AFCASAutomated Fire Compliance and Safety SystemGHANA NATIONAL FIRE SERVICEPrivacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your personal information in the AFCAS system.
Last updated: April 2026
Introduction
The Ghana National Fire Service (GNFS) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Automated Fire Compliance and Safety System (AFCAS).
By using AFCAS, you consent to the data practices described in this policy. If you do not agree with the practices described in this policy, please do not use our services.
Information We Collect
Personal Information
- Full name and contact information (email, phone number, address)
- Government identification numbers (Ghana Card, Passport)
- Identity verification (individual applicants): your Ghana Card number and a live facial photograph are shared with the National Identification Authority (NIA) solely to verify your identity. The photograph is not stored by AFCAS — only the verification outcome, your card number, and the name on record are retained.
- Professional credentials and certifications
- Property ownership or management details
- Business registration information
Application Data
- Fire certificate application details
- Property information and building plans
- Inspection reports and compliance records
- Payment information and transaction history
- Communication records and support interactions
Technical Information
- IP address and device information
- Browser type and version
- Usage patterns and system interactions
- Login timestamps and session data
How We Use Your Information
Service Delivery
- • Process fire certificate applications
- • Schedule and conduct inspections
- • Issue certificates and permits
- • Provide customer support
Legal Compliance
- • Comply with fire safety regulations
- • Maintain regulatory records
- • Support enforcement actions
- • Respond to legal requests
System Improvement
- • Analyze usage patterns
- • Improve system performance
- • Enhance user experience
- • Develop new features
Communication
- • Send application updates
- • Notify about inspections
- • Share important announcements
- • Provide system notifications
Data Protection & Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Security Measures Include:
- • Encryption of data in transit and at rest
- • Multi-factor authentication for system access
- • Regular security audits and assessments
- • Access controls and user permission management
- • Secure data backup and recovery procedures
Your Rights
You have the following rights regarding your personal information:
- Access: Request copies of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your information (subject to legal requirements)
- Portability: Request transfer of your data to another service
- Objection: Object to processing of your information in certain circumstances
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, and support legitimate operational needs. The following retention periods apply:
| Data Category | Retention Period |
|---|---|
| Active applications | Retained while active; archived 5 years after certificate expiry |
| Expired certificates | 7 years after expiry date |
| Payment transaction records | 7 years (financial compliance) |
| Audit logs | 7 years (permanent archive for legal compliance) |
| Active user accounts | Retained until account deletion requested |
| Inactive user accounts | 3 years after last login; user notified before deletion |
| Consent records | 7 years after consent withdrawal |
| Uploaded documents | Life of application plus 5 years |
| Notification logs | 1 year |
After the retention period expires, data is securely archived or permanently deleted in accordance with Ghana Data Protection Act, 2012 (Act 843) and NITA guidelines.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Ghana National Fire Service
Data Protection Officer
26 Ring Road East, Cantonments, Accra, Ghana
Email: privacy@gnfs.gov.gh
Phone: +233 30 277 2446
Policy Updates
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.