Privacy Policy

Pedex provides education consultancy and related learning services, including international admissions guidance, scholarship and funding guidance, application and document support, visa-preparation guidance, test preparations, and mentoring.

Privacy contact: [email protected]
Telephone: +233 593 203 863
Location: Adenta – Oyarifa, Accra, Ghana

For privacy requests, write “Privacy Request” in the subject line and describe the request. We may need to verify your identity before acting. Do not email passwords or unnecessary identity documents.

This Policy applies to personal information processed through our website, enquiries, consultation bookings, email, phone, WhatsApp, social media messages, classes, application support and client relationships. It does not automatically govern third-party websites, platforms or institutions that have their own privacy notices.

Where a separate signed agreement, application notice or service-specific privacy notice gives additional information, read it with this Policy. Mandatory law applies first; a more specific notice governs the relevant processing to the extent legally permitted.

3.1 Information you provide

• Identity and contact details: name, email, phone, country of residence, preferred contact method and, where relevant, parent/guardian details.
• Education and application information: educational history, qualifications, grades, transcripts, CV/resume, statements of purpose, research proposals, references, language-test results, intended programmes, destinations, institutions and application status.
• Funding information: scholarship interests, funding applications and information you choose to provide about financial circumstances or eligibility. Provide only what is reasonably needed.
• Service and transaction information: package selected, consultation notes, agreements, invoices, payments, receipts, questions, complaints and correspondence.
• Documents you voluntarily share for a specific service, including passport or identity information where genuinely required. Avoid sending sensitive documents until we provide an appropriate secure method.

3.2 Information collected automatically

Depending on the website configuration, we may receive technical information such as IP address, browser/device type, operating system, referring page, pages viewed, approximate location derived from IP, timestamps, error logs and cookie or similar technology identifiers. We will only collect analytics or advertising information through tools actually enabled on the site and subject to applicable consent requirements.

3.3 Information from others

We may receive information from a parent or guardian, a person referring you, a school or institution, a referee, payment provider, or admissions/scholarship platform where relevant and lawful. Please ensure you have permission to provide another person’s information to us.

• Respond to enquiries, assess service fit, arrange consultations and communicate with you.
• Provide admissions, scholarship/funding, document, visa-preparation, mentoring and test-preparation services you request.
• Review your academic profile, identify relevant opportunities, organise application materials, track deadlines and prepare submissions.
• Manage enrolment, classes, scheduling, attendance, feedback, billing, payment and customer support.
• Share information with a university, scholarship body, testing provider, translator, credential evaluator or other recipient when necessary for your requested service and permitted by law; obtain your instruction or consent where required.
• Maintain business, accounting, tax, contractual, safeguarding and dispute records; enforce agreements; prevent fraud and protect rights and safety.
• Secure, troubleshoot, maintain and improve the website and services, including aggregated or appropriately de-identified analysis where feasible.
• Send service updates, deadline reminders and administrative messages.
• Send marketing communications only where permitted by law and, where required, after obtaining consent. You may opt out at any time.
• Meet legal, regulatory, court, law-enforcement or professional obligations.

The lawful basis depends on the applicable law and activity. Where the GDPR, UK GDPR or a similar regime applies, Pedex may rely, as appropriate, on steps requested before entering a contract and performance of a contract; compliance with a legal obligation; consent; or legitimate interests such as responding to business enquiries, securing systems and maintaining records, where those interests are not overridden by your rights.

For Ghana-based processing, Pedex will handle personal data in accordance with applicable Ghanaian requirements, including the Data Protection Act, 2012 (Act 843), as applicable. Where consent is required, it should be specific, informed and freely given. You may withdraw consent for future processing at any time; withdrawal does not make earlier lawful processing unlawful.

If you do not provide information necessary for a requested service, we may be unable to assess your needs or provide that service. We will identify mandatory information where practicable and avoid requesting unnecessary information.

Education applications can involve sensitive and high-impact information. Pedex will use application documents for the stated consultancy purpose, related administration and other uses permitted by law. We will not submit an application or disclose documents to a university, scholarship provider, employer, referee or other external recipient on your behalf unless you have requested or authorised that action, or another lawful basis applies.

You remain responsible for reviewing the accuracy and completeness of information submitted in your name. Do not provide false, misleading, forged or altered documents. We may refuse to submit material we reasonably believe is fraudulent or unlawful.

Universities, scholarship bodies, testing organisations, visa authorities and other recipients generally operate their own systems and privacy rules. Once information is submitted to them, their handling is governed by their own policies and applicable law.

If you apply for a role through our careers pages, we collect the details you enter: your name, email address, phone number if asked, your answers to the questions on that job’s form and the documents you attach, such as a CV. We ask you to agree to this use before you submit. We use it only to consider your application and to contact you about it.

Your application is visible only to the Pedex staff who review applications, and the team reviewing it may add private notes to it. We are alerted by email that an application has arrived; that alert names the role and your name only. We do not share your application with anyone outside Pedex unless you ask us to or the law requires it.

If your application is rejected, we delete it, with your documents and our notes, six months after the decision. Applications that are not rejected, including those that lead to an offer, are kept for as long as the recruitment or your employment needs them and are then deleted. You can ask us to delete your application sooner by writing to [email protected].

If you register for a course through our website, we collect your name and email address, your phone number if the course asks for one, your answers to the questions on that course’s form and any documents it asks you to attach. We ask you to agree to this use before you register, and we use it only to run the course and to contact you about it.

Paid courses are paid for through Paystack, which handles your card or mobile-money details: we do not see or store them. Paystack tells us whether the payment succeeded, and we keep a record of the payment (the amount, the date and its reference). Until a payment is confirmed your registration is not read or acted on by anyone at Pedex, and if it is not paid for within seven days we delete it, with any documents you attached.

Once your registration is confirmed it is visible only to the Pedex staff who run courses, who may add private notes to it. We are alerted by email that a registration has arrived; that alert names the course, you and what you paid, and nothing else. We tell you where and when the course meets, and what to bring, once your registration is confirmed.

We delete your registration, with your documents and our notes, twelve months after the course ends. We keep the record of the payment for as long as our accounting and legal duties require, as described under Retention below. You can ask us to delete your registration sooner by writing to [email protected].

We do not sell personal information for money. We may disclose information, limited to what is reasonably necessary, to:

• Staff, tutors, consultants and authorised contractors who need access to provide the service and are subject to appropriate confidentiality obligations.
• Universities, scholarship providers, admissions portals, testing bodies, credential evaluators, translators, referees or other organisations at your request or where necessary for an authorised application.
• Technology and service providers such as website hosting, email delivery (Resend), secure cloud storage, scheduling (Calendly), payment processing (Paystack), video-conferencing and cybersecurity providers, where actually used.
• Professional advisers, insurers, auditors, banks and payment providers where reasonably required.
• Public authorities, regulators, courts or law enforcement where disclosure is legally required or reasonably necessary to protect rights, safety or security or prevent fraud.
• A successor or potential successor in a business restructuring, subject to appropriate safeguards and applicable law.

We do not authorise service providers to use client files for unrelated purposes. We aim to use appropriate contractual, organisational and technical safeguards.

Because Pedex supports international applications and may use cloud or communications services, personal information may be accessed or processed in Ghana and other countries. Those countries may have privacy laws that differ from those in your country.

Where applicable law requires safeguards for an international transfer, Pedex will use a lawful transfer mechanism and appropriate protections, which may include contractual safeguards or another recognised mechanism. We will provide further information about safeguards where required. We do not claim that every destination has equivalent privacy protection.

The website does not set its own cookies and has no analytics or advertising tools installed. Our forms save your typed answers in your browser’s local storage on your own device as you go, so you can return to an unfinished form. A saved copy is ignored after 24 hours without changes and is removed when you continue to payment. Documents you attach are not saved this way. If you use a shared or public computer, finish the form on a device you trust or clear this site’s data in your browser when you are done.

Calendly (booking pop-up) and Paystack (payments) load from those providers and may set their own cookies on their own pages or pop-ups. You can manage cookies and stored site data through your browser; blocking essential cookies may affect features. If we add analytics or advertising technologies, we will update this section and manage non-essential cookies in accordance with applicable law, including consent requirements where applicable.

We may send administrative messages about consultations, applications, deadlines, classes, payments or services you requested. These differ from optional promotional communications.

We will send promotional emails or messages only where lawful. You may unsubscribe using a link, reply with an opt-out where supported, or contact us. We may retain a minimal suppression record to honour your opt-out. Opting out of marketing will not prevent essential service communications.

We retain personal information only as long as reasonably necessary for the purposes described here, including service delivery, legal compliance, recordkeeping, resolving disputes and enforcing agreements. Exact periods depend on the information type and legal requirements. We may keep information longer where required by law, necessary for a legal claim or otherwise lawfully justified; we will securely delete or anonymise it when no longer needed.

Pedex will use reasonable technical and organisational measures appropriate to the risks and sensitivity of information, such as access controls, strong authentication, secure storage and transfer methods, staff confidentiality, backups and procedures for handling incidents. No website, email or online service can be guaranteed completely secure.

If a personal-data incident occurs, Pedex will assess it and notify affected individuals or regulators where required by law. Please tell us promptly if you believe your account, message or documents have been accessed without authorisation.

Depending on the law that applies to you, you may have rights to:

• Ask whether we hold information about you and request access.
• Request correction of inaccurate or incomplete information.
• Request deletion where the law provides that right.
• Object to or request restriction of certain processing.
• Withdraw consent where processing is based on consent.
• Request a portable copy of information, where applicable.
• Opt out of direct marketing.
• Complain to the relevant data-protection authority.

These rights are not absolute and exceptions may apply, for example where we must retain records to comply with law or establish, exercise or defend legal claims. We will respond within the period required by applicable law and may ask for information reasonably necessary to verify your identity. Ordinary requests are free unless law permits a reasonable fee for manifestly unfounded or excessive requests.

For individuals in Ghana, rights and complaint routes may be available under the Data Protection Act, 2012 (Act 843), including through Ghana’s Data Protection Commission. Individuals in the EEA, UK or other jurisdictions may have additional rights and may complain to a local supervisory authority where applicable.

Our services may be relevant to students under 18. Where a person is a child under applicable law, Pedex will seek involvement or consent from a parent or legal guardian when required and apply additional care to the information collected. A parent or guardian should contact us if they believe a child provided information without appropriate authorisation.

Our website or communications may link to universities, scholarship databases, testing organisations, social networks, payment services, messaging platforms or other third-party websites. We do not control those services and are not responsible for their independent privacy practices. Review their privacy notices before providing information or making payments.

This Policy does not imply that an automated system makes admission, scholarship, visa or other official decisions. Those decisions are made by the relevant institution or authority.

We may update this Policy to reflect changes in services, website, technology or legal obligations. We will post the updated version with a revised “Last updated” date. Where required by law, we will provide additional notice or seek fresh consent for material changes.

For privacy questions or requests, contact [email protected]. Phone: +233 593 203 863, or write to Pedex at its business address in Adenta – Oyarifa, Accra, Ghana.

If you are not satisfied with our response, you may be able to complain to Ghana’s Data Protection Commission or another competent authority under the law applicable to you.