How we use your information
Version 2026-11 · Applies to candidate accounts and online assessments
This notice explains what information the credit union's Human Resources (HR) team collects when you create a candidate account, apply for a vacancy or take an online assessment, why we collect it, who can see it, and the choices you have. We handle it in line with Ghana's Data Protection Act, 2012 (Act 843).
What we collect
| Information | Why we need it |
|---|---|
| Your name, email address, phone number, current position and profile picture | To identify you, contact you about vacancies, exams and results, and keep a record of your applications. |
| Staff ID, branch, department and the date you joined (staff only) | To confirm you are a member of staff applying for an internal position. |
| CVs, certificates and cover notes you upload | So HR can consider your application for a vacancy. |
| Your exam answers, scores and HR's decisions | To assess you for the position and tell you the result. |
| An identity photo, and video and/or audio recorded during the exam | To confirm the right person took the exam and that it was taken fairly. Whether video or audio is recorded depends on the exam, and you are told before you start. |
| Exam activity, such as leaving full-screen or switching windows, and basic browser details | To detect possible rule breaks during the exam. |
| Sign-in times, IP address and browser, and the results of the device check | To keep your account secure and help you get ready for an exam. |
Who can see it
Only the credit union's HR team, and the people they involve in making a hiring decision, can see your information. We do not sell it or share it with other organisations, unless the law requires us to.
Password reset emails are sent using Google Firebase. When you ask to reset your password, your email address is stored with Firebase only so it can send you the reset link. Your password and all other information stay in the credit union's own system.
How long we keep it
- Your account, applications and results are kept while your account is open, so the credit union has a record for future positions.
- Exam recordings and identity photos are kept only as long as HR needs them to review the exam and handle any query about the result.
- Some records may have to be kept longer, for example when they are part of a staff promotion record. If so, HR will tell you why.
Your choices and rights
- See your information: download a copy at any time from Profile → Your data in your account.
- Correct it: update your phone number and employment details yourself, or ask HR to change your name or position from your Profile.
- Question a result: query a result from My Results within 30 days of receiving it.
- Ask for deletion: ask HR to delete your account and personal data from Profile → Your data. Your scores may be kept without your name, so the credit union's statistics stay correct.
- Stop emails: turn off email alerts on your Profile at any time.
Recording during exams
Before an exam starts you are asked to agree to the identity photo and any recording. If you do not agree, you cannot take that online exam. Contact HR to discuss another arrangement.
Automatic camera checks
Some exams use automatic camera and microphone checks. They run on your own computer and look for things such as another person in view, you being out of view, a phone, or talking. The video is not sent anywhere for these checks: only short written warnings (for example "out of view for 30 seconds") and an overall score are saved with your exam.
The exam explains beforehand which warnings can end it. You are warned on screen first. The checks can be wrong, so an exam they end is marked for HR to review, and HR watches the recording before making any decision. You can ask HR to review a result, as with any exam.
Questions or concerns
Contact the HR office of St. Martin de Porres Co-operative Credit Union. If you are not satisfied with how we handle your information, you can also contact Ghana's Data Protection Commission.