Apollo Learning Privacy Policy

Last Updated: August 26, 2025

At Apollo Learning, your privacy is our highest priority. Through our UG Companion service, we deliver secure, personalized academic alerts and exam venue notifications via WhatsApp. All processes are fully automated, with no human access to your credentials or academic data. This Privacy Policy explains how we collect, use, protect, and store your information with transparency and care in compliance with:

  • The Ghana Data Protection Act, 2012 (Act 843)

  • The Cybersecurity Act, 2020 (Act 1038)

  • The Electronic Transactions Act, 2008 (Act 772)

  • International best practices (including GDPR principles).

All personal data is handled lawfully, transparently, and strictly for service delivery.

Important Disclaimer

Apollo Learning is an independent third-party service created to simplify students’ academic experience.
We are not affiliated with, endorsed by, or officially connected to the University of Ghana or its ICT Directorate.

Use of UG Companion is voluntary and based on your explicit consent. You may withdraw consent at any time, though this will end your access to the service.

Information We Collect

We practice data minimization (Act 843, Section 28) and collect only what is strictly necessary to operate UG Companion:

  • Sakai Credentials: Your UG Sakai username and password (encrypted; used only for read-only access).

  • Contact Information: WhatsApp phone number for delivering notifications.

  • Name and Email: Your name and your email to personalize notifications and messages

  • Academic Data: Announcements, assignments, quizzes, exam schedules, and venue details (retrieved automatically).

  • Profile Information: Your full name and student ID for personalization.

  • Technical Data: Limited device/IP metadata (anonymized) to ensure secure delivery.

⚠ We do not collect sensitive personal data (e.g., health, ethnicity, religion). If such data appears incidentally in Sakai announcements, we do not process or store it further.

How We Use Your Information

Your data is used only to deliver UG Companion features, including:

  • Secure, automated, read-only Sakai login to fetch academic updates.

  • Summarizing Sakai announcements and deadlines into concise WhatsApp messages.

  • Sending exam reminders with venue details and accurate map coordinates.

  • Cross-checking schedules with our verified venue database.

We do not:

  • Modify your Sakai account.

  • Submit assignments or perform actions on your behalf.

  • Use your data for marketing, profiling, or commercial resale.

  • Share your data with third parties, except where legally required.

How We Protect Your Data

We apply DPA Section 30 safeguards and industry-leading practices:

  • Encryption: AES-256 for stored credentials; HTTPS/TLS for all transmissions.

  • Automation: All processes are fully automated; Apollo staff cannot access your data.

  • Access Controls: Zero human access to credentials or academic records.

  • Audits: Regular security scans and vulnerability testing.

  • Breach Response: If a data breach occurs, you and the Ghana Data Protection Commission (DPC) will be notified within 72 hours (Act 843, Section 32).

Data Storage and Transfers

  • Data is stored securely on Oracle Cloud servers in Johannesburg, South Africa, protected under POPIA (South Africa’s data protection law), which provides protections equivalent to Act 843.

  • International transfers comply with Act 843, Section 44 (adequacy or explicit consent).

  • Venue data (e.g., “N-BLOCK, 5.654696435309, -0.187034590279”) is securely stored in our managed database.

Data Retention and Deletion

  • Retention: Your encrypted credentials and academic data are kept only while your subscription is active.

  • Deletion: You can request deletion at any time via [email protected]. All personal data will be permanently erased within 24 hours.

  • Logs: Minimal anonymized logs are retained for up to 6 months for legal and security compliance.

Your Rights

Under Act 843 (Sections 35–39), you have the right to:

  • Access the personal data we hold about you.

  • Request corrections of inaccurate information.

  • Request deletion or restriction of processing.

  • Withdraw consent at any time.

  • Lodge a complaint directly with the Ghana Data Protection Commission (DPC).

We respond to all valid rights requests within 30 days.

Use of AI

We use AI only for summarization of Chat Bot experiecnce.

  • AI runs exclusively on our secure servers.

  • Data is never shared with third-party AI providers.

  • AI is not used for profiling, scoring, or decision-making that affects your academic standing.

Legal Compliance

Apollo Learning complies with:

  • Ghana Data Protection Act, 2012 (Act 843)

  • Cybersecurity Act, 2020 (Act 1038)

  • Electronic Transactions Act, 2008 (Act 772)

We are in the process of formal registration with the Ghana Data Protection Commission as a recognized Data Controller under Act 843.

Liability Limitation

To the fullest extent permitted by law, Apollo Learning is not liable for:

  • Downtime or errors in Sakai beyond our control.

  • Incorrect or outdated login details provided by users.

  • Failures or delays in WhatsApp message delivery.

UG Companion is provided “as is” without warranties of accuracy, uninterrupted service, or error-free operation.

Consent

By registering for UG Companion, you explicitly confirm that you:

  1. Provide your Sakai credentials voluntarily for automated, read-only access.

  2. Consent to receiving academic updates and exam reminders via WhatsApp.

  3. Accept the terms of this Privacy Policy and acknowledge the associated risks.

Users must be 18 years or older, or have verified parental/guardian consent.

Updates to This Policy

We may revise this Privacy Policy from time to time.

  • Updates will be posted at ug.apollolearning.org/privacy-policy.

  • For material changes, users will also be notified via WhatsApp or email.

  • The “Last Updated” date at the top reflects the latest revision.

Contact Us

For questions, concerns, or rights requests, contact:

📧 [email protected]
🌐 apollolearning.org

Apollo Learning is committed to protecting your privacy while delivering a safe, transparent, and reliable UG Companion experience.