Privacy Policy

INTRODUCTION

Oak Winds Ltd. is committed to safeguarding the privacy and data protection rights of all users and stakeholders who interact with our services. This Privacy Policy outlines our responsible approach to collecting, managing, and protecting personal and business-related information in accordance with international best practices and applicable Ghanaian data protection regulations.

Scope of This Policy

This policy applies to all platforms, services, and operational channels of Oak Winds Ltd., including but not limited to:

• Premium Bus Hiring and Rental Services

• Oak Fuel (Fuel Coupon & Discount System)

• Oak Winds Vehicle Owner Onboarding Program

• Shuttle & Ridelink Transport Solutions

• Digital Booking & Reservation Forms

• Vehicle Owner Partnership Portal

• WhatsApp and Web Chat Interfaces

• Internal Staff & Driver Management Systems

• Future Expansions, Mobile Apps, and API-integrated services

Information We Collect

We collect different categories of data based on how you interact with us:

• Personal Information: Full name, email, contact number, Ghana Card ID, physical address.

• Transactional & Booking Information: Pickup/drop-off locations, booking dates, payment method, services selected.

• Vehicle Ownership Data: Vehicle make, model, license plate, chassis number, photographs, ownership documentation.

• Driver & Staff Data: Employment records, transport logs, performance assessments, and signed forms.

• Usage & Technical Data: IP address, browser type, device information, cookies, and system logs from our website and portals.

Use of Information

Your information enables us to:

• Fulfill bookings and service requests efficiently

• Facilitate digital fuel coupon purchases, validation, and real-time station transactions

• Manage operations and ensure secure vehicle onboarding

• Provide transparent transport history, route tracking, and trip reports

• Automate communication including emails, WhatsApp, and SMS

• Improve our platforms through insights and analytics

• Meet legal, contractual, and compliance requirements

Data Sharing & Disclosure

We may share your data under the following circumstances:

• Authorized Third Parties: This includes trusted partners such as fuel stations (to validate coupon transactions), payment processors (to facilitate secure financial transfers), and booking aggregators or logistics intermediaries that help manage and distribute our services.

• Regulatory Bodies: We may disclose necessary information to the Ghana Revenue Authority (GRA), Data Protection Commission, or law enforcement agencies as required for compliance or investigative purposes.

• Internal Use: Data may be shared internally across Oak Winds Ltd.’s operational departments — including Fleet Management, Fuel Services, Customer Relations, Finance, and IT — strictly for the purpose of service delivery, customer support, and operational efficiency.

We do not sell, rent, or trade your personal data for marketing or commercial gain.

• Authorized Third Parties: Service partners such as fuel stations, payment processors, or booking aggregators

• Regulatory Bodies: Where required by law or for legal investigations

• Internal Use: Among Oak Winds departments for operational coordination and service delivery

We do not sell, rent, or trade your personal data for marketing or commercial gain.

Data Security Measures

We implement robust technical and organizational measures to protect your data:

• SSL encryption and HTTPS protocols on all digital platforms

• Role-based access control across staff accounts

• Secure offsite and onsite backup systems

• Regular vulnerability testing and compliance reviews

Cookies & Tracking Tools

Our website and platforms use cookies and analytic tools to:

• Enhance user experience

• Track anonymous usage patterns

• Facilitate smoother form submission and account management

You may configure your browser to disable cookies. However, certain features may not function optimally.

Your Rights

In accordance with the Ghana Data Protection Act and international standards, you have the right to:

• Access, correct, or update your personal information

• Withdraw consent or object to processing

• Request data deletion or export

• Opt out of promotional or marketing messages

Requests may be sent to info@oakwindsltd.com for prompt processing.

Data Retention

We retain data for as long as necessary to:

• Fulfill ongoing contractual and service obligations (e.g., while a booking, hiring, or fuel transaction is active)

• Maintain transaction records for accounting purposes (typically 6 years)

• Comply with tax and regulatory audits (up to 10 years depending on jurisdiction)

• Resolve disputes or support investigations (until all issues are resolved or claims expire)

• Improve system analytics and trends (using anonymized data retained indefinitely)

• Fulfill service and legal obligations

• Resolve disputes or enforce our agreements

• Support audit trails and regulatory compliance

Children’s Privacy

Oak Winds Ltd. does not knowingly collect personal data from children under 13 years. Services are intended for individuals or businesses with legal capacity.

Policy Updates

We may review and amend this Privacy Policy periodically. Updated versions will be posted on our website and will take immediate effect unless otherwise stated.

Contact Information

For further details, inquiries, or data requests, please contact us:

Oak Winds Ltd.
21 Baiden Street, 2nd Avenue, West Legon, Accra GE-350-4808, Ghana
+233 20 812 1525
info@oakwindsltd.com
https://oakwindsgh.com/