Legal

Privacy Policy

Koklo Nya is a product of logNsec LLC. Version 1.1, published 6 October 2026, takes effect on 15 October 2026. Before that date it is the upcoming version, and the policy in force is version 1.0 (last updated 21 July 2026).

1. Who we are and what this covers

Koklo Nya is farm-management software for commercial poultry operations, provided by logNsec LLC (United States). This policy covers our public website (www.koklonya.com), our web application (app.koklonya.com), and our Android and iOS apps. For the personal data of employees and others that a farm enters into Koklo Nya, the farm is the data controller and logNsec LLC is the data processor, acting on the farm's instructions.

2. The public website

This marketing website sets no cookies and loads no third-party trackers or analytics. It serves only first-party content and does not profile visitors. Our hosting and CDN provider may keep short-lived operational logs (such as IP address and user agent) solely to deliver the site securely and prevent abuse.

3. Data we process in the application

a. Your account — your email, name, an optional avatar, your password (stored only as a salted hash by our authentication provider), and multi-factor-authentication status and recovery codes.

b. Data you enter about others — as a farm user you may enter employee and business records (names, contact details, statutory identifiers such as SSNIT / TIN / Ghana Card, payroll, leave, loans, and financial records). You are responsible for having a lawful basis to enter this data; we process it on your instruction.

c. Data from your mobile device —

  • Push notifications: a device token, used to deliver alerts you enable (for example approvals or payroll).
  • Camera and photos: images you choose to capture are uploaded to your farm's document storage and used only for that feature.
  • Biometric unlock: Face ID / fingerprint is processed entirely on your device by the operating system; the app receives only a success or failure result and never receives, transmits, or stores your biometric data.
  • Offline cache: app data may be stored locally on your device so the app works with intermittent connectivity.
  • Diagnostics: crash and error reports, configured not to transmit personal data by default, with no session recording.

d. Training records (Learning Center) — if your farm uses the Learning Center, we record on the farm's instructions:

  • Assignments: which courses, and which version, you were assigned, by whom, and the deadlines.
  • Progress and viewing: the lessons you completed; for video lessons, which parts you played, the furthest point reached, how often you skipped ahead, the fastest playback speed you used, and when you paused or left the page; for reading lessons, how far you scrolled. While a video plays, your device sends a short progress signal to our servers at regular intervals.
  • Study time: how long you actively spent on each lesson.
  • Assessments: your answer to each question, your score on each attempt, how many attempts you used, and whether you passed.
  • Supervised training: if a supervisor took you through a course, the result they recorded and their name.
  • Certificates issued to you.

Your farm is the controller of these records (section 1). It uses them to run its training and to keep evidence — for example for a buyer's audit or an inspection — that its staff were trained. Your farm decides the legal basis; it normally does not rely on your consent, because training staff in biosecurity and safe working is part of running the farm, and consent given to an employer is rarely free. You can still ask for the detail to be erased, or object to its use (section 9).

Who can see it. You can see your own record in full. Your scores, attempts and study time are visible only to people your farm has allowed to see training results — by default the learning coordinator, managers and the farm owner. Others who run or check training on the farm, such as supervisors, HR staff, the CEO and the farm's auditor, can see your progress, whether and when you completed a course, whether you still need help to pass it, and how completion was established (for example how much of each video was played) — but not your scores, attempts or study time. Other staff see none of it. We (logNsec) access it only to operate and support the service.

How assessments are marked. Answers are marked automatically against the course's answer key. Your score is the percentage of the available marks you gained, and you pass if it reaches the pass mark your farm set for the course. The number of attempts may be limited. If you use them all without passing, nothing further is decided automatically: your supervisor or learning coordinator decides what happens next, such as a coached retake or a supervised assessment. Koklo Nya does not use your results to make any decision about your employment; any such decision is made by people at your farm.

Videos. Video lessons are delivered by Cloudflare Stream (section 6), so while you watch, your device connects to Cloudflare, which receives your IP address and device details in order to deliver the video. Videos your farm uploads itself are delivered from our file storage (Supabase). Lessons are never served from YouTube or any other public video site, and the player carries no advertising or tracking.

Certificates, and confirming them. A certificate names you, the course and its version, when completion was recorded and when the certificate was issued, how completion was established and — only if you passed an assessment — your passing score. If you show it to someone, such as a buyer, auditor or inspector, they may quote its serial number to your farm, and the farm can confirm who it names, the course and version, the dates, and whether it has been withdrawn. The confirmation screen does not show your score, attempts or study time, and every confirmation is logged with who made it. There is no public lookup.

4. How we use data

To provide and secure the service, authenticate you, deliver the notifications you enable, run the training your farm assigns you and keep its record (section 3d), meet legal and tax obligations, and prevent abuse. We do not sell personal data, show advertising, or use third-party advertising trackers, and we do not use training records for any purpose of our own.

5. Legal bases

We rely on performance of our contract with you, your consent (for example device permissions), our legitimate interest in securing the service, and compliance with legal obligations (such as statutory record-keeping). We process personal data in line with Ghana's Data Protection Act, 2012 and, where applicable, the GDPR.

6. Sub-processors we share data with

We share data only with providers that host or operate the service on our behalf: Supabase (database, authentication, file storage), Cloudflare (hosting, CDN, DNS, edge security and bot checks, and video storage and delivery for training lessons — Cloudflare Stream), Hetzner (application servers), Backblaze (encrypted off-site backups, EU), Resend (transactional email), Sentry (diagnostics), Google Firebase Cloud Messaging (push-notification delivery), and — only if your farm turns the feature on — mNotify (SMS) and Meta WhatsApp Business (WhatsApp messages). Each processes data only to provide its service to us.

7. Where data is processed

Data is processed and stored on infrastructure in the European Union and the United States. As a US-based provider serving users in Ghana and elsewhere, we rely on appropriate contractual safeguards for cross-border transfers. Videos and website content are delivered from Cloudflare's global network, from the location nearest you.

8. Retention

We keep personal data only as long as needed for the purpose it was collected, then erase or anonymise it. Some records are kept even after you ask us to erase your data — because the law requires it or under our retention policy, as stated for each below — and, except for training records, are kept detached from the individual and no longer used to identify anyone:

  • Tax and accounting records — invoices, ledgers and the documents substantiating them — for at least 6 years from the relevant date, and longer while an objection, appeal, application, refund claim or investigation concerning them is open (Ghana Revenue Administration Act, 2016 (Act 915), s. 27(1) and (3)).
  • Payroll records, statutory identifiers and employment contracts — for 12 years, which we keep to cover pension-contribution (SSNIT) claims.
  • Certain poultry-operational records — 8–12 years (Veterinary Services Directorate and EPA traceability requirements).
  • Training records — the record that you completed a course (the course, its version and the dates) and any certificate issued to you are kept for 72 months from the date you completed the course, including after you leave the farm. No law requires this: it is your farm's own evidence that its staff were trained, so for that period it is kept with your name (a certificate that names nobody proves nothing), is not erased on request, and is used for nothing else. Your detailed study and assessment history — study time, viewing and scrolling detail, individual answers, and attempt scores and counts — is kept no longer than 72 months after you completed the course (or after it was withdrawn or last worked on, if you never completed it), and is erased sooner if you or your farm asks.
  • Backups — the database is also copied to encrypted off-site backups, which are kept for up to about 7 years and 3 months. Data erased from the service can remain in those copies until they expire; if a backup is ever restored, erasures made since are applied again before the data is used.

9. Your rights

You may access, export, correct, or delete your data, and object to or restrict certain processing.

  • Export: download a machine-readable copy from Settings → Security → Data & privacy.
  • Delete your account: from Settings → Security → Data & privacy, choose "Delete my account". This permanently disables your login and erases your personal profile; your entries on financial records are retained in anonymised form as the law requires, and your employment record (if any) stays with the farm. If you are the sole owner of a farm, you will first be asked to transfer ownership or delete the farm. Step-by-step instructions, including how to request deletion without the app, are at www.koklonya.com/delete-account. Your training completion records and certificates stay with the farm for the period in Section 8.
  • Delete a farm's data: a farm owner may erase the farm from the same screen; personal identifiers are erased after a 30-day reversible grace period, while legally-required financial records are retained as described in Section 8.
  • Training records: you can see your own training record in the app (My learning, My certificates). You can ask for your detailed study and assessment history to be erased, or object to its use; because your farm controls this data, we pass your request to the farm, which decides it. The completion record and certificates are kept as described in Section 8.
  • You can also exercise any of these rights by emailing privacy@koklonya.com (we respond within 14 days — our own commitment, not a statutory deadline).

10. Security

All traffic is encrypted in transit (TLS); data is encrypted at rest by our infrastructure providers; access is protected by authentication and optional multi-factor authentication, and restricted per role and per farm.

11. Children

Koklo Nya is a business tool not directed at children and is not intended for anyone under 18.

12. Changes and contact

When we change what we process about you, we publish a new version with its own number and the date it takes effect, and the app asks you to acknowledge it the first time you use it on or after that date. Earlier versions stay readable on this site. For any privacy question, or to exercise a data right, email privacy@koklonya.com (hello@koklonya.com also reaches us). Data controller for the website and account data: logNsec LLC; for training and other records your farm enters, the controller is your farm (section 1).

← Back to home