Privacy Policy
Last updated: 2026 - Oguaa Hall Army Cadet, University of Cape Coast
The Oguaa Hall Army Cadet (OHAC) unit is committed to protecting your privacy. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights regarding your data. By using the OHAC application, you consent to the practices described in this policy.
1. Information We Collect
We collect the following categories of personal information when you use the OHAC application:
- Full name and display name
- Email address
- Google profile photograph
- Unique Google account identifier (UID)
- Military rank and unit designation
- Index number (student ID)
- Biography or personal statement
- Custom profile photo (if uploaded)
- Chat messages sent in group rooms and direct messages
- Course enrolment and progress (modules completed, completion timestamps)
- Event RSVPs and attendance records
- Announcement read status
- Logistics records (if you hold a logistics role)
- Firebase Cloud Messaging (FCM) device tokens for push notifications
- App version and basic device information (collected automatically by Firebase Analytics)
- Timestamps of actions and interactions within the app
- Local records for courses or the Code of Conduct you save for offline access
1a. Health and Fitness Data
Health and Fitness Data- Types: step count, distance, active minutes, workouts/exercise sessions, heart rate, calories burned, weight, sleep summaries, and GPS route data recorded during activities
- Sources: device sensors, connected platforms (e.g., Google Fit, Apple Health), and manual entry within the app
Collection: We will only collect health and fitness data if you explicitly enable the Fitness Tracker or grant permission to sync with your device's health services. You can revoke access at any time via Settings > Fitness Tracker or through your device's privacy settings.
Special Category / Sensitive Data: Health and fitness data is treated as sensitive personal data. We process this data only with your explicit consent and only for the limited purposes described in this policy.
2. How We Use Your Information
Your personal information is used for the following purposes:
- Authentication: To verify your identity and grant you appropriate access to app features based on your role (cadet, officer, admin, logistics)
- Unit Operations: To support training administration, event management, course delivery, and logistics tracking
- Communication: To facilitate group chat, direct messaging, official announcements, and event notifications
- Personalisation: To display your name, rank, and photo in the app and match you with your officer profile where applicable
- Notifications: To send you push notifications about new announcements, events, and messages (subject to your notification preferences)
- Offline Access: To keep courses and the Code of Conduct available on your device when you choose to save them
- Security and Administration: To detect and prevent misuse, manage banned users, and maintain audit trails for logistics records
- Analytics: To understand app usage patterns and improve the application for all unit members
- Health and Fitness: With your explicit consent, we use health and fitness data to provide fitness features (activity history, progress tracking, leaderboards), support training and welfare monitoring, personalise fitness-related content, and generate aggregated analytics. We do not use health data for advertising or sell it to third parties.
We do not use your information for advertising, marketing to third parties, or any commercial purpose.
3. Data Storage and Security
All data collected by the OHAC application is stored securely using Google Firebase services, hosted on Google Cloud infrastructure in compliance with Google's data protection standards. Specifically:
- User profiles, messages, announcements, courses, events, and logistics data are stored in Firebase Firestore (a NoSQL cloud database)
- Profile photos and announcement images are stored in Firebase Cloud Storage
- Direct message inbox data is stored in Firebase Realtime Database
- Notification tokens are managed via Firebase Cloud Messaging (FCM)
- Notification read status is stored locally on your device using Shared Preferences
- Courses and the Code of Conduct that you save for offline access are stored locally on your device. Removing a saved course or saved Code of Conduct copy deletes that local offline record
We implement the following security measures:
- Firebase Security Rules restrict database and storage access so that users can only read and write data they are authorised to access
- Authentication is managed entirely by Google Sign-In - we do not store passwords
- Admin and logistics features require verified role-based access
- All network communications between the app and Firebase are encrypted via TLS/HTTPS
- Personal health and fitness data is treated as sensitive and is encrypted in transit and at rest
- Access to health records is guarded by Firebase Security Rules, role-based checks, and strict access controls so only authorised officers and the user can view identifiable health data when necessary for training or welfare
- Access to health records is logged and monitored
- Where possible we de-identify or aggregate health data for analytics
While we take all reasonable precautions, no system is completely immune to security risks. You use the application at your own risk, and we encourage you to keep your Google account secure.
4. Data Sharing and Disclosure
We do not sell, rent, or share your personal information with external companies or third parties for commercial purposes. Your data may be shared in the following limited circumstances:
- Within the Unit: Your display name, rank, and profile photo are visible to other unit members within the app as part of normal operations (e.g. in chat rooms and the officers directory)
- Officers and Administrators: Unit administrators and officers can access user profiles, logistics records, and usage data for the purposes of unit management and welfare
- Health Data: Personal health and fitness data is only visible to you and authorised unit officers where necessary for training or welfare. We do not share identifiable health data with external third-party services without your explicit consent. Aggregated, de-identified health metrics may be shared for research or unit-wide analytics
- Google/Firebase: Our infrastructure provider (Google) processes your data as part of providing Firebase and Google Sign-In services. Google's use of your data is governed by Google's Privacy Policy (policies.google.com/privacy)
- Legal Requirements: We may disclose your information if required to do so by law, court order, or at the request of the University of Cape Coast or Ghana Armed Forces authorities
No data is transferred to commercial third-party marketing services.
5. Data Retention
We retain your personal data for as long as your OHAC account is active or as necessary to provide the services described in this policy. Specifically:
- Active account data is retained for the duration of your membership in the unit
- Chat messages are retained indefinitely unless deleted by an administrator
- Course progress records are retained to preserve your training history
- Logistics records are retained for audit and administrative purposes for a minimum of one academic year
- Offline course and Code of Conduct records remain on your device until you remove them in the app or uninstall the app
- We retain health and fitness data only while your account is active or as necessary for training, welfare, or legal obligations
- You can request deletion of your health data by contacting the OHAC unit administrator via Settings > Contact Support
- Upon a verified deletion request we will delete identifiable health records within 30 days, except where retention is required by law
- Copies of data in backups may persist for up to 90 days while backup media are purged
- Aggregated de-identified health metrics used for analytics may be retained longer
If you request deletion of your account or are removed from the unit, your personal profile information may be deleted upon request. However, certain records (such as logistics audit logs and messages posted in group rooms) may be retained for administrative and record-keeping purposes.
6. Your Rights and Choices
You have the following rights with respect to your personal data:
- Access: You can view your profile information within the app at any time via the Profile screen
- Correction: You can update your display name, biography, and profile photo directly within the app. Rank and role changes must be requested through a unit officer
- Notification Preferences: You can manage push notification settings (announcements, events, chat) in Settings under "Notification Preferences"
- Offline Copies: You can remove saved courses from Courses > Saved and remove the saved Code of Conduct copy from the Code of Conduct screen
- Account Deletion: To request deletion of your account and associated personal data, contact a unit administrator. Note that certain records may be retained for legal or administrative reasons
- Data Portability: You may request a summary of the personal data we hold about you by contacting a unit administrator
To exercise any of these rights, please contact the OHAC unit administrator through the app's Support Desk or other official channels.
7. Children's Privacy
The OHAC application is intended for use by students of the University of Cape Coast who are at least 18 years of age. We do not knowingly collect personal information from persons under the age of 18. If you believe a minor has accessed the application, please notify a unit administrator immediately so that the account can be reviewed.
8. Third-Party Services
The OHAC application integrates with the following third-party services:
- Google Sign-In (Alphabet Inc.): Used for user authentication. Governed by Google's Terms of Service and Privacy Policy (search "Google Privacy Policy" in your browser for full details)
- Firebase (Google LLC): Provides Firestore, Realtime Database, Cloud Storage, FCM, and Analytics infrastructure
- CachedNetworkImage (Flutter package): Used for efficient image loading and caching on device
We recommend reviewing the privacy policies of these third-party services. OHAC is not responsible for the privacy practices of third-party providers.
9. Marketplace
The OHAC app includes a Marketplace feature that allows unit members to browse and purchase items listed by unit administrators. The following applies to your use of the Marketplace:
- Listings: Items are listed exclusively by authorised OHAC administrators. Unit members may browse and add items to their cart without creating an account beyond their existing OHAC login
- Order Processing: To complete a purchase, you initiate a direct message to an admin through the app. Your cart summary (item names, quantities, and total price) is transmitted as part of this message. Payment is arranged directly between you and the admin through channels agreed upon during the conversation
- Data Collected: When you use the Marketplace, we process your cart contents (item names, quantities, price totals) only within the messaging system. We do not collect payment card details or bank information within the app
- No Payment Processing: OHAC does not process payments electronically. All financial transactions are arranged manually between the buyer and the unit administrator. OHAC is not liable for any disputes arising from marketplace transactions
- Item Images: Product images are stored in Firebase Cloud Storage and are accessible to all authenticated unit members
- Returns and Disputes: Any disputes regarding marketplace items or payments should be raised directly with the unit administrator. OHAC does not operate a formal returns policy
10. Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in our practices, legal obligations, or app functionality. When we make significant changes, we will notify all users via an official announcement within the OHAC app. The most current version of this policy is always available in the app under Settings > Privacy Policy. Your continued use of the app after a revision constitutes your acceptance of the updated policy.
11. Contact and Enquiries
If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal data, please contact the OHAC unit administrator through the following channels:
- In-app: Use Settings > Contact Support to open a Support Desk ticket
- Direct Messages: Contact the Unit Commanding Officer, Adjutant, or another officer listed in the app
- In person: Approach any commissioned officer of the Oguaa Hall Army Cadet unit at the University of Cape Coast
- Official unit channels: Contact through the Hall administration office at Oguaa Hall, UCC
We take all privacy enquiries seriously and aim to respond within a reasonable timeframe.