Privacy Policy

1. Introduction

SustainAxis Consult ("we", "us", "our") is a Ghana-based development and sustainability consulting firm. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains what information we collect when you visit sustainaxisconsult.org, how we use it, and the rights you have.

By using this website, you agree to the terms of this policy. If you do not agree, please do not use the site.

2. Who we are (Data Controller)

The data controller responsible for your personal data is:

• SustainAxis Consult
• Ghana
• Email: info@sustainaxisconsult.org
• Phone: +233 20 111 6427

3. Information we collect

3.1 Information you give us

When you submit our contact form, we collect:

• First and last name
• Work email address
• Phone number (optional)
• Organization name (optional)
• The service area you are interested in
• The message content you provide

3.2 If you take a course in the Training Academy

Signing in to a course is optional for learning but needed for the final exam and the certificate. When you sign in, we collect:

• Your email address (used to send you a sign-in link; there is no password)
• Your name, as it should appear on your certificate
• Optionally: your country, the sector you work in, your gender, your organisation, and an organisation code if your organisation gave you one
• Your progress through the course, your quiz and exam results, and the short reflection you write when requesting a certificate

We use this to save your progress across devices, mark your exam, issue and verify your certificate, and understand who the Academy reaches so we can improve it. The optional details are only ever reported in totals. If you joined with an organisation code, that organisation may receive a report of its own participants' progress and results.

Anyone who has your certificate number can confirm on our verification page that it is genuine, and see your name, the course and the date of issue. Nothing else about you is shown.

3.3 If you receive Hodi voice messages or surveys

Hodi sends recorded voice messages, text messages and keypad voice surveys to people who have agreed to receive them, usually through a community meeting, a partner organisation or a project. For this we keep your phone number and, where you gave them, your name, community, language and gender, together with when you agreed. For each message we record whether the call was answered, and for surveys the answers you pressed.

We use this only to reach you with the information you agreed to receive and to understand, in totals, how many people and communities each message reaches. You can stop at any time by telling us or the person who registered you; you will not be called or texted again. You can also ask us to erase your number and your call and survey history.

3.4 Information collected automatically

If you accept cookies, we and our analytics providers may collect:

• Pages visited and time spent
• Approximate geographic location (country / region, derived from IP, which is anonymised)
• Device type, browser, operating system, screen size
• Referring URL (which website sent you to us)
• Anonymous interaction recordings (clicks, scrolls, mouse movements, no keystrokes or form inputs are captured)

If you reject cookies, no analytics scripts are loaded and none of the above is collected.

4. How we use your information

We use the data we collect to:

• Respond to enquiries you submit through the contact form
• Provide the consulting services you request
• Improve our website content, layout, and user experience
• Monitor site performance and security
• Comply with legal and regulatory obligations

We do not sell, rent, or trade your personal information to third parties.

5. Legal basis for processing (GDPR)

For visitors in the European Economic Area, United Kingdom, or other jurisdictions with similar laws, our legal bases for processing your data are:

• Consent, for non-essential cookies (analytics, session recording). You can withdraw consent at any time using the "Cookie preferences" link in the footer.
• Legitimate interests, to operate and improve our website, prevent abuse, and respond to your enquiries.
• Contractual necessity, to deliver services you have requested or to take steps before entering into a contract with you.
• Legal obligations, when required to comply with law.

6. Cookies & analytics

We use a small set of services to understand how visitors use this site. None are loaded until you click Accept on the cookie banner.

Service	Purpose	Privacy info
Google Analytics 4	Page views, traffic sources, audience trends. IP addresses are anonymised.	Google Privacy Policy
Microsoft Clarity	Heatmaps and anonymous session recordings (no keystrokes / form data captured).	Microsoft Privacy Statement

Your cookie choice is stored in your browser's local storage. To change it later, click "Cookie preferences" in the footer of any page.

7. Third-party services we use

To operate this site we use the following processors. They handle data on our behalf under their own privacy policies:

Provider	Function	Data involved
Cloudflare	Website hosting, SSL, the Academy database, and bot protection on forms (Turnstile)	Server logs and IP addresses (transient); contact form submissions; Academy learner records
ImprovMX	Email forwarding	Email metadata for messages to our domain addresses
Brevo	Email sending (outbound)	Email metadata for messages we send
Arkesel (Ghana)	Placing Hodi voice calls, text messages and voice surveys	Phone numbers, the recorded message, call results and survey answers
Google Analytics	Site analytics (consent-based)	Anonymised usage data
Microsoft Clarity	Behavioural analytics (consent-based)	Anonymised interaction recordings

8. Data sharing & transfers

Some of our processors are located outside Ghana (for example, in the United States or European Union). When data is transferred internationally we rely on safeguards such as Standard Contractual Clauses and the recipients' own data protection commitments. We do not sell or share your personal data with any party for marketing or advertising purposes.

9. Data retention

• Contact form submissions: retained for up to 36 months from your last interaction with us, then deleted unless we have an ongoing professional engagement with you.
• Academy learner records: kept for two years after your last activity on the Academy, then deleted. Certificate records (your name, the course, the date and the certificate number) are kept for as long as the certificate may need to be verified, unless you ask us to withdraw it.
• Hodi contacts: kept while you continue to receive Hodi messages; call results and survey answers are kept for two years and then deleted or reduced to totals. If you opt out, we keep only your number and the date, so that you are never contacted again.
• Analytics data: aggregated and retained according to Google Analytics 4's 14-month default and Microsoft Clarity's 13-month default.
• Email correspondence: retained as long as needed for the relationship plus a reasonable archival period.

10. Your rights

Depending on where you live, you may have the following rights regarding your personal data:

• Access, request a copy of the personal data we hold about you
• Rectification, ask us to correct inaccurate or incomplete data
• Erasure, ask us to delete your data ("right to be forgotten")
• Restriction, ask us to limit how we use your data
• Portability, receive your data in a portable, machine-readable format
• Objection, object to processing based on legitimate interests
• Withdraw consent, at any time, where processing is based on consent
• Complain, to your local data protection authority

To exercise any right, email us at info@sustainaxisconsult.org. We aim to respond within 30 days.

11. Security

The site is served over HTTPS. Academy sign-in uses single-purpose links and signed cookies; no passwords are stored. Exam answers are marked on our server. Our processors implement industry-standard safeguards. No method of online transmission or storage is 100% secure; we cannot guarantee absolute security.

12. Children's privacy

This site is not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

13. Links to other websites

Our website may contain links to external sites. We are not responsible for the privacy practices or content of those sites. We recommend reviewing their privacy policies before submitting any personal information.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Material changes will be communicated more prominently where appropriate.

15. Contact us

For any questions about this Privacy Policy or how we handle your data, contact:

• Email: info@sustainaxisconsult.org
• Phone: +233 20 111 6427
• Location: Ghana