Privacy Policy

Effective Date: June 26, 2026

African Diaspora Resource Centre (“ADRC”, “we”, “our”, or “us”) is committed to protecting the privacy, confidentiality, and security of the personal information entrusted to us by our clients, members, partners, website visitors, and service users.

This Privacy Policy explains how we collect, use, store, share, retain, and securely dispose of personal information when you engage our services, visit our website, communicate with us, or otherwise interact with ADRC.

By using our services or providing your personal information to ADRC, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

Depending on the services requested, ADRC may collect personal information including:

  • Personal Information
  • Full name
  • Date of birth
  • Nationality
  • Passport information
  • Ghana Card or other government-issued identification
  • Residential and mailing addresses
  • Email address
  • Telephone numbers
  • Emergency contact information

a). Supporting Documentation

Where required to provide requested services, we may collect: Passport copies, Visa documentation, Residence permit documentation, Birth certificates, Marriage certificates, Educational certificates, Employment records, Police reports, Business registration documents, Tax Identification Numbers (TIN), Banking documentation where required, Travel itineraries, Vehicle rental information, Accommodation preferences, and any additional documentation necessary to facilitate the requested service.

b). Communications

We may retain communications made through:

  • Email
  • Telephone
  • WhatsApp
  • Social media platforms
  • Website enquiry forms
  • In-person consultations

We collect only the information reasonably necessary to provide the services you request.

2. How We Use Your Information

Your personal information may be used to:

  • Deliver requested services;
  • Process immigration, residency, visa, citizenship, and government-related applications;
  • Arrange accommodation, transportation, banking, educational, healthcare, and relocation services;
  • Register businesses and provide administrative support;
  • Process payments and issue invoices;
  • Respond to enquiries and provide customer support;
  • Communicate updates regarding your services;
  • Improve ADRC’s services and client experience;
  • Comply with applicable legal and regulatory obligations;
  • Prevent fraud, misuse, or unauthorized use of our services.

3. Sharing Your Information

ADRC does not sell, rent, or trade your personal information.

Where necessary to provide requested services or comply with legal obligations, ADRC may share relevant information with:

  • Government agencies;
  • Immigration authorities;
  • Financial institutions;
  • Educational institutions;
  • Healthcare providers;
  • Accommodation providers;
  • Transportation providers;
  • Professional advisers;
  • Third-party service providers acting on ADRC’s behalf.

Information is disclosed only to the extent reasonably necessary to perform the requested services or comply with applicable laws.

4. Data Security

ADRC maintains reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, loss, misuse, disclosure, alteration, or destruction.

These safeguards include:

  • Encrypted client management systems and secure cloud storage where applicable;
  • Password-protected computers, devices, and user accounts;
  • Restricted staff access based on operational need and role;
  • Secure, locked filing cabinets with locking mechanisms for physical client records and supporting documents;
  • Controlled access to ADRC offices and document storage areas;
  • Confidentiality obligations applicable to all employees, interns, contractors, and authorized representatives;
  • Secure document handling, retention, and disposal procedures.

Although ADRC takes reasonable precautions to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure. ADRC employs reasonable industry-standard safeguards to protect personal information while it is in our possession.

5. Data Retention

ADRC retains personal information only for as long as reasonably necessary to provide requested services and satisfy applicable legal, accounting, contractual, or regulatory obligations, unless a longer retention period is required by law.

a). Physical Documents

Original client documents are returned to clients whenever possible upon completion of the requested service.

While in ADRC’s possession, physical documents are securely stored in locked filing cabinets with restricted access and appropriate physical security measures.

Where ADRC is holding documents for collection, clients will be notified when they are ready. Documents not collected within 14 calendar days after notification may be considered abandoned and may be securely destroyed through cross-cut shredding without further notice.

b). Digital Supporting Documents

Electronic copies of passports, identification documents, visas, certificates, and other supporting documents submitted for service processing are securely stored while your service is being provided. These records are generally deleted from ADRC’s operational systems within 30 calendar days after completion of the requested service unless retention is necessary due to:

  • An ongoing application;
  • A legal or regulatory requirement;
  • A dispute or audit;
  • Your written request.

c). Client Applications

Applications and service records maintained within ADRC’s encrypted client management software are generally retained for up to 12 months following completion of the requested service to facilitate reasonable follow-up support and maintain a record of services provided. After this period, records are permanently deleted or anonymized unless a longer retention period is required by law.

d). Financial Records

Invoices, receipts, accounting records, and other financial documentation are retained for the period required under applicable tax, accounting, and regulatory laws.

6. Secure Disposal of Information

When personal information is no longer required, ADRC securely disposes of records using methods appropriate to the type of information.

These methods may include:

  • Cross-cut shredding of paper records;
  • Permanent deletion of electronic files from operational systems;
  • Secure destruction of electronic storage media where applicable;
  • Other commercially reasonable methods designed to prevent unauthorized reconstruction or recovery of personal information.

7. Confidentiality

ADRC treats all client information as confidential. Personal information is accessed only by personnel who require it to perform their duties and is used solely for legitimate business purposes related to the services requested by the client.

All employees, interns, contractors, and authorized representatives are expected to maintain the confidentiality of client information during and after their engagement with ADRC and are prohibited from using or disclosing client information except as authorized by ADRC or required by law.

8. Your Rights

Subject to applicable law, you may request to:

  • Access your personal information;
  • Correct inaccurate or incomplete information;
  • Update your personal information;
  • Withdraw consent where processing is based on consent;
  • Request deletion of personal information where legally permissible;
  • Object to certain processing activities.

Certain requests may be limited where ADRC is legally required to retain records or where retention is necessary to protect ADRC’s legal rights.

9. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve website functionality, analyze website traffic, remember user preferences, and enhance your browsing experience.

You may disable cookies through your browser settings; however, some features of our website may not function properly.

10. Third-Party Websites

Our website or communications may contain links to third-party websites. ADRC is not responsible for the privacy practices, security, or content of external websites. Users should review the privacy policies of any third-party websites they visit.

11. Children’s Information

Where ADRC provides services relating to minors, personal information is collected only as reasonably necessary to deliver the requested service and generally with the knowledge or authorization of a parent or legal guardian.

12. Changes to this Privacy Policy

ADRC may amend or update this Privacy Policy from time to time to reflect changes in our services, operational practices, or legal obligations.

The most current version will be published on our website and becomes effective immediately upon publication unless otherwise stated.

13. Contact Us

If you have questions regarding this Privacy Policy or the way ADRC handles your personal information, please contact us:

African Diaspora Resource Centre (ADRC)
Email: [email protected]
Website: https://africandiasporagroup.com