1. Who is responsible
Montford Orbis Limited, operating through Micro AI Systems in Ghana, determines the purposes of the public website’s inquiry and policy-request records. Privacy questions and requests can be submitted through our Policy Request Centre; replies are available in the private request thread.
This policy covers website visitors, business contacts and people using that request channel. Where we process information on a client’s instructions inside a commissioned system, the client’s own notices and our applicable data-processing agreement also govern that activity. We do not assume that a public website inquiry authorises processing of a client’s operational dataset.
2. Information handled by this website
| Context | Information | Purpose |
|---|---|---|
| Business inquiry | Name, email, business or working name, business stage and your message; submission reference, notice acknowledgement and time. | Understand the request, review it internally and respond; preserve an appropriate record of the conversation. |
| Policy request | Name or preferred identifier, topic, message and subsequent correspondence; request reference, hashed access key, timestamps, status and handling records. | Receive, authenticate access to, investigate and respond to your request. |
| Website operation | Connection and request information, including IP address and request headers; temporary security tokens and rate-limit information. | Deliver the website, prevent abuse and investigate technical or security problems. |
| Motion preference | A browser setting remembering your pause/resume choice. | Respect the display preference you select. |
We receive information directly from you and, where relevant, from someone authorised to act for your business. Please avoid including another person’s details unless necessary and lawful. We may ask for proportionate verification before disclosing records, changing account information or acting on a rights request.
3. Required and optional information
You can read the website without submitting a form. The business inquiry form identifies required fields; without them we may be unable to understand or respond to the inquiry. Policy requests use a separate channel and do not require you to invent a business name or buy a service.
You choose how much background to include. Do not put passwords, identity-document images, payment-card numbers, medical information or sensitive financial records into these forms. If further evidence is necessary, we will discuss an appropriate way to provide it.
4. Purposes and lawful grounds
We use personal information for the purpose explained when it is collected: communicating about an inquiry, considering a requested engagement, delivering an agreed service, responding to a policy matter, protecting the website or meeting an applicable legal obligation.
Depending on the activity, our basis is your consent, steps requested before a contract, performance of an agreement, a legal requirement, or a justified legitimate interest assessed against the individual’s rights. Consent can be withdrawn for processing that depends on it; withdrawal does not invalidate earlier lawful processing or remove a separate legal retention duty.
The inquiry acknowledgement is limited to reviewing and responding to your inquiry. We do not treat it as permission for unrelated marketing. Direct marketing would require the appropriate separate permission and a way to stop it.
6. Ghana and international processing
We operate from Ghana and serve clients in other countries. A cross-border engagement may require information to be accessed in Ghana or by an approved provider elsewhere. Before arranging such processing, we assess the destination, provider, applicable rules and any required contractual safeguards or permissions.
Ask through the Policy Request Centre about the locations and recipients relevant to your information. We do not represent Ghanaian law as displacing additional mandatory privacy obligations that apply to a particular international engagement.
7. Retention and deletion
We retain information for the time reasonably needed for the stated purpose, considering the inquiry or request’s status, an ongoing relationship, legal recordkeeping requirements and the establishment or defence of a claim. We review continued need when a matter closes and in periodic record reviews.
Information that is no longer needed is deleted or de-identified, subject to a lawful retention requirement or legal hold. Deletion may need to be coordinated with backup cycles and required evidence; retained copies remain subject to restricted access and the remaining lawful purpose. This policy does not promise automatic deletion after an arbitrary number of days.
8. Safeguards and incidents
We use access restrictions, validation, authenticated handling and other proportionate technical and organisational safeguards appropriate to the information and activity. Request access keys are stored in hashed form in the backend. No internet service can promise absolute security.
If an incident affects personal information, we assess it, contain and investigate it, and make notifications required by applicable law. A statement of safeguards is not a claim of independent security certification.
9. Your rights and requests
Subject to the applicable conditions, you may request access to personal information, correction of inaccurate records, withdrawal of consent, an objection to processing, or deletion, restriction or other relief available under law. You may also raise concerns about direct marketing or a significant decision made solely by automated processing. This website does not make such automated eligibility decisions about inquiry senders.
Use the Policy Request Centre and select “Privacy / data rights”. Describe the request and relevant records without sending excessive identification. Possession of a thread access key establishes access to that conversation; it is not by itself proof that the holder is entitled to another person’s data.
We respond within the applicable legal period, explain any necessary verification and give reasons for a lawful refusal or limitation. Where the Ghanaian statutory access-request provisions apply, the forty-day response rule is subject to the Act’s conditions. Requests are not treated as a purchase or as marketing consent.
10. Independent complaints
You may complain directly to Ghana’s Data Protection Commission. You do not have to complete our complaint process before exercising a statutory remedy. Another competent regulator or court may also be available under applicable law.
11. Children and sensitive information
The public website is directed to business users. We do not seek children’s information or special-category datasets through public forms. If you believe such information was provided in error, submit a privacy request so we can assess the record and take appropriate action.
12. Related notices and updates
Read the Cookies & Browser Storage Policy for device storage. A client project may need a more specific data notice or processing agreement. We update this page when practices materially change and obtain a new permission where the law requires it. A policy update does not retrospectively authorise a different purpose.
The public inquiry’s short notice is identified in the backend as 2026-11-06-local-v1. That acknowledgement concerns inquiry handling; it is not a record that you accepted every commercial term in this policy centre.
Montford Orbis Limited · Ghana
Micro AI Systems is its business systems division.