Performance of a contract or membership relationship
Compliance with legal obligations
Legitimate interests in operating and developing GSS activities
Protection of vital interests where necessary

6. Conference Photography and Media

GSS events, conferences, workshops, and public engagements may be photographed, recorded, or livestreamed.

Images, videos, recordings, and testimonials may be used for:

Conference reports
Publications
Websites
Social media platforms
Marketing and promotional materials
Historical and archival purposes

Individuals who do not wish to appear in media materials should notify event organizers in advance.

7. Sharing of Information

We do not sell personal information.

We may share information with:

Event partners and sponsors where necessary for event administration
Academic institutions and collaborating organizations
Technology service providers
Payment processing providers
Professional advisers
Government or regulatory authorities where legally required

All third-party service providers are expected to maintain appropriate security and confidentiality standards.

8. International Data Transfers

As an international scholarly society with members, partners, and participants across multiple countries, personal information may be transferred and processed internationally.

Where such transfers occur, GSS will take reasonable measures to ensure that personal information receives an adequate level of protection consistent with applicable data protection laws.

9. Data Security

We implement appropriate technical and organizational measures to safeguard personal information against:

Unauthorized access
Disclosure
Alteration
Loss
Misuse
Destruction

While no system can guarantee absolute security, we continually review our practices to maintain high standards of data protection.

10. Data Retention

We retain personal information only for as long as necessary to:

Fulfil the purposes outlined in this Policy
Maintain membership and participation records
Meet legal, regulatory, financial, and operational requirements
Preserve historical and scholarly records where appropriate

When information is no longer required, it will be securely deleted or anonymized.

11. Cookies and Analytics

Our website may use cookies and similar technologies to:

Improve functionality
Understand user behaviour
Measure website performance
Enhance user experience

Users may manage cookie preferences through their browser settings. Disabling cookies may affect certain website features.

12. Your Rights

Subject to applicable laws, you may have the right to:

Access your personal information
Correct inaccurate information
Request deletion of your information
Restrict or object to processing
Withdraw consent where consent is relied upon
Request data portability
Lodge a complaint with a relevant supervisory authority

Requests may be submitted to:

admin@ghscholars.com

13. Third-Party Websites

Our website may contain links to external websites operated by third parties. GSS is not responsible for the privacy practices or content of external websites. Users should review the privacy policies of those websites separately.

14. Children's Privacy

GSS services are intended primarily for adults, academics, researchers, professionals, and postgraduate students. We do not knowingly collect personal information from children under the age of 16 without appropriate consent.

15. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect legal, operational, or organizational changes.

The latest version will always be published on our website, and the revised date will be indicated at the top of this document.

16. Contact Us

If you have any questions regarding this Privacy Policy or how your information is handled, please contact: