Privacy Policy

Agentics Technology Solutions Ltd. ("Agentics," "we," "us") operates Agentics BOS, the business operating system available at agenticsbos.com and app.agenticsbos.com. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the Data Protection Act, 2012 (Act 843) of the Republic of Ghana.

We are a registered Data Controller with the Ghana Data Protection Commission (DPC). By using Agentics BOS, you consent to the data practices described in this policy.

1. Information We Collect

1.1 Information you provide directly

• Account information: name, email address, phone number, company name, job title
• Business information: Tax Identification Number (TIN), VAT registration, SSNIT employer number, company address, banking details for invoicing
• Payment information: processed by our payment gateway partners (Paystack, Flutterwave, MTN MoMo); we do not store full card numbers
• Operational data you input: employee records, supplier and customer records, invoices, payments, ledger entries — collectively referred to as Customer Data

1.2 Information collected automatically

• Usage data: pages visited, modules used, actions taken, timestamps
• Device data: IP address, browser type, operating system, device identifiers
• Cookies and similar technologies: session cookies, authentication tokens, preference cookies

2. How We Use Information

We process personal data for the following lawful purposes:

• To deliver the Service: authenticate users, store and process Customer Data, generate financial statements, calculate statutory deductions (PAYE, SSNIT, NHIL, GETFund, Tier 2)
• To comply with Ghanaian law: generate GRA-compliant tax returns, integrate with the GRA E-VAT clearance gateway under the VAT Act 2025 (Act 1151), file SSNIT contributions, retain records for the period mandated by the Companies Act 2019 (Act 992) and the Income Tax Act 2015 (Act 896)
• To improve the Service: analyse usage patterns, debug issues, develop new features
• To communicate: send transactional emails (invoices, alerts), service announcements, and — only with your consent — marketing communications

3. Customer Data Ownership

You own your Customer Data. Agentics is a Data Processor with respect to Customer Data; you remain the Data Controller of records you upload concerning your employees, suppliers, customers, and counterparties. We process Customer Data only on your documented instructions, except where required by Ghanaian law.

4. Sharing & Disclosure

We do not sell personal data. We share data only in the following circumstances:

• Service providers: our infrastructure (Amazon Web Services, Cape Town region), payment processors, email delivery, and analytics providers, all bound by data processing agreements
• Statutory authorities: the Ghana Revenue Authority for E-VAT clearance and tax filing; SSNIT for contribution submissions; other regulators as required by Ghanaian law
• Legal obligations: where compelled by valid court order, subpoena, or regulatory demand
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to you

5. Data Storage & Security

Customer Data is hosted in AWS Cape Town (af-south-1) — within Africa. We implement administrative, technical, and physical safeguards including:

• Encryption in transit (TLS 1.2+) and at rest
• Tenant isolation via PostgreSQL row-level security
• Multi-factor authentication for administrative access
• Regular security audits aligned to ISO 27001 controls
• Argon2 password hashing
• Audit logging of all sensitive operations

No system is perfectly secure. We notify affected users and the DPC of personal data breaches within the timelines required by Act 843.

6. Data Retention

We retain Customer Data for the duration of your subscription. After termination, you may export your data in standard formats at no cost for a period of 60 days, after which we delete or anonymise the data, subject to legal retention obligations (e.g., the Income Tax Act 2015 requires retention of tax records for 6 years).

7. Your Rights Under Act 843

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion (subject to our legal retention obligations)
• Object to processing for direct marketing
• Withdraw consent for processing where consent is the lawful basis
• Lodge a complaint with the Data Protection Commission

To exercise these rights, email [email protected] with the subject line Data Subject Request. We respond within 30 days.

8. International Transfers

Customer Data is hosted in South Africa (AWS Cape Town). Where we engage service providers outside Ghana, we ensure equivalent protections through contractual safeguards.

9. Children's Privacy

Agentics BOS is not directed at children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

10. Cookies

We use only essential cookies required for authentication and session management. We do not use third-party advertising cookies on our marketing website. You may disable cookies in your browser, but this may affect functionality.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email and through an in-app notice at least 30 days before they take effect.

12. Contact

Data Controller: Agentics Technology Solutions Ltd., Accra, Ghana

Email: [email protected]

Phone: +233 303 984 004

To file a complaint with the regulator, contact the Ghana Data Protection Commission at www.dataprotection.org.gh.

Questions about this privacy policy? Email [email protected] or call +233 303 984 004.