Notice version · 14 October 2026

Your information,
handled with care.

This notice explains how Mina Logic Foundation uses information shared in support requests and in the administration of its programmes.

Who is responsible

The data controller is MINA LOGIC FOUNDATION LIMITED BY GUARANTEE, incorporated in Ghana under registration number CG059160926.

What we collect and why

Our volunteer form is for adults aged 18 or older. It asks for your name, email, preferred role, relevant skills and experience, earliest start and availability, and confirmation that you are an adult and have read this notice. Occupation or organisation and additional context are optional. For an on-site ICT technician role we ask for your region and town to understand where you can help; remote applicants can leave location blank. Please do not include identification numbers, bank details, health information or information about individual pupils.

We use volunteer information to review role suitability and availability, contact you about appropriate next steps, coordinate assignments and record our decisions. Ella reviews volunteer interests, with Perry handling escalation. People make these decisions. A submission does not confirm a placement, give access to schools or systems, or authorise publicity or unrelated marketing. The on-screen receipt confirms that your interest was received; automatic email acknowledgments are not enabled.

School, entrepreneurship and other support or partnership requests are open to adult applicants and authorised adult representatives. The form asks for your name, email, organisation, role, programme, location, request title and explanation. A computer quantity is optional. We record when the request arrived and which version of this notice you accepted. Required fields help us understand and follow up on a request; without them we may be unable to assess it.

We use this information to review requests, contact applicants, prioritise programme work and keep a record of decisions and delivery. A request does not guarantee support. Ella reviews incoming requests and coordinates follow-up, with Perry handling escalation. Assessments are made by people; the form does not make an automated award decision. The on-screen reference confirms receipt; automatic email acknowledgments are not enabled.

For an approved programme or administrative matter, we may also retain necessary agreements, delivery or award records, supporting documents, donation and expense records. We ask for documents for a stated purpose and restrict access according to the work involved. Permission to review a request does not give us permission to publish your story or photograph.

Who can see it

Authorised Foundation staff can access the programme records needed for their work. Separate intake contact details, uploaded documents and finance records are restricted to app administrators. We do not publish requests or private supporting documents on the website.

Our website and staff tools use Google Firebase and Google Cloud. Operational records are hosted in a European Firestore location and private uploaded files in Belgium. Google may process related service, authentication and security information in other locations under its service terms. Google sign-in is used for approved staff accounts.

When enabled, the request form uses Google reCAPTCHA Enterprise to help prevent abuse. It may process browser, device and network information. Google’s Privacy Policy and Terms of Service apply. Our submission service uses a hashed network address for daily abuse limits. Hosting and cloud security logs may also contain technical information such as an IP address.

We may share information when required by law, or with a programme partner when necessary for a specific activity and on an appropriate basis. We will explain additional uses when asking for further information. We do not sell personal information.

How long we keep it

Temporary abuse-prevention records for online requests are scheduled for deletion after about two to three days, and retry records after seven days. Removal is asynchronous and may take additional time. These technical records are separate from the underlying request and its supporting evidence.

We keep information for as long as needed for the request, programme, accountability or a legal obligation, and review whether continued retention is necessary. Supporting documents can have review and expiry dates. An expiry date records the document’s validity; it does not automatically delete the file. Archiving also retains a record.

Authorised deletion removes a file from the staff app. Our private file store keeps a recovery copy for seven days after deletion, unless a legal obligation requires a different action. Necessary financial and decision records may have to be retained after a request is closed. Service logs follow the cloud provider’s configured retention settings.

Your choices and rights

Contact hello@minalogicfoundation.org to ask about your information, request access or correction, object to a use, withdraw consent where applicable, or request deletion. Include your request reference if you have one. Please do not send an identity scan with your first message; we will arrange a proportionate identity check if needed.

Withdrawal does not undo processing already carried out lawfully. We may need to keep certain records for legal or accountability reasons and will explain any restriction that applies. You can also contact Ghana’s Data Protection Commission with a concern.

Updates to this notice

We will publish changes here with a new version date. If a new use requires further information or permission, we will address that before using the information in that way.