Legal
Data Privacy Policy
Version 1.0 · Effective Date: May 2026 · Baldwin University College, Accra, Ghana
Your Privacy Matters to Us
Baldwin University College is committed to protecting the privacy and personal data of all individuals who interact with our website, apply for admission, or use our student and academic services. This policy explains what data we collect, why we collect it, how we use it, and what rights you have over your personal information.
1. Who We Are
Baldwin University College ("Baldwin", "we", "us", or "our") is an independent, accredited university located in Accra, Ghana. We are the data controller responsible for personal data collected through this website and our associated digital platforms.
| Institution | Details |
|---|---|
| Full Name | Baldwin University College |
| Main Campus | Osu Troas Street, Accra, Ghana |
| Medical School Campus | Dr. Achampong Campus, Dome Pillar 2, Accra, Ghana |
| Website | www.baldwin.edu.gh |
| enquiries@baldwin.edu.gh | |
| Phone | +233 20 913 1133 |
| Office Hours | Monday to Friday, 8:00am to 5:00pm |
| Accreditation | Ghana Tertiary Education Commission (GTEC); Medical and Dental Council (MDC) |
| Affiliation | University of Cape Coast (UCC); CTVET |
2. What Personal Data We Collect
2.1 Data Collected Through the Website
| Data Type | Examples | Where Collected |
|---|---|---|
| Identity data | Full name, date of birth, gender, nationality | Online application form |
| Contact data | Email address, phone number, home address | Contact form, application form |
| Academic data | WASSCE/SSSCE results, transcripts, certificates | Online application portal |
| Identity documents | Ghana Card, passport, birth certificate | Online application portal |
| Financial data | Application fee payment reference, Mobile Money number | Admissions payment portal |
| Health data | Medical history (for Medical School applicants only) | Medical School application form |
| Technical data | IP address, browser type, device type, pages visited | Automatically via cookies and server logs |
| Communication data | Enquiry messages, request for information forms | Contact page, Request Information form |
2.2 Data Collected Through Student Platforms
If you are an enrolled student, we also collect data through our academic platforms:
- Student Portal (students.baldwin.edu.gh): Student ID, academic records, timetables, results
- E-Learning Platform / Moodle (lms.baldwin.edu.gh): Course enrolment, assignment submissions, login activity
- E-Library (elibrary.baldwin.edu.gh): Library usage, resource downloads, search history
- Library Catalogue (koha.baldwin.edu.gh): Book loans, reservations, and catalogue searches
2.3 Data We Do Not Collect
We do not knowingly collect:
- Personal data from children under the age of 18 without verified parental or guardian consent
- Biometric data such as fingerprints or facial recognition data
- Political opinions, religious beliefs, or trade union membership, unless directly relevant to your application
- Financial account details such as credit card numbers — payments are processed through third-party secure payment gateways
3. Why We Collect Your Data — Legal Basis
We collect and process personal data only when we have a lawful basis to do so under the Ghana Data Protection Act, 2012 (Act 843).
| Purpose | What We Do With Your Data | Legal Basis |
|---|---|---|
| Admissions processing | Review your application, assess eligibility, send acceptance or rejection | Contract performance; legitimate interest |
| Student registration | Enrol you as a student, assign student ID, set up your academic profile | Contract performance |
| Academic administration | Track results, attendance, academic progress, and timetables | Contract performance; legal obligation |
| Communication | Respond to enquiries, send admission updates, share academic notices | Legitimate interest; consent |
| Payment processing | Process application fees and tuition payments | Contract performance |
| Legal compliance | Meet GTEC, MDC, UCC, and CTVET reporting requirements | Legal obligation |
| Website improvement | Analyse page traffic and usage to improve the site | Legitimate interest; consent (cookies) |
| Marketing and promotion | Send information about new programmes or events (opt-in only) | Consent |
| Health and safety | Medical School applicant health screening | Legal obligation; vital interest |
4. How We Use Cookies
Our website uses cookies — small text files stored on your device when you visit a website. Cookies help us operate the site and improve your experience.
| Cookie Type | Purpose | Duration | Can Be Disabled? |
|---|---|---|---|
| Essential cookies | Keep you logged in; enable core website functions | Session | No — required |
| Analytics cookies | Track page visits and user behaviour to improve content | Up to 2 years | Yes |
| Preference cookies | Remember language and display preferences | 1 year | Yes |
| Marketing cookies | Track visits from external sources such as social media | Up to 90 days | Yes |
You can manage cookie preferences at any time through your browser settings. Disabling non-essential cookies will not affect your ability to browse the site.
5. Who We Share Your Data With
Baldwin University College does not sell, rent, or trade personal data to any third party. We share data only when necessary and only with parties who are bound by confidentiality and data protection obligations.
| Recipient | Reason for Sharing | Safeguard |
|---|---|---|
| Ghana Tertiary Education Commission (GTEC) | Statutory accreditation reporting and student enrolment data | Legal obligation under Education Act |
| Medical and Dental Council (MDC) | Medical student registration and clinical placement records | Legal obligation; MDC confidentiality rules |
| University of Cape Coast (UCC) | Affiliated programme examination and graduation records | Affiliation agreement; data sharing protocol |
| CTVET | Technical and vocational programme compliance reporting | Legal obligation |
| Teaching hospitals and clinical partners | Medical student clinical rotation placement data | Clinical placement agreement |
| IT system providers | Cloud hosting, Moodle LMS, student portal, e-library platforms | Data processing agreements; access controls |
| Payment processors | Application fee and tuition payment processing | PCI-DSS compliant; no full card data stored |
| Law enforcement agencies | Only when required by Ghanaian law or court order | Legal obligation only; minimal disclosure |
6. How Long We Keep Your Data
We keep personal data only for as long as needed for the purpose it was collected, or as required by Ghanaian law and accreditation obligations.
| Data Category | Retention Period | Reason |
|---|---|---|
| Unsuccessful application data | 2 years | Allow re-application; accreditation audit |
| Student academic records | Permanently | GTEC and MDC compliance; transcript requests |
| Financial and payment records | 7 years | Ghana Revenue Authority and audit requirements |
| Contact and enquiry data | 3 years | Follow-up and service improvement |
| Website analytics data | 2 years | Trend analysis; site improvement |
| Medical health data | As per MDC guidelines (minimum 10 years) | Medical and Dental Council regulatory requirement |
| Alumni records | Permanently | Alumni services, graduation verification |
7. How We Protect Your Data
7.1 Technical Measures
- SSL/TLS encryption on all web pages and online forms (HTTPS)
- Password-protected access to student and staff portals
- Role-based access control — staff access only the data their role requires
- Regular software updates and security patching on all platforms
- Secure cloud hosting with access logging and monitoring
- Web crawler restrictions via robots.txt to block search engines from private portals
7.2 Organisational Measures
- Staff training on data protection and confidentiality obligations
- Data access limited to authorised personnel on a need-to-know basis
- Third-party vendors contractually bound to protect personal data
- Incident response procedure for data breaches
- Annual review of this privacy policy
Despite these safeguards, no internet transmission is 100% secure. If you suspect unauthorised use of your personal data, contact us immediately at enquiries@baldwin.edu.gh.
8. Your Rights Under the Ghana Data Protection Act, 2012
| Your Right | What It Means |
|---|---|
| Right of access | You can request a copy of the personal data we hold about you. |
| Right to correction | You can ask us to correct inaccurate or incomplete data. |
| Right to deletion | You can request deletion of your data where it is no longer needed, subject to legal retention requirements. |
| Right to object | You can object to processing of your data for marketing or non-essential purposes. |
| Right to withdraw consent | Where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect prior lawful processing. |
| Right to complain | You may file a complaint with the Data Protection Commission of Ghana if you believe your rights have been violated. |
To exercise any of these rights, submit a written request to enquiries@baldwin.edu.gh with the subject line: Data Privacy Request. We will respond within 30 days.
9. Children's Privacy
Baldwin University College does not knowingly collect personal data from individuals under the age of 18 without verified parental or guardian consent. Our academic programmes are designed for adults of 18 years and above.
If a parent or guardian believes that their child has submitted personal data to us without consent, please contact us immediately at enquiries@baldwin.edu.gh so we can delete the data promptly.
10. Third-Party Websites and Links
Our website contains links to external websites operated by third parties, including:
- Ghana Tertiary Education Commission (GTEC) — www.gtec.edu.gh
- Medical and Dental Council (MDC) — www.mdcghana.org
- University of Cape Coast (UCC) — www.ucc.edu.gh
- CTVET — www.ctvet.gov.gh
- Baldwin Foundation — www.baldwin.foundation
Baldwin University College is not responsible for the privacy practices or content of any external website. We encourage you to read the privacy policy of every website you visit.
11. Social Media
Baldwin University College operates official social media accounts. If you interact with us on social media, the platform's own privacy policy governs how your data is handled. We do not control how these platforms collect or use your data. We only use social media to share news, events, and academic updates.
12. International Data Transfers
Baldwin University College is based in Ghana and processes most data within Ghana. Some of our digital platforms, including cloud hosting and e-learning services, may involve data processing by providers based outside Ghana. Where this occurs, we ensure that appropriate safeguards are in place, including contractual data protection clauses, and that the transfer complies with the Ghana Data Protection Act, 2012 (Act 843).
13. Changes to This Privacy Policy
Baldwin University College reviews and updates this Privacy Policy at least once per year or when significant changes to our data practices occur. We will notify users of material changes by posting the updated policy on this page with a new effective date, displaying a notice on the website homepage for 30 days after a significant update, and sending an email notification to current students and staff where appropriate.
14. Data Protection Officer
Baldwin University College has appointed a Data Protection Officer (DPO) responsible for overseeing compliance with this policy and the Ghana Data Protection Act, 2012.
| Contact | Details |
|---|---|
| Role | Data Protection Officer, Baldwin University College |
| enquiries@baldwin.edu.gh (subject: Data Privacy Request) | |
| Address | Osu Troas Street, Accra, Ghana |
| Phone | +233 20 913 1133 |
| Response time | Within 30 days of receiving your request |
15. How to Complain
If you are not satisfied with how Baldwin University College handles your personal data, you have the right to lodge a complaint with the Data Protection Commission of Ghana (www.dataprotection.org.gh) under the Ghana Data Protection Act, 2012 (Act 843).
We encourage you to contact us first at enquiries@baldwin.edu.gh before escalating to the Commission, as we are committed to resolving concerns promptly and fairly.
See also our Website Disclaimer.
Baldwin University College · Version 1.0 · Effective May 2026
Accredited by GTEC and MDC · Affiliated to the University of Cape Coast (UCC) and CTVET