Privacy Policy

Akomapa Health Foundation ("we," "our," or "us") runs community health programs, volunteer pathways, education initiatives, and this website. This Privacy Policy describes how we handle personal information when you browse our site, contact us, apply to volunteer, subscribe to updates, or make a donation.

Nkwapa and clinical records: We are developing Nkwapa, an electronic medical records (EMR) platform intended for use in care settings. If you interact with Nkwapa or other clinical systems we operate, additional notices or agreements may apply to health information. This page focuses on general website and program administration data—not patient charts entered in an EMR—unless we tell you otherwise at collection.

Depending on how you engage with us, we may collect:

• Identifiers and contact details: Name, email address, phone number, and similar details you submit on forms or applications.
• Volunteer and education-related application information: School and level, motivation and expectations, screening or counseling experience where you choose to share it, availability and team preferences, backup volunteer status, and related notes needed to review your application.
• Messages and inquiries: Subject lines, message bodies, and optional partnership context you send through our contact or partnership flows.
• Newsletter subscriptions: Email address and subscription status managed through our email marketing provider.
• Donation and payment-related information: Givebutter collects the name, email address, billing details, payment details, donation amount, frequency, and other checkout information needed to process contributions, send receipts, prevent fraud, and manage recurring plans. Akomapa does not collect or store raw card numbers or bank-account credentials on its servers. For a direct MTN Mobile Money transfer, the mobile network processes the transaction and Akomapa may receive transaction-record details such as the sender name or phone number, amount, and reference. This website does not collect those details or receive a donor's Mobile Money PIN.
• Technical data: Information such as IP address, browser type, device characteristics, general location derived from IP, pages viewed, timestamps, and referral URLs. This data may be collected automatically by our hosting infrastructure, content delivery networks, and vendors that deliver forms or email on our behalf.

We use personal information to:

• Respond to questions and partnership inquiries
• Review and coordinate volunteer applications
• Operate educational and outreach programs, including scheduling communications where you have opted in
• Send newsletters or updates when you subscribe (you can unsubscribe using links in those emails)
• Process donations and partnership payments securely
• Maintain safe, reliable digital services (security, troubleshooting, fraud prevention)
• Meet legal, regulatory, or ethical obligations
• Improve our website and programs in aggregate, including understanding which content is most helpful

Contact and partnership messages

Our website sends completed contact and purpose-specific intake forms to protected server endpoints. Fillout stores the structured record, and Resend delivers a notification to authorized Akomapa staff. A submission is treated as successful once Fillout safely stores it, even if the staff notification must be retried separately.

Volunteer applications

Volunteer, student leadership, faculty mentorship, and research-interest requests use the same protected intake system. The active University of Ghana application is hosted separately in Google Forms and is governed by the notice shown with that application. Access is limited to people who need it for operations, compliance, or partner coordination.

Educational programs and future platforms

If you register for trainings, mentorship, or future online learning experiences we offer, we may collect enrollment details, attendance, and communications related to those programs. Completing a program does not confer a professional license or certification unless we explicitly say so in writing for that offering.

We may use cookies or similar technologies where needed for security, preferences, or future analytics features. Today, parts of our site store small amounts of information in your browser's local storage—for example, to remember light or dark theme choices and whether you have dismissed an announcement. Incomplete intake forms may also save a schema-validated draft on your device for up to 30 days. Drafts can include ordinary contact and request details, but never the consent choice, anti-spam field, API keys, request IDs, Fillout configuration, attachments, or dedicated medical or payment fields. A draft is removed after successful submission, explicit discard, expiry, or clearing site data.

If we introduce optional marketing or analytics cookies, we will update this Policy and, where required, provide a way to manage preferences.

Like most hosted websites, our infrastructure automatically logs technical activity needed to deliver pages securely and reliably. When configured, we also use Google Analytics to understand non-sensitive page and interaction trends. Donation widget analytics are limited to events such as load success, load failure, or use of the campaign fallback. We do not send donor names, email addresses, payment details, or processor transaction references to general website analytics.

We do not sell your personal information. We may share data with:

• Service providers who help us host the site, deliver forms and email, process payments, manage newsletter lists, store volunteer records, or provide similar operational functions.
• Fillout and Resend to store structured website intake records and deliver staff notifications. Provider access is restricted to authorized operators.
• Givebutter to host the donation checkout, process payments, manage recurring plans, prevent fraud, and provide donor receipts and transaction records. Givebutter handles payment information under its own privacy and security terms.
• MTN Mobile Money to process optional direct donations in Ghana. MTN handles the transfer under its own privacy and security terms; Akomapa receives only the resulting account or transaction records made available to the recipient.
• Partner institutions when coordination is necessary for volunteer placements, education programs, or clinic operations—and only with appropriate safeguards.
• Legal and safety recipients when disclosure is required by law, regulation, legal process, or to protect the rights and safety of patients, volunteers, staff, or the public.
• With your direction or consent, including when you ask us to introduce you to a partner organization.

We require vendors to use information only to provide services to us and to apply reasonable security measures.

We generally retain general inquiries for 12 months after the most recent meaningful activity. Program interest, partnership, and get-involved records are generally retained for 24 months after the most recent meaningful activity. Legacy donation follow-up records collected before August 16, 2026 may remain subject to that same 24-month schedule, but the website no longer collects a separate donation follow-up form. Givebutter and Mobile Money donation and transaction records follow the retention requirements applicable to payment, tax, fraud, dispute, and nonprofit accounting records. We may delete a record earlier after a valid request, or keep it longer where law, safeguarding, dispute resolution, or another documented operational need requires it.

Retention review is performed with a dry-run-first operator process. Proposed deletions are reviewed before permanent removal. Fillout deletion is permanent, so authorized staff should confirm any required export or backup before applying a deletion batch.

Akomapa works across regions. Information may be processed in the United States or other countries where our vendors operate. When data moves across borders, we rely on contractual and organizational safeguards appropriate to the sensitivity of the information involved.

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit where appropriate, access controls for staff and systems, and trusted payment processing partners. No online platform can guarantee perfect security; please use unique passwords and contact us immediately if you suspect misuse.

Depending on where you live, you may have rights to:

• Access the personal information we maintain about you
• Request corrections to inaccurate information
• Request deletion, subject to legal or operational retention needs
• Opt out of marketing emails via unsubscribe links or by emailing us
• Withdraw consent where processing is based on consent

To exercise these rights, email info@akomapa.org. We may need to verify your identity before fulfilling certain requests.

Our website and general mailing lists are not directed at children under 13. Youth may participate in some educational programs with schools or guardians; when we collect information from minors in those contexts, we do so consistent with applicable law and program consent practices. If you believe we collected information from a child improperly, please contact us right away.

We may update this Policy as our programs evolve. When we make material changes, we will revise the "Last updated" date below and, where appropriate, provide additional notice on the site or by email.

Questions about privacy? Email info@akomapa.org or visit our contact page.