How we handle your information

1. Who we are

This website is operated by Digitrust Technologies Limited (“Digitrust”, “we”, “us”), a software company based in Ghana. We are the data controller for the personal information described in this policy, and we handle it in line with Ghana’s Data Protection Act, 2012 (Act 843).

You can reach us about anything in this policy at hello@digitrusthms.com.

2. What we collect

Information you give us

When you book a demo or contact us through the forms on this website, we collect what you enter:

• Book a demo: your name, email address, phone or WhatsApp number, organisation, job title, type of facility, number of staff and branches, the software you currently use, your preferred demo date, and any notes you add.
• Contact: your name, email address, organisation, phone number (optional), subject and message.

Please do not include patient information or other health details in these forms. We do not need it to respond to you.

Information collected automatically

• Server logs. Like almost every website, our web server records basic technical details of each visit: your IP address, the date and time, the page requested, your browser type and the page that referred you.
• Spam protection. To stop automated abuse of our forms, we keep a one-way scrambled (hashed) version of your IP address for one hour to count how many times the forms are submitted from it.
• Cookies and similar technologies, only if you accept them. See section 4.

3. How we use your information, and why we are allowed to

• To respond to you: arranging and running your demo, answering your message, and sending you a confirmation that we received it. We do this because you asked us to, and to take steps towards a contract with you.
• To follow up about Digitrust HMS: sending information related to your enquiry, such as a proposal or pricing. This is in our legitimate interest in offering our product to organisations that have shown interest. You can tell us to stop at any time.
• To keep the website secure and working: using server logs and spam protection to detect abuse, fix faults and keep the site available. This is in our legitimate interest in running a safe website.
• To measure and improve our advertising: only with your consent, as described below.

We do not sell your personal information, and we do not use it for automated decisions that have legal or similarly significant effects on you.

4. Cookies and advertising

We advertise Digitrust HMS on LinkedIn. To understand how well those adverts work, we use the LinkedIn Insight Tag, a small piece of code provided by LinkedIn. It sets cookies and lets LinkedIn and us:

• measure how many people visit our website or book a demo after seeing our LinkedIn adverts (conversion tracking);
• see aggregated, anonymous insights about our visitors, such as job function or industry, drawn from LinkedIn profiles;
• show our adverts on LinkedIn to people who have visited our website (retargeting).

The Insight Tag only loads if you click “Accept” in the cookie banner. If you decline, or never answer, it is not loaded and no advertising cookies are set. You can change your choice at any time with the “Cookie settings” link at the bottom of every page. If you withdraw consent, the tag stops loading from your next page view. Cookies it has already set can be removed in your browser settings.

LinkedIn handles the information it collects through the Insight Tag under its own Privacy Policy and Cookie Policy. LinkedIn members can also control ad personalisation in their LinkedIn advertising settings.

We remember your cookie choice in your browser’s local storage, so we do not ask on every page. That record contains only your choice and the date. It is not sent to us or anyone else.

We do not use any other analytics or advertising tools on this website.

5. Who we share your information with

We share personal information only with the service providers who help us run this website and respond to you. They may use it only to provide their service to us:

• Hosting and email providers: our website runs on a server we rent, and our hello@digitrusthms.com mailbox is hosted by Hostinger. Form submissions reach us as emails.
• Google Fonts: this website loads its fonts from Google, so your browser connects to Google’s servers and shares your IP address with them. See Google’s Privacy Policy.
• LinkedIn: only if you accept advertising cookies, as described in section 4.

We may also disclose information where the law requires it, to protect our rights or the safety of others, or as part of a sale or restructuring of our business. In that case, the new owner would remain bound by this policy.

6. Where your information is stored

Some of our service providers, including our email host, Google and LinkedIn, may store or process information on servers outside Ghana. Where that happens, we rely on providers that apply recognised safeguards to protect personal information to a standard comparable to Ghanaian law.

7. How long we keep it

• Enquiries and demo requests: kept for as long as we are discussing Digitrust HMS with you. If no business relationship follows, we delete them within 24 months of our last contact with you. If you become a customer, they become part of our customer records.
• Server logs: rotated automatically, and older logs are deleted. They are normally kept for no more than 90 days.
• Spam-protection records: one hour.
• Your cookie choice: kept in your browser, where you can clear it at any time. We ask again after 12 months.
• LinkedIn Insight Tag data: kept by LinkedIn in line with its own policies.

8. Security

This website is served only over encrypted HTTPS connections, and the forms reject automated submissions. Access to the mailbox that receives enquiries is limited to the staff who need it to respond. No method of transmission or storage is completely secure, but we take reasonable technical and organisational steps to protect your information.

9. Your rights

Under the Data Protection Act, 2012, you can:

• ask whether we hold personal information about you, and request a copy;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, or to stop using it, where we no longer have a good reason to keep it;
• object to us using your information for marketing. We will stop.
• withdraw your consent to advertising cookies at any time, using “Cookie settings”.

To use any of these rights, email hello@digitrusthms.com. We may need to confirm who you are before acting, and we will respond as quickly as we can, and within the time the law allows.

If you are not satisfied with how we have handled your information, you can complain to Ghana’s Data Protection Commission. We would appreciate the chance to put things right first, so please contact us.

10. Children

This website is meant for healthcare organisations and the people who work in them. It is not directed at children, and we do not knowingly collect personal information from anyone under 18.

11. Data inside Digitrust HMS

This policy covers this website only. Information that hospitals, clinics, pharmacies and laboratories store in the Digitrust HMS software, including patient records, belongs to and is controlled by that facility. We process it on the facility’s behalf, under the agreement we sign with it. If you are a patient with a question about your records, please contact the facility that treated you.

12. Changes to this policy

We may update this policy when our website, our services or the law change. We will post the new version here with a new “Last updated” date. If we make a significant change, such as adding a new advertising partner, we will ask for your cookie consent again where it is needed.

13. Contact us

Digitrust Technologies Limited
Ghana
Email: hello@digitrusthms.com