Privacy Policy

Welcome to Ultifix Ghana ("Ultifix", "we", "our", or "us"), a platform operated by Regnant Properties & Investment LTD. We operate a digital platform that connects customers with verified craftsmen and skilled artisans across Ghana for home repairs, construction, electrical work, and specialized services.

This Privacy Policy applies to all users of the Ultifix platform — including customers, craftsmen/artisans, and visitors to our website and mobile application. It describes how we collect, use, share, and protect your personal information, and what choices you have regarding your data.

Ultifix Ghana complies with the Data Protection Act, 2012 (Act 843) of Ghana, and applicable international data protection standards where relevant to our operations.

We collect information necessary to provide, operate, and improve the Ultifix platform. The types of data we collect depend on how you use our services.

How We Collect This Data

• Directly from you: when you register, fill in forms, make bookings, or contact support.
• Automatically: via cookies, app analytics, GPS sensors, and usage logs while you interact with our platform.
• From third parties: our payment processor (Paystack), SMS and WhatsApp delivery providers, and background check agencies.
• From other users: ratings and reviews left by customers about craftsmen, and vice versa.

We process your data based on one or more of the following legal bases: contract performance (to provide the service you requested), legitimate interests (to operate and improve our platform), consent (where you have given it), and legal obligation (to comply with Ghanaian law).

• Craftsman Matching: We use your location, service preferences, and booking history to intelligently match you with the nearest available, best-rated craftsman for your needs.
• Service Delivery: We share your address and contact details with your assigned craftsman to facilitate on-site service delivery.
• Payment Processing: We use your payment details solely to process transactions, issue receipts, and handle refunds securely through our payment partners.
• Real-Time Tracking: GPS data from craftsmen is used to display their live location to the customer during an active job — and only during that session.
• Account Management: We use your profile information to create and maintain your account, authenticate logins, and provide account support.
• Quality & Safety: We monitor reviews, dispute records, and usage patterns to maintain platform standards, resolve complaints, and take action against fraudulent or unsafe behaviour.
• Customer Support: We use your communication history, booking records, and contact details to respond to support requests and resolve issues.
• Marketing & Notifications: With your consent, we may send service updates, special offers, and platform news via SMS, email, or push notifications. You may opt out at any time.
• Platform Improvement: We analyse aggregated, anonymised usage data to understand how users interact with Ultifix and to improve features, performance, and user experience.
• Legal Compliance: We may process and retain certain data to comply with obligations under Ghanaian law, including fraud prevention, tax reporting, and court orders.

We do not sell your personal data to third parties. We share data only as described below, and only to the extent necessary for each purpose.

Craftsmen & Customers

When a booking is confirmed, we share limited contact and location information between the customer and craftsman (e.g. first name, phone number, and service address) to enable service delivery. Full ID and background-check details are never shared between users.

Payment Processor

• Paystack — processes all in-app card and mobile money payments (MTN Mobile Money, Vodafone Cash, AirtelTigo Money). Paystack has its own privacy policy and is PCI-DSS compliant.

Our payment processor only receives the minimum data needed to authorise and complete a transaction. Full card numbers are never stored on Ultifix servers. If you top up your wallet by sending Mobile Money directly and submitting the transaction reference for manual review, that transfer happens between you and your mobile money provider directly — Ultifix never receives your mobile money PIN or full account credentials.

Verification & Background Check Partners

For craftsman verification, we share identity documents with our licensed screening partners to perform background and ID checks. Results are shared with Ultifix only and are not disclosed to customers.

Communications Providers

• Arkesel — delivers SMS messages, including login verification codes (OTP), booking updates, and account alerts. Arkesel receives your phone number and the message content sent to you.
• WhatsApp Business API (Meta) — used as a backup channel to deliver login verification codes when SMS delivery is unavailable. Only used if you choose this option; Meta receives your phone number and the verification message.

AI Assistant

Our in-app chatbot ("Ultifix GH") is powered by Anthropic's Claude API. If you choose to use the chatbot, your messages (and any photo or document you attach to a chat) are sent to Anthropic for processing in order to generate a response. Anthropic processes this data under its own privacy policy and does not use it to train its models by default for API customers. Chatbot conversation logs are retained by Ultifix for 90 days — see Section 5: Data Retention.

Legal & Regulatory Disclosure

We may disclose your data when required by Ghanaian law, court orders, or governmental authority (e.g. the Data Protection Commission of Ghana, Ghana Police Service). We will notify you of such requests where legally permitted to do so.

We retain your personal data only for as long as necessary to provide the services, comply with legal obligations, or resolve disputes. The table below summarises our standard retention periods.

When data reaches the end of its retention period, it is securely deleted or irreversibly anonymised. You may request early deletion of your data at any time — see Section 6: Your Rights.

Under the Ghana Data Protection Act, 2012 (Act 843), you have the following rights with respect to your personal data. You can exercise any of these rights by contacting our Data Protection Officer (DPO) at privacy@ultifixonline.com.

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Data Protection Commission of Ghana at dpcom.gov.gh.

We implement industry-standard technical and organisational security measures to protect your personal data against unauthorised access, loss, alteration, or disclosure.

• Encryption in transit: All data transmitted between your device and Ultifix servers is encrypted using TLS 1.3 (HTTPS).
• Encryption at rest: Sensitive data including payment details and ID documents are stored with AES-256 encryption.
• Access controls: Only authorised Ultifix staff with a legitimate need can access your personal data, under strict role-based access controls.
• Password security: User passwords are hashed with bcrypt and never stored in plain text.
• Two-factor authentication (2FA): Available and strongly recommended for all accounts, especially craftsman accounts.
• Security audits: We conduct regular security assessments and penetration testing of our infrastructure.
• Breach notification: In the event of a data breach that affects your data, we will notify you and the Data Protection Commission within 72 hours of becoming aware, as required by law.

Despite our best efforts, no digital platform can guarantee absolute security. You are responsible for keeping your account credentials confidential and immediately notifying us at security@ultifixonline.com if you suspect any unauthorised access.

Our website and app use cookies and similar tracking technologies (e.g. local storage, session tokens) to provide functionality, analyse usage, and personalise your experience.

You can manage or withdraw cookie consent at any time via your browser settings. Note that disabling essential cookies will affect the platform's core functionality (e.g. you will not be able to stay logged in).

The Ultifix platform is intended for adults aged 18 years and older. We do not knowingly collect personal data from individuals under the age of 18. Creating an account on Ultifix requires users to confirm they are at least 18 years of age.

If we become aware that we have inadvertently collected personal data from a person under 18, we will promptly delete that information. If you believe a minor has registered on our platform, please contact us immediately at privacy@ultifixonline.com.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or industry standards. When we make significant changes, we will:

• Send you an in-app notification and/or email alert at least 14 days before the changes take effect.
• Update the "Last Updated" date at the top of this page.
• For material changes, provide a clear summary of what has changed and why.

Your continued use of the platform after the effective date of updated terms constitutes acceptance of the revised Privacy Policy. If you do not accept the changes, please stop using the platform and contact us to close your account.

We recommend bookmarking this page and reviewing it periodically to stay informed about how we protect your data.

If you have any questions, concerns, or requests regarding this Privacy Policy or how Ultifix handles your personal data, please contact our Data Protection Officer (DPO):