Privacy Policy
How we collect, use, protect, and manage your information when you use the eLibrary platform.
The Ghana Health Service (GHS) operates the GHS eLibrary App, a digital platform designed to provide healthcare professionals, students, and authorized users with access to learning materials, publications, research resources, and knowledge tools to support health service delivery and professional development.
This Privacy Policy explains how the GHS eLibrary App collects, uses, protects, and manages information when users access or use the application.
By accessing or using the GHS eLibrary App, users agree to the collection and use of information in accordance with this policy.
1. Information We Collect
The GHS eLibrary App collects the following types of information:
1.1 Personal Information
When registering or using the application, the system may collect personal information such as:
- First Name
- Last Name
- Email address
- Phone number
- Affiliation
This information is used primarily for authentication, account management, and communication purposes.
1.2 Content You Create
The App allows you to create and store:
- Notes (note title and note content)
- Bookmark records (documents you bookmark)
1.3 App Activity and Usage Data
The App stores data about how you use library resources, including:
- Documents you download (and related metadata such as document name, type, division, year, version, file size, and download timestamps)
- Documents you bookmark (and related metadata)
- Notification records you receive in the App
1.4 Health Data
The GHS eLibrary App does not collect, store, or process any personal health data or medical information from users.
Specifically:
- The app does not collect patient records.
- The app does not collect clinical or diagnostic data.
- The app does not collect any user-specific health status information
The application is designed solely to provide access to educational and reference materials. Any interaction with health-related content(such as reading clinical guidelines or downloading health documents) does not involve the collection of personal health information.
If, in future updates, any health-related personal data is introduced, this Privacy Policy will be updated accordingly, and explicit user consent will be obtained where required.
2. How We Use the Information
We use the information collected to:
- Create and manage user accounts
- Provide access to library resources
- Enable bookmarks, notes, and downloads
- Deliver in-app and push notifications (if you opt in)
- Maintain app functionality and improve user experience
- Track aggregate usage (e.g., total downloads, total bookmarks)
The information collected is used solely for operational and improvement purposes of the GHS eLibrary system.
3. Data Storage and Security
The Ghana Health Service is committed to ensuring the security and confidentiality of user information.
Appropriate technical and administrative measures are implemented to protect data from:
- Unauthorized access
- Alteration or disclosure
- Loss or misuse
Data may be stored on secure servers managed by the Ghana Health Service or authorized service providers in compliance with relevant national digital health governance frameworks.
4. Data Sharing and Disclosure
The GHS eLibrary App does not sell, rent, or trade user data to third parties.
Information may only be shared under the following circumstances:
- With authorized Ghana Health Service departments responsible for managing the platform
- With trusted technical service providers supporting system infrastructure
- When required by law or regulatory authorities
- To protect the rights, safety, or integrity of users and the Ghana Health Service
Any shared data is handled in accordance with data protection and confidentiality requirements.
5. User Responsibilities
Users of the GHS eLibrary App are responsible for:
- Maintaining the confidentiality of their login credentials
- Using the application only for lawful and professional purposes
- Respecting intellectual property rights of digital content accessed through the platform
Unauthorized access, misuse, or distribution of protected materials may result in suspension or termination of user access.
6. Data Retention
In accordance with the Data Protection Act, 2012 (Act 843), user information is retained only as long as necessary for system administration, monitoring, and reporting purposes. Data is kept in the active system for up to five (5) years, after which it may be securely archived for an additional five (5) years. At the end of this period, the data is securely deleted or anonymized in line with data protection requirements of the Ghana Health Service.
7. Children's Privacy
The GHS eLibrary App is intended for health professionals, students, and authorized users within the health sector.
The application is not designed for use by children under the age of 13, and it does not knowingly collect personal information from children.
8. Updates to This Privacy Policy
The Ghana Health Service may update this Privacy Policy from time to time to reflect:
- Changes in legal requirements
- System improvements
- Updates to digital health governance policies
Users will be notified of any significant changes through the application or official communication channels.
9. Contact Information
If you have questions or concerns regarding this Privacy Policy or the handling of your information, please contact: