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Legal

Privacy policy

How SmartSurv collects, uses and protects personal data. Last updated: [date].

Draft for legal review. This text is a plain-language draft and is not yet approved by a lawyer. Items in [square brackets] still need to be filled in or confirmed. It is not legal advice.

1. Who we are

SmartSurv ([legal entity name, registration number and address]) runs a mobile survey platform. For panel members and website visitors we are the data controller. When a client runs a survey on SmartSurv, [we act as processor for the client’s survey data / confirm the controller and processor roles per client contract].

We are registered with [Ghana Data Protection Commission registration number] and comply with the data-protection laws of the countries where we operate, including Ghana’s Data Protection Act, 2012 (Act 843), Nigeria’s Data Protection Act, 2023, Kenya’s Data Protection Act, 2019 and Côte d’Ivoire’s Law No. 2013-450 [confirm the list and any registrations in each country].

2. Website visitors

  • Demo requests. When you use the demo form we collect your name, work email, company, country, and optionally your phone number and message. We use them to reply to you and to talk about SmartSurv’s services. The legal basis is your consent, which you can withdraw at any time.
  • Network data. To stop abuse of the form we keep a one-way scrambled (hashed) form of your IP address and your browser type. We don’t keep your IP address itself.
  • No trackers. This website uses no analytics, advertising or social-media trackers and sets no cookies. If you switch between light and dark mode, that choice is saved in your own browser only.

3. Panel members (people who answer surveys)

We collect:

  • your phone number and mobile network, and the record of your consent (where you joined, the text you agreed to and when);
  • profile details you give us, such as gender, age group, region and language (these are self-reported);
  • your survey answers, including photos, voice notes or locations if a survey asks for them and you choose to share them (for locations we keep only the region and an approximate point);
  • payment details: the number paid, amounts, and wallet and referral history;
  • quality and fraud signals: answer timing, attention checks, a trust score, and for the SMS web form a scrambled device fingerprint.

We use this to send you surveys that fit you, pay you, prevent fraud, and give clients results. The legal basis is your consent, and for fraud prevention our legitimate interest in paying only for genuine answers [confirm bases per country].

AI. Some features use AI services to help word findings, group open answers into themes, translate questions or check photos. We do not send phone numbers or names to these services, and AI never decides whether you are paid on its own. [List processors and their locations.]

4. Clients

For client staff who use the console we keep name, work email, role, sign-in history and an audit log of important actions, to provide the service, keep accounts secure and bill for it.

5. Who we share data with

  • Clients who run a survey receive the answers and statistics. They do not receive your name or phone number from SmartSurv. [Exception to confirm: event-triggered surveys, where the client already has your number because it sent the invitation.]
  • Service providers who help us run SmartSurv: messaging (WhatsApp, SMS), voice calls, payments (licensed Mobile Money and airtime providers), email, hosting and AI services, under contracts that protect your data. [List them.]
  • Authorities when the law requires it.

We do not sell personal data. Data is stored in [Ghana (Accra)] [confirm hosting location and cross-border transfer safeguards].

6. How long we keep data

  • Panel profiles are anonymised after [2 years] without activity.
  • Web-form device fingerprints are deleted after 90 days.
  • Anonymous answers may be kept for statistics after a profile is deleted.
  • Payment records are kept as long as financial law requires [period].
  • Demo requests are kept for [period] after our last contact.

7. Your rights

You can ask to see, correct, download or delete your data, object to some uses, and withdraw consent. Panel members can do most of this themselves: reply DATA or DELETE to SmartSurv, or use the wallet page. Reply STOP to stop all surveys. When you delete your data, a wallet balance at or above the minimum cash-out is paid to you first; smaller balances are forfeited, and we tell you before that happens.

You can also complain to your data-protection authority, for example Ghana’s Data Protection Commission.

8. Security

We use encryption in transit, access controls by role, encrypted storage of provider secrets, audit logs and a tamper-evident record of every survey completion. No system is perfectly secure; if a breach affects you, we will tell you and the regulator as the law requires.

9. Contact

Questions or requests: privacy@smartsurvafrica.com. [Data protection officer name, if appointed.]

We may update this policy. We will post the new version here and, for important changes, tell panel members by message.