1. Who we are
The TIME Educators Conference is hosted by Ghana International School (“GIS”, “we”, “us” or “our”). For personal data processed through this website and the conference programme, GIS acts as the data controller.
Contact: timeconference@gis.edu.gh
Ghana International School, 2nd Circular Road, Cantonments, Accra, Ghana.
2. Information we collect
Depending on how you interact with us, we may collect:
- identity and contact details, including name, email address, telephone or WhatsApp number, nationality and country of residence;
- professional details, including school or organisation, role, curriculum, education section and professional biography;
- conference selections, including seminars, workshops, attendance, group membership and meal preferences;
- accessibility, dietary, medical or travel-support information that you choose to provide;
- payment and transaction details such as amount, status, reference, payment channel and payer email; we do not store full card or mobile-money credentials;
- presenter materials, including proposals, biographies, documents, headshots and consent choices;
- communications, feedback, enquiries and administrative notes; and
- technical data such as IP address, browser/user-agent information, session identifiers and security logs.
- where you opt in, anonymised website-analytics data such as page paths, time engaged, broad device and browser categories, referral or campaign information, and a country code supplied by the hosting edge when available.
3. Why we use personal data
- to process and administer individual or school-group registrations;
- to collect payment, confirm transactions and prevent fraud;
- to schedule sessions, manage capacity, attendance, meals, accessibility and event logistics;
- to communicate tickets, programme updates, materials, decisions and certificates;
- to review presenter applications and administer volunteers;
- to issue and publicly verify credentials where a verification link or certificate number is used;
- to answer enquiries, handle complaints and improve the conference;
- where you opt in, to understand website traffic and improve the public website;
- to protect the website, participants and GIS; and
- to meet accounting, legal, safeguarding and regulatory obligations.
We process data where it is necessary to provide the service you request, comply with law, pursue legitimate conference and security interests, or where you have given consent. You may withdraw consent for optional communications at any time.
4. Sensitive information
Dietary, accessibility or medical information may reveal health-related information. We ask only for information needed to make reasonable event arrangements. Please avoid providing unnecessary medical detail. Access is restricted to personnel who need it for event support.
5. Who receives your information
We may share relevant information with authorised GIS staff, conference organisers, session facilitators and contracted service providers. Where online payment is selected, the authorised payment provider receives the information required to complete and verify the transaction. Where manual payment is selected, authorised GIS staff review the submitted payment proof. Hosting, email, document-generation and technical support providers may process information on our behalf.
We may also disclose information where required by law, to protect rights or safety, or in connection with an investigation. We do not sell personal data.
6. International services and external content
Some providers or embedded services may process technical or transaction information outside Ghana. We take reasonable steps to use reputable providers and appropriate safeguards. External services have their own privacy terms.
7. Public certificates and photographs
Credential verification pages may display limited certificate information so that a certificate can be authenticated. Event photography or recordings may also be used for conference documentation and promotion where appropriate notice or consent has been obtained. Contact us if you have a concern about a published item.
8. Retention and security
We retain information only for as long as reasonably necessary for conference administration, credential verification, dispute handling, accounting, safeguarding and legal obligations. Retention periods vary by record type. When information is no longer required, we delete, anonymise or securely archive it.
We apply reasonable organisational and technical safeguards, including access controls, encrypted connections, restricted administrative areas, transaction verification and audit records. No internet system can be guaranteed completely secure.
9. Your rights
Subject to applicable law, you may ask us to:
- confirm whether we process your personal data and provide access to it;
- correct inaccurate or incomplete information;
- stop or object to certain processing that causes or is likely to cause unwarranted damage or distress;
- delete information where there is no lawful reason to retain it; or
- withdraw consent for optional processing.
Send requests to timeconference@gis.edu.gh. We may need to verify your identity before acting. You may also raise a concern with Ghana’s Data Protection Commission.
10. Children
The public registration service is intended for adult educators and professional participants, not for children to register themselves. If you believe a child has submitted personal data without appropriate authority, please contact us.
11. Changes
We may update this policy when our services or legal obligations change. The current version and effective date will remain available on this page.