Privacy policy

Last updated 9 October 2026

This policy explains what personal information PoultryPrime handles, why, who else handles it for us, how long it is kept, and your rights under the Data Protection Act, 2012 (Act 843) of Ghana.

1. Who is responsible

Evolution Prime IT Ltd, of [REGISTERED ADDRESS], provides PoultryPrime. We are registered with the Data Protection Commission of Ghana under number [DPC REGISTRATION NUMBER].

For account information and messages sent to us through our website, we decide how the information is used. For the records a farm keeps in PoultryPrime, such as its customers' names and phone numbers, the farm decides what is recorded and why, and we handle those records on its behalf and only to provide the service.

2. What we collect

• Account information: each person's name, email address, phone number and role. Passwords are stored only in a scrambled form that cannot be read back.
• Farm records: what the farm enters, including flock, eggs, feed, medication, sales, payments, expenses, and the names and phone numbers of the farm's customers and suppliers.
• Public farm website content, for farms that publish one: the text, photographs, logo and location the farm chooses to show.
• Activity information: who recorded or changed what and when, kept in a record that cannot be altered.
• Security information: sign-in times, and the network address and browser used to sign in or to ask for a password reset. Counts of recent sign-in attempts from each network address are kept for a short time, to stop passwords being guessed.
• Records entered without a signal: kept on that phone, with the name of the person who entered them, until they are sent. They are sent only while that person is signed in.
• Messages sent through the contact form on our website: name, email address, phone number, flock size and the message.

The demonstration site holds invented data only and is reset every hour.

3. Why we use it

• To provide PoultryPrime: keeping your records, working out your figures, and showing each person what their role allows.
• To keep it secure: signing people in, resetting passwords by email or text message, and detecting misuse.
• To send the messages the service depends on, such as approvals waiting, the weekly summary, and messages about your subscription.
• To answer enquiries and give support, and to keep the records of what was agreed and paid.

We do not sell personal information and we do not use it for advertising.

4. The legal basis

We process personal information because it is needed to provide the service you have asked for, because we have a legitimate interest in keeping it secure and supporting you, because the law requires it, or, where none of these applies, with consent, which can be withdrawn.

5. Who else handles it

A small number of providers handle information for us, under agreements that limit them to doing so on our instructions:

• OVHcloud, which hosts PoultryPrime and its database in a data centre in the United Kingdom.
• Cloudflare, which stores our encrypted backups (R2 storage).
• Zoho ZeptoMail, which sends our emails.
• SMS Online GH, which sends our text messages, such as password reset codes.
• OpenStreetMap, from which we draw the map on a farm's public website; only the map location is sent.

6. Information stored outside Ghana

PoultryPrime is hosted in the United Kingdom, which has its own data protection law. We take the steps Act 843 requires to protect information that leaves Ghana, and we keep it no less protected there than it would be here.

7. How long it is kept

• While a subscription is active, records are kept for as long as the farm keeps them.
• When a Premium subscription ends and is not renewed, a farm with 2,000 live birds or fewer moves to the Free plan and keeps its records. A larger farm's data may be deleted from 90 days after the end date, as our Terms and conditions describe. Backup copies are removed within a further 30 days.
• Messages sent through our website are kept for as long as needed to answer and follow up, and no longer than two years.

8. How it is protected

• Each organisation's records are separated at the database itself, not only on the screen.
• Information travels encrypted, and passwords are never stored in readable form.
• Each person sees only what their role allows: a farm hand, for example, never sees financial information.
• Every change is recorded with who made it and when, and that record cannot be edited or deleted.
• Repeated attempts to guess a password or a reset code are slowed down and then refused.
• Backups are taken several times a day and kept in private, encrypted storage.

9. Your rights

Under Act 843 you may ask to see the personal information held about you, to have it corrected or deleted, and to object to how it is used. Contact us at the address below and we will answer within the time the law allows.

If your information is in a farm's records, for example as one of its customers, you may also contact that farm directly, as it decides what it records.

If you are not satisfied with our answer, you may complain to the Data Protection Commission of Ghana.

10. Cookies

The PoultryPrime application uses only the cookies it needs to work: one to keep you signed in, and two that remember whether you have seen the setup guidance. Our website uses no cookies and runs no tracking or analytics.

11. Changes to this policy

We may update this policy. We will tell owners about important changes by email or in the application before they take effect.

12. Contact

Evolution Prime IT Ltd, [REGISTERED ADDRESS]. Email info@evolutionprimeit.com. WhatsApp and calls 020 057 7891.