This policy explains what personal information the APSU '16 website (apsu16.com) collects, why, who can see it, and the choices you have. APSU '16 is the Class of 2016 year group of St. Augustine's College Past Students, Cape Coast, Ghana (“APSU '16”, “we”, “us”). The association's executive committee is responsible for this information.
1. What we collect
When you register
Membership starts with our registration form (on GroupFund, our membership platform). It asks for details such as your name, email address, phone number, house, class and current location and occupation. The committee uses them to confirm that you are a member of the Class of 2016.
When you sign in with Google
You sign in with your Google account. Google shares your email address, name and profile picture with us. We use the email address to confirm you are a confirmed member; anyone else is signed out straight away. We never see your Google password.
Your profile
Your name, photo, house, class year, role, occupation, industry and location, and — only if you add them — your phone number, a short bio and your LinkedIn link. You can change these at any time under Edit Profile.
What you share on the site
Photos and videos you upload to Moments, class notes, honours nominations, event RSVPs and the event packages you choose, and messages you send through the contact form (name, email and message).
Payments
Dues, contributions, merchandise and event packages are paid through GroupFund, the association's contribution platform, with Mobile Money processed by Hubtel. When you start a payment we send GroupFund your name and email address so the payment is recorded against you. We do not see or store your Mobile Money or card details. GroupFund tells us whether you are in good standing, which shows as a star next to your name in the members' directory.
If you donate without being a member
The donate form asks for your name, email address, phone number and the amount you wish to give. We pass these to GroupFund, our membership and payments platform, and to Hubtel, our payment processor, so they can take the payment and send you a receipt. We do not see or store your Mobile Money or card details. To ask us to delete your donor details, use the contact page; records we must keep to account for money received may be retained.
When you RSVP for the Homecoming
The Homecoming RSVP form asks for your name, email address, phone number, where you are coming from, your house (optional), whether you need help with accommodation, transport or food, and any note you add. The committee uses these to plan the event and to contact you about it. We also pass your name, email address, phone number, location and house to GroupFund, our membership platform, to register you as a member for the committee to confirm. Your notes and the help you ask for stay with us. Only committee administrators can see RSVPs.
Technical information
If something on the site breaks, an error report is sent to our monitoring service (Sentry) so we can fix it. Reports can include a recording of the page with all text, images and form inputs masked, and email addresses are removed. Our hosting providers keep standard server logs (such as IP addresses and the pages requested) for security and reliability.
2. How we use it
- To confirm membership and give confirmed members access to the portal.
- To run the members' directory, events, honours, class notes and Moments.
- To record dues, contributions, merchandise orders and event packages.
- To review content before it is published, and to keep the site secure.
- To reply when you contact us.
We do this to run the association for its members (our legitimate interest), to carry out what you ask us to (such as a payment), and with your consent for anything optional you choose to add or post. We never sell your information or use it for advertising.
3. Who can see your information
- Anyone visiting the site: members' names, photos, house and class year on the house pages; the committee's names, photos and roles; and Moments and class notes that the committee has approved for public view.
- Signed-in members: the directory — name, photo, house, class year, role, occupation, industry and location — and the good-standing star.
- Not shown to other members: your phone number, student ID, bio and LinkedIn link. You can see your own under Edit Profile.
- Executive committee administrators: the information needed to verify members, review content, manage events and reconcile payments. Administrator actions are recorded in an audit log.
4. Services we use
These providers store or process information for us, under their own security and privacy terms:
- Supabase — our database, sign-in and photo storage.
- Vercel — website hosting.
- Google — Google sign-in, the registration form and sheet, and the website's fonts.
- GroupFund and Hubtel — payments and contribution records.
- Sentry — error monitoring.
- Cloudflare — our domain and @apsu16.com email forwarding.
- Unsplash — stock images shown on events that don't have their own photo yet.
Some of these providers store data outside Ghana, including in the United States and Europe. We use them because they protect data to recognised industry standards.
5. Cookies and your browser
We use one essential cookie to keep you signed in. Your browser also remembers whether you have seen the opening animation, and keeps a copy of the members' directory on your device so it loads quickly. We do not use analytics, advertising or tracking cookies. Loading the website's fonts from Google, and stock images from Unsplash, means those services receive your IP address.
6. How long we keep it
We keep your information while you are a member. If you ask us to delete your account, we remove your profile and the content you posted within 30 days, except records we must keep to account for money received, such as payment records.
7. Your rights
You can ask to see the information we hold about you, correct it, delete it, or object to how we use it, and you can withdraw consent for anything optional at any time. Ghana's Data Protection Act, 2012 (Act 843) gives you these rights, and members living in the UK or the European Union have similar rights under their local law. Email info@apsu16.com and we will respond within 30 days. If you are not satisfied, you can complain to Ghana's Data Protection Commission.
8. Keeping it safe
The site uses encrypted connections (HTTPS), sign-in restricted to confirmed members, database rules that limit who can read what, and an audit log of administrator actions. No system is perfectly secure; if we become aware of a breach affecting you, we will tell you.
9. Changes
If we change this policy, we will update the date at the top and tell members about significant changes on the site. Please also read our Terms of Service.
Questions? Email info@apsu16.com or use the contact form. See also our Privacy Policy and Terms of Service.