Privacy Policy

This Privacy Policy explains how Vhim Buy ("we", "us" or "our") handles personal information when you visit our website, request a quotation, use your account or buy through us.

We process personal data in line with Ghana's Data Protection Act, 2012 (Act 843) and other applicable laws.

Information you give us:

• Contact details: your name, email address, phone number and company name.
• Request details: the products you are looking for, quantities, specifications, budgets and messages you send us.
• Account details: your login email and a securely hashed password (we never store your password in readable form).
• Order and payment records: quotations, orders, invoices, payment confirmations and delivery details.

Information collected automatically:

• Technical data such as your browser type, device and the pages you visit, collected through standard server logs.
• A small number of cookies and similar technologies, described in the Cookies section below.

• To respond to your requests and prepare quotations.
• To place and manage orders, arrange inspections and coordinate shipping.
• To process payments and keep accurate financial records.
• To manage your account, including sign-in and password resets.
• To send service messages about your requests and orders.
• To keep our website and services secure and to prevent fraud.
• To meet our legal and regulatory obligations.

We will only send you marketing messages, such as promotions or preorder campaigns, if you have agreed to receive them. You can opt out at any time.

We use your personal information where it is necessary to provide the services you ask for, where we have a legitimate business interest that does not override your rights, where we must do so by law, or where you have given your consent.

We do not sell your personal information. We share it only where needed to deliver our services:

• Suppliers and manufacturers: the order details they need to fulfil your purchase.
• Vhim Cargo and other carriers: the details needed to receive, ship and release your goods.
• Payment providers: to process and confirm payments.
• Service providers who help us run our business, such as hosting and email providers, under appropriate confidentiality obligations.
• Authorities, where we are required to by law.

Because we source products from suppliers in China and elsewhere, some of your order details may be shared with, or stored by, organisations outside Ghana. When this happens, we share only what is necessary and take reasonable steps to make sure your information is protected.

We keep personal information only for as long as we need it for the purposes described in this policy, including to meet legal, tax and accounting requirements. When it is no longer needed, we delete or anonymise it.

We use technical and organisational measures to protect your information, including encrypted connections, hashed passwords, secure session cookies and restricted staff access. No system can be completely secure, so please let us know straight away if you suspect any misuse of your account.

Under Ghanaian data protection law you have the right to:

• Ask whether we hold personal information about you and request a copy of it.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information we no longer have a valid reason to keep.
• Object to, or ask us to limit, certain uses of your information, including direct marketing.
• Withdraw your consent where we rely on it.

If you are unhappy with how we have handled your information, you can also complain to the Data Protection Commission of Ghana.

We use only a small number of cookies and similar technologies that are needed for our website to work:

• Session cookie: keeps you signed in after you log in. It is removed when you log out or after it expires.
• Theme preference: remembers whether you chose light or dark mode. It is stored in your own browser and is not sent to us.

We do not currently use advertising or third-party tracking cookies. If this changes, we will update this policy first.

Our services are intended for adults. We do not knowingly collect personal information from children. If you believe a child has given us their information, please contact us and we will delete it.

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last updated. If we make significant changes, we will let you know through our website or by email.

If you have questions about this Privacy Policy or to exercise your rights, contact the Vhim Buy team using the request form on our website or through your Vhim Buy account manager. We aim to respond to all enquiries as soon as reasonably possible.