Privacy Policy

Effective 19 October 2026

This policy explains what personal information ROSA FMS collects, why, who can see it, how long it is kept and the rights you have over it. It applies to everyone who uses ROSA FMS: members, campus officers and national leadership.

1. Who we are

ROSA FMS ("ROSA FMS", "we", "us") is the financial management and membership system of the Royalhouse Students Association ("ROSA"), a ministry of Royalhouse Chapel International. ROSA is the data controller: it decides how your information is used. Asterixify Innovations builds and operates the platform on ROSA's behalf and processes information only on ROSA's instructions.

2. Information we collect

Identity and contact: full name, email address and phone number.
Membership: campus, university, role and campus position, gender, member type, year group, course of study, year joined, tithe number, and campus transfer history.
Giving: tithes, pledges and project contributions, with amount, date, months covered, payment method and reference. Card numbers and mobile money PINs are never seen or stored by ROSA FMS; they are handled by Paystack.
Attendance: when you check in to a service or event by QR code, the event and the time you checked in.
Campus records: weekly reports, expenses, receipts and other documents officers upload.
Account and security: your password (stored only as a one-way hash), two-factor authentication settings for officers, sign-in times, device and IP address, and a log of significant actions taken in the system.
Messages: a record of the emails and SMS sent to you by the system and whether they were delivered.

3. Why we use it

We use your information only for ROSA's ministry and administration:

To register you, issue your tithe number and keep your membership record and campus affiliation up to date.
To process, record and receipt your tithes, pledges and contributions, and to give you statements and certificates.
To send you confirmations, receipts, reminders, annual statements and announcements by email and SMS.
To let authorised officers manage their campus, prepare weekly reports and account for income and expenses.
To reconcile payments with ROSA's bank and mobile money accounts and produce financial reports for ROSA's leadership.
To record attendance at services and events.
To keep the platform secure, prevent fraud and misuse, and investigate problems.

We rely on your consent when you register, on ROSA's legitimate interest in running its ministry and accounting for the gifts it receives, and on the need to keep proper financial records. We do not sell your information, use it for advertising, or make decisions about you by automated means.

4. Who can see your information

You can see your own profile, giving history, statements and attendance.
Campus officers (pastor, president, secretary, campus coordinator) can see records for their own campus only, as their role requires.
National leadership and administrators can see records across all campuses, and must use two-factor authentication.
Every officer's access is limited to what their role needs, and significant actions are recorded in an audit log.

5. Service providers

We use carefully chosen providers to run ROSA FMS. They process information only to provide their service to us:

Paystack — card and mobile money payments.
Resend — email delivery.
Arkesel — SMS delivery.
Cloudinary — storage of uploaded receipts and attachments.
Neon — database hosting.
Vercel — application hosting.
Cloudflare — the security check that protects sign-up, sign-in and payments from automated abuse.

Some of these providers store data outside Ghana, including in the United Kingdom and the European Union. Where that happens we use providers that apply strong security and contractual safeguards to protect it.

6. How we protect it

All connections are encrypted, and passwords are stored only as secure hashes.
Access is role-based and campus-scoped; leadership accounts require two-factor authentication.
Payments are verified directly with Paystack before they are recorded.
Financial months can be closed so records cannot be changed without a recorded reason.
Significant actions, including data exports, are logged, and the system alerts administrators to failures.

7. How long we keep it

We keep your membership information while your account is active. Financial records (tithes, pledges, receipts, reports and expenses) are kept for as long as ROSA needs them for accountability and audit, even after an account is removed, because ROSA must be able to account for the gifts it has received. Security logs are kept for as long as needed to protect the platform. Information we no longer need is deleted or anonymised.

8. Your rights

Under Ghana's Data Protection Act, 2012 (Act 843), you have the right to:

ask what information we hold about you and receive a copy of it;
have inaccurate or incomplete information corrected;
object to our use of your information, or ask for it to be deleted, subject to ROSA's need to keep financial records;
ask us to stop sending you non-essential messages (payment receipts and security messages will still be sent);
complain to the Data Protection Commission of Ghana if you believe your information has been mishandled.

You can update most of your details yourself in ROSA FMS. For anything else, contact your campus secretary or the ROSA National Secretariat, who will respond within a reasonable time.

9. Cookies

ROSA FMS uses only the cookies needed to keep you securely signed in and to remember simple preferences such as whether the sidebar is collapsed. We do not use advertising or tracking cookies.

10. Children

ROSA FMS is for university students and ROSA's leadership. It is not intended for children under 16, and we do not knowingly collect their information.

11. Changes to this policy

We may update this policy as ROSA FMS changes. The effective date above shows the current version, and significant changes will be announced to members.

12. Contact

Questions about this policy or your information can be sent to your campus secretary or to the ROSA National Secretariat, Royalhouse Chapel International.