PRIVACY POLICY

VY Canis Majoris Group

Effective date: 12 September 2026
Last updated: 12 September 2026

VY Canis Majoris Group (“Canis Majoris”, “Canis”, “we”, “us” or “our”) respects the privacy of our customers, prospective customers, suppliers, partners, employees, website visitors and other persons who communicate or do business with us.

This Privacy Policy explains how we collect, use, store, share and protect personal information, including information received through our website, WhatsApp Business communications, telephone, email, social-media platforms, site visits and other business interactions.

VY Canis Majoris Group is based in Accra, Ghana and provides design, fabrication, installation and related services for tensile structures, steel structures, canopies, warehouses, event and assembly spaces, school and playground covers, commercial structures, agricultural and specialist structures, and related engineering and construction services.

We seek to process personal information in accordance with applicable Ghanaian law, including the Data Protection Act, 2012 (Act 843) and other applicable privacy and data-protection requirements. Ghana's Data Protection Commission states that organisations processing personal data are subject to principles including lawfulness, transparency, purpose limitation, data minimisation, accountability and security.

1. Information We May Collect

Depending on how you interact with us, we may collect information including:

Contact and identity information

• name;

• telephone and WhatsApp number;

• email address;

• organisation or company name;

• job title, where relevant;

• contact address.

Project and enquiry information

• project type;

• project location;

• intended use of the proposed structure;

• dimensions such as length, width and height;

• project timeline;

• budget information where voluntarily provided;

• project requirements and specifications;

• site conditions and related information.

Media and documents

• photographs;

• videos;

• drawings;

• sketches;

• architectural plans;

• engineering documents;

• quotations or correspondence;

• other files voluntarily sent to us.

Communication information

• WhatsApp messages;

• emails;

• enquiries;

• telephone or meeting notes;

• responses to questions;

• records of customer-service interactions;

• quotation and proposal history.

Technical information
Where applicable, our website and communication systems may collect limited technical information such as:

• IP address;

• browser/device information;

• timestamps;

• system logs;

• message identifiers;

• delivery and communication status information.

We do not intentionally request personal information that is not reasonably required for the relevant business purpose.

2. WhatsApp Business Communications

Canis Majoris uses WhatsApp as one of its customer communication channels.

When you contact us through WhatsApp, information you provide may include your:

• WhatsApp telephone number;

• profile/name information made available through WhatsApp;

• messages;

• photographs;

• videos;

• documents;

• location information if you choose to provide it;

• project requirements;

• other information voluntarily submitted during the conversation.

We use this information to understand your enquiry, provide customer service, assess potential projects, prepare estimates or proposals, arrange site assessments where necessary, and maintain appropriate business records.

Our WhatsApp communications may use the WhatsApp Business Platform provided by Meta. Accordingly, messages and related technical information may also be processed by Meta in accordance with Meta's applicable terms and privacy practices.

3. Automated Customer Assistance

Canis Majoris may use automated systems to help manage customer enquiries received through WhatsApp or other communication channels.

These systems may:

• identify the general nature of an enquiry;

• ask customers for missing project information;

• record project location and dimensions;

• recognise when photographs or documents have been received;

• classify the stage of an enquiry;

• provide approved general information about Canis services;

• route enquiries requiring human attention to an appropriate member of our team.

Automated systems are intended to support our staff and improve response times.

They are not authorised to independently make final engineering, contractual or significant commercial decisions.

In particular, our automated systems are not intended to independently:

• issue binding final quotations;

• negotiate discounts;

• alter payment terms;

• enter into contracts;

• approve refunds;

• make final structural-design decisions;

• provide final structural-member sizes;

• make safety-critical engineering commitments;

• make warranty or liability commitments.

Matters requiring such decisions are referred to an authorised Canis Majoris representative for human review.

4. Artificial Intelligence

We may use artificial-intelligence or machine-assisted technologies to help interpret customer enquiries, categorise messages, identify information that may still be required, draft responses or assist our staff.

Where AI-assisted technology is used, we aim to apply appropriate controls so that important engineering, contractual and commercial decisions remain subject to human review.

We do not intend to rely solely on automated decision-making for decisions that create significant contractual, financial or engineering consequences for customers.

5. How We Use Personal Information

We may use personal information for purposes including:

• responding to enquiries;

• identifying and qualifying potential projects;

• communicating with customers;

• preparing estimates, quotations and proposals;

• assessing site and project requirements;

• arranging site visits;

• producing designs, drawings or project documentation;

• project planning and delivery;

• maintaining customer and project records;

• providing after-sales service;

• resolving complaints or disputes;

• protecting the security and integrity of our systems;

• complying with legal, regulatory, accounting and contractual requirements;

• improving our services and customer experience;

• preventing fraud, misuse or unauthorised activity.

We aim to use personal data only for legitimate and relevant business purposes.

6. Legal Basis and Fair Processing

Where applicable, we process information because:

• it is necessary to respond to a request you have made;

• it is necessary to take steps towards entering into or performing a contract;

• it is reasonably required for legitimate business operations;

• you have provided consent where consent is appropriate;

• processing is necessary to comply with legal or regulatory obligations;

• processing is necessary to protect legitimate rights or interests as permitted by applicable law.

We aim to collect only information reasonably necessary for the purpose for which it is processed.

7. Sharing of Information

We do not sell customers' personal information.

We may share information with service providers where reasonably necessary to operate our business.

These may include providers of:

• WhatsApp and business messaging services, including Meta;

• cloud hosting and computing services;

• secure databases and file storage;

• email services;

• information technology and cybersecurity services;

• accounting and professional services;

• project consultants, architects, engineers, contractors or subcontractors where their involvement is necessary for a project.

For our WhatsApp automation infrastructure, certain data may be processed through Meta's WhatsApp Business Platform and Cloudflare infrastructure.

We seek to limit access to information to what is reasonably required for the relevant service.

We may also disclose information where required by law, court order, regulator or competent public authority, or where reasonably necessary to establish, exercise or defend legal rights.

8. Cloud Processing and International Transfers

Some technology providers used by Canis Majoris may operate infrastructure outside Ghana.

As a result, personal information may in some circumstances be processed or stored in countries other than Ghana.

Where such processing occurs, we seek to use reputable providers and appropriate organisational and technical safeguards to protect information in accordance with applicable requirements.

9. Photographs, Videos, Drawings and Project Files

Customers may voluntarily send photographs, videos, drawings, plans and other project-related files to us.

We use these materials primarily to:

• understand the proposed project;

• assess existing site conditions;

• identify required measurements or information;

• prepare concepts, estimates or proposals;

• coordinate technical and project work.

Customers should avoid sending personal or sensitive information that is not relevant to the project.

Project media and documents are not intended to be made publicly available unless there is a legitimate business purpose and an appropriate basis for doing so.

10. Data Retention

We retain personal information only for as long as reasonably necessary for:

• managing an enquiry;

• maintaining customer and project history;

• delivering a project;

• providing aftercare;

• meeting contractual, accounting or legal requirements;

• resolving disputes;

• maintaining appropriate business records.

Retention periods may vary depending on the nature of the information and relationship.

Where information is no longer reasonably required, we may delete, anonymise or securely archive it, subject to applicable legal and business-record obligations.

11. Data Security

We use reasonable technical and organisational measures designed to protect information against:

• unauthorised access;

• loss;

• misuse;

• alteration;

• disclosure;

• destruction.

These measures may include restricted system access, authentication controls, secure credentials, cloud security controls, access logs and separation of production credentials from publicly accessible application code.

No electronic communication or information-storage system can be guaranteed to be completely secure. We therefore continually seek to apply safeguards proportionate to the information we process.

12. Access by Employees and Contractors

Personal information should be accessed only by Canis Majoris personnel, contractors or service providers who reasonably require access for their assigned responsibilities.

Access to customer information should be limited according to business need and appropriate confidentiality obligations.

13. Your Rights

Subject to applicable Ghanaian law and other applicable requirements, individuals may have rights concerning their personal information, including the ability to:

• request information about personal data held about them;

• request access to relevant personal information;

• request correction of inaccurate information;

• object to or request restriction of certain processing where applicable;

• withdraw consent where processing relies on consent;

• request deletion or cessation of processing where legally applicable;

• raise a complaint concerning the handling of their personal information.

Ghana's Data Protection Commission is responsible for regulating the processing of personal data and enforcing the Data Protection Act, 2012 (Act 843).

Requests may be subject to identity verification and applicable legal or record-retention obligations.

14. Communications and Marketing

We may communicate with existing or prospective customers about enquiries, projects, proposals and related services.

Where marketing communications require consent or another lawful basis, we aim to comply with applicable requirements and available opt-out mechanisms.

A customer may ask us to stop non-essential marketing communications.

Operational messages relating to an active enquiry, project, quotation, contract or aftercare matter may still be necessary.

15. Children

Our construction, engineering and commercial services are not directed towards children.

We do not intentionally design our customer enquiry systems to collect personal information directly from children.

Where our projects involve schools, playgrounds or facilities used by children, our customer is ordinarily the relevant adult, organisation, school, contractor or property owner.

16. Third-Party Platforms

Our website or communications may contain links to or use services provided by third parties.

Examples include:

• WhatsApp;

• Facebook;

• Instagram;

• Meta;

• cloud infrastructure providers.

Those providers have their own privacy practices and terms.

This Privacy Policy applies to processing for which VY Canis Majoris Group is responsible and does not replace the privacy policies of independent third-party services.

17. Changes to This Privacy Policy

We may update this Privacy Policy as our systems, services, technologies or legal obligations change.

The latest version will be published on our website together with an updated effective or revision date.

Material changes may also be communicated through appropriate channels where necessary.

18. Contact Us

For questions, requests or concerns regarding privacy or personal information, contact:

VY Canis Majoris Group
Accra, Ghana
Website: www.canismajoris.net
Email: [INSERT YOUR APPROPRIATE CANIS EMAIL ADDRESS]
Telephone/WhatsApp: [INSERT THE BUSINESS CONTACT NUMBER YOU WANT PUBLISHED]

Please use the subject:

Privacy / Data Protection Request

when contacting us by email regarding personal-information matters.

19. Ghana Data Protection

VY Canis Majoris Group seeks to handle personal information consistently with Ghana's Data Protection Act, 2012 (Act 843).

The Ghana Data Protection Commission describes Act 843 as governing the collection, use, disclosure, destruction and safeguarding of personal data, and its current compliance guidance states that organisations acting as data controllers should comply with relevant registration and data-protection obligations.

Where applicable, Canis Majoris will review and update its privacy and data-protection practices as its digital and automated customer-service