Privacy Policy

Effective Date: August 2, 2026

1. Introduction

The National Union of Baptist Students, Kwame Nkrumah University of Science and Technology (NUBS KNUST) is deeply committed to safeguarding your privacy. This Privacy Policy describes how We collect, use, and disclose Your information when You use Our website, and tells You about Your privacy rights and how the law protects You — including, where applicable, under the General Data Protection Regulation (GDPR), the California Consumer Privacy Act and California Privacy Rights Act (CCPA/CPRA), and the California Online Privacy Protection Act (CalOPPA).

We use Your Personal Data to provide and improve the Service. We collect, use, and disclose Your information as described in this Privacy Policy and, where required by applicable law, only where We have a valid legal basis to do so, including Your consent (where consent is required).

2. Interpretation and Definitions

Interpretation

The words whose initial letters are capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

• Company (referred to as either "the Company", "We", "Us" or "Our" in this Privacy Policy) refers to NUBS KNUST, KNUST, Kumasi, Ghana.
• Cookies are small files placed on Your device by a website, containing details of Your browsing history on that website, among other uses.
• Country/State refers to: Ghana.
• Device means any device that can access the Service, such as a computer, a cell phone, or a digital tablet.
• Personal Data (or "Personal Information") is any information that relates to an identified or identifiable individual. We use "Personal Data" and "Personal Information" interchangeably unless a specific law requires a specific term.
• Service refers to the Website.
• Service Provider means any natural or legal person who processes data on behalf of the Company — for example, hosting providers, form-processing tools, or analytics tools.
• Usage Data refers to data collected automatically, either generated by use of the Service or from the Service's infrastructure itself (for example, the duration of a page visit).
• User means any individual who accesses or uses the Service.
• Website refers to the NUBS KNUST Official Website, accessible from https://www.nubsknust.org/.
• You means the individual accessing or using the Service.

3. Information We Collect

Personal Data You Provide

While using Our Service — for example, through Our contact and member-registration form — We may ask You to provide certain personally identifiable information, which may include:

• Full name
• Email address
• Phone number / WhatsApp number
• Academic year and hall/hostel of residence
• Ministry wing preferences and any message or prayer request You choose to share

Usage Data

Usage Data is collected automatically when You use the Service. This may include Your Device's IP address, browser type and version, the pages of Our Service that You visit, the time and date of Your visit, time spent on those pages, unique device identifiers, and other diagnostic data. We currently use Vercel Analytics and Vercel Speed Insights for this purpose, which collect aggregated, privacy-conscious usage and performance data.

Tracking Technologies and Cookies

We use limited tracking technologies to operate and improve Our Service:

• Necessary / Essential Cookies — Session-based, administered by Us. Required for basic site functionality.
• Analytics — Administered by Vercel, used to understand site performance and usage trends in aggregate. See Vercel's own privacy documentation for details on how this data is processed.

Where required by law, We use non-essential cookies only with Your consent, and You may withdraw that consent at any time through Your browser or device settings. Withdrawing consent does not affect the lawfulness of processing carried out before its withdrawal.

Do Not Track Signals

Some browsers offer a "Do Not Track" (DNT) signal. There is currently no universally accepted industry standard for how to respond to DNT signals, and Our Service does not currently respond differently to browsers with DNT enabled.

4. How We Use Your Information

The information We collect is used strictly to facilitate and enhance the operations of NUBS KNUST. Specifically, We use Your data to:

• Review and respond to Your inquiries, prayer requests, feedback, or support requests.
• Process member registrations and connect You with the correct ministry wing, hall, or area cell group.
• Distribute relevant union announcements, event updates, and administrative communications.
• Analyze website traffic and engagement to improve functionality, content quality, and overall user experience.
• Maintain the security of Our platform and detect or prevent misuse.
• Comply with a legal obligation, where applicable.

5. Third-Party Services and Data Sharing

NUBS KNUST does not sell, trade, or rent Your personal identification information to outside parties, and We do not sell or "share" Personal Information as those terms are defined under the CCPA/CPRA.

We rely on a small number of trusted third-party Service Providers to operate the website, including:

• Vercel — hosting, analytics, and performance monitoring.
• Formspree — processing submissions from Our contact and registration form.
• Google (Drive & Gemini APIs) — used internally to manage and display event, gallery, and library content. This does not involve Your Personal Data.

These providers process data under their own independent privacy policies and are bound by standard confidentiality and data-processing obligations.

6. Data Retention

We retain Personal Data only for as long as necessary for the purposes described in this Policy, to comply with Our legal obligations, resolve disputes, and enforce Our agreements. As general guidance:

• Form submissions and correspondence: retained for up to 24 months from the date of last contact, to allow for follow-up and continuity of fellowship communication.
• Aggregated analytics data: retained for up to 24 months, after which it may be anonymized or deleted.

You may request information about how long We retain specific data concerning You by contacting Us using the details in Section 13.

7. International Data Transfers

Your information may be processed by service providers located outside Your country, including in jurisdictions whose data protection laws may differ from those of Your home jurisdiction. Where required by applicable law, We take reasonable steps to ensure such transfers are subject to appropriate safeguards.

8. Your Privacy Rights

If You Are in the European Economic Area or UK (GDPR)

Where GDPR applies to Our processing of Your data, You have the right to:

• Access the Personal Data We hold about You.
• Request correction of inaccurate or incomplete data.
• Request erasure of Your data ("right to be forgotten"), subject to legal exceptions.
• Request restriction of processing in certain circumstances.
• Request portability of data You provided to Us, in a structured, commonly used format.
• Object to processing based on legitimate interests.
• Withdraw consent at any time, where processing is based on consent.
• Lodge a complaint with Your local data protection supervisory authority.

If You Are a California Resident (CCPA/CPRA)

Subject to certain exceptions, You have the right to:

• Know what Personal Information We have collected about You and how it has been used and disclosed.
• Delete Personal Information We have collected from You.
• Correct inaccurate Personal Information.
• Opt out of the sale or sharing of Your Personal Information — not applicable here, as We do not sell or share Personal Information.
• Limit the use of any Sensitive Personal Information — We do not knowingly collect Sensitive Personal Information as defined under CPRA.
• Not be discriminated against for exercising any of these rights.

To exercise any of these rights, contact Us using the details in Section 13. We will respond within the timeframes required by applicable law.

General Rights (All Users)

Regardless of Your location, You may contact Us at any time to request access to, correction of, or deletion of Your Personal Data. Please note that We may need to retain certain information where We have a legal obligation or legitimate operational reason to do so.

9. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect Your Personal Data from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is entirely secure, and We cannot guarantee absolute security.

10. Children's and Minors' Privacy

The Service is not directed to, and We do not knowingly collect Personal Information from, anyone under the age of 16.

If You are a parent or guardian and believe Your child has provided Us with Personal Information, please contact Us. If We become aware that We have collected Personal Information from anyone under the age of 16 without appropriate consent, We will take steps to remove that information from Our records as soon as reasonably possible.

Where applicable law sets a higher age of consent for data processing than 16, We will require the consent of that User's parent or guardian before collecting and using their Personal Information.

11. Links to Other Websites

Our Service may contain links to other websites that are not operated by Us, including social media platforms and third-party embeds (such as Spotify or YouTube). If You click a third-party link, You will be directed to that party's site, and We strongly advise You to review its privacy policy. We have no control over and assume no responsibility for the content or privacy practices of any third-party site.

12. Changes to This Privacy Policy

NUBS KNUST may update this Privacy Policy from time to time. Any changes will be reflected on this page with an updated "Effective Date." We encourage You to review this policy periodically to stay informed about how We protect Your data. Material changes will, where appropriate, be communicated via a prominent notice on the Service.

13. Contact Us

If You have any questions about this Privacy Policy or wish to exercise any of the rights described above, You can contact Us:

• By email: info@nubsknust.org
• By visiting Our Contact page