Updated On: February 11, 2026
This Privacy Policy explains how POKBON Group and its affiliated services (collectively, “POKBON,” “we,” “us,” or “our”) collect, use, disclose, and protect information when you interact with the POKBON AI Assistant (“AI Assistant”) on the POKBON e-commerce platform. By using the AI Assistant, you consent to the practices described in this policy.
- Introduction
- We provide an AI-powered assistant to help you discover products, get recommendations, and receive support on our platform.
- This policy covers the data we collect from you, how we use it, who we share it with, and your rights regarding your data.
- It applies to data collected through your interactions with the AI Assistant, including conversations, commands, searches, and related activities, as well as data generated by the AI when processing your requests.
- Information We Collect
2.1 Information You Provide
- Chat Interactions: Messages, questions, and conversations you share with the AI Assistant.
- Account Information: Name, email address, phone number, delivery details, and other profile information you provide when creating or updating your account.
- Order Information: Purchase history, preferences, and transaction records.
- Communications: Feedback, inquiries, or support messages you send to us.
- Preferences: Language preferences, notification settings, and personalization choices.
2.2 Information Collected Automatically
- Usage Data: How you interact with the AI Assistant, including responses, features used, and navigation patterns.
- Device Information: IP address, browser type, operating system, device type, and unique device identifiers.
- Location Data: General location based on IP address or more precise location if you grant permission.
- Cookies and Tracking Technologies: Session identifiers, preferences, and usage patterns.
- Performance Data: AI response times, error logs, and system performance metrics.
2.3 AI-Specific Data Collection
- Conversation Context: Historical chat data used to provide more accurate and personalized responses.
- Product Search Queries: Items, categories, and features you inquire about.
- Recommendation Interactions: Views, saves, or purchases influenced by AI suggestions.
- Natural Language Input: Voice or text inputs processed to understand your requests.
- How We Use Your Information
3.1 Core AI Services
- Provide intelligent product recommendations and personalization.
- Process customer inquiries and deliver support.
- Improve AI response accuracy and relevance through machine learning.
- Analyze shopping patterns to enhance user experience.
- Detect and prevent fraud and abuse.
3.2 Service Improvement
- Develop and refine AI models and algorithms.
- Personalize the shopping experience based on your interactions and preferences.
- Analyze trends and aggregate behavior to improve services and performance.
- Conduct research and analytics to enhance AI capabilities and reliability.
3.3 Communications
- Send order confirmations, shipping updates, and delivery notifications.
- Respond to customer support requests and inquiries.
- Send promotions, discounts, and relevant announcements (subject to your marketing preferences).
- Notify you of changes to services or policies.
3.4 Legal and Security Purposes
- Comply with applicable laws and regulations.
- Enforce terms of service and privacy policies.
- Protect the rights, privacy, safety, and property of our users and the company.
- Respond to legal requests and investigate incidents.
- Legal Bases for Processing
- We rely on lawful bases such as:
- Contractual necessity (to provide the AI Assistant and related services).
- Legitimate interests (to improve our services, prevent fraud, and enhance user experience).
- Consent (where required for certain marketing communications or optional features).
- Where required by law, we will obtain your explicit consent for processing.
- Sharing Your Information
5.1 Third-Party Service Providers
- We may share data with trusted providers that assist in operating and improving the AI Service (e.g., AI infrastructure providers, hosting, analytics, payment processors, and notification services).
5.2 Business Transfers
- In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will provide notice if your data becomes subject to a different privacy policy.
5.3 Legal and Safety Obligations
- We may disclose information as required by law, in response to legal processes, or to protect rights, safety, and property.
5.4 Do Not Sell or Exploit
- We do not sell your personal data to third parties for purposes unrelated to the service.
- International Data Transfers
- Some service providers and data servers may be located outside Ghana, including in jurisdictions with different data protection laws.
- We implement safeguards (e.g., contractual clauses, adequacy mechanisms) to protect your data when transferred internationally and in accordance with Ghanaian data protection requirements.
- Data Retention
- Chat Conversations: Retained for a period (commonly up to 30 days) to enable service personalization and support.
- Account Information: Retained for the duration of the account and for a period required by law or our records policy (e.g., 2 years after account deletion for historical records).
- Transaction Records: Retained to meet legal and regulatory obligations (e.g., tax and auditing requirements; commonly several years).
- Aggregated Analytics: May be retained indefinitely in anonymized form for research and service improvement.
- Security Logs: Retained for a defined period (e.g., 1 year) for security monitoring and incident response.
- Data Security
- We use encryption (TLS) for data in transit and encryption at rest where feasible.
- Access controls, authentication, and authorization mechanisms limit who can access data.
- Regular security assessments, vulnerability management, and incident response processes are in place.
- AI-specific protections include input sanitization, output filtering, and prompt injection mitigation.
- Your Rights and Choices
Under the Ghana Data Protection Act 2012 (and applicable laws), you may have rights including:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Correct inaccurate or incomplete data.
- Erasure: Request deletion of personal data (the right to be forgotten) in certain circumstances.
- Restriction: Request limiting processing in specific situations.
- Data Portability: Request your data in a structured, commonly used format.
- Objection: Object to processing for direct marketing or based on legitimate interests.
- Withdraw Consent: Withdraw consent where processing is based on consent.
- Automated Decision-Making: Request human review of AI-generated decisions affecting you (where applicable).
How to exercise your rights:
- Contact our Data Protection Officer (DPO) at the channels listed in it Section.
- Provide sufficient identity verification and specify the right you wish to exercise and the data involved.
- We strive to respond within 30 days of receiving your request, and in some cases longer where legally permissible.
- Cookies and Tracking Technologies
- We use cookies and similar technologies to operate the AI Service, remember preferences, and analyze usage.
- Types include essential cookies (necessary for service), authentication cookies, AI preferences cookies, analytics cookies, and marketing cookies (the latter only with your consent).
- You can manage cookie preferences through your browser settings or our consent management tools; note that disabling cookies may affect AI functionality.
- Children’s Privacy
- The AI Service is not intended for users under 15. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us to arrange removal.
- Third-Party Links and Services
- The AI Service may link to third-party sites or services. This policy does not govern those sites. We encourage you to review their privacy policies.
- AI Transparency
- Our AI uses large language models and machine learning. It may provide imperfect or context-limited responses.
- Human oversight and support are available for complex or sensitive issues.
- You can report issues with AI responses via the provided contact channels.
- Your Choices and Opt-Outs
- You can adjust personalization settings and opt out of certain data processing activities (including marketing communications) in your account settings.
- You may delete or deactivate your account, subject to legal and business requirements, which may limit access to certain features.
- Data Protection Officer and Contact Information
- Data Protection Officer (DPO): admin@pokbongroup.com
- Support/General Inquiries: info@pokbongroup.com
- WhatsApp: +233 55 748 2260
- Call: +233 55 678 0200
- Mail: BOX AB 541, Abossey-Okai, Ghana
- Changes to This Policy
- We may update this policy from time to time. We will post the updated policy and update the “Effective Date.” For material changes, we may provide additional notice as required by law.
Governing Law
- This policy is governed by and construed in accordance with the laws of Ghana. Any disputes arising out of or related to this policy shall be resolved in the courts of Ghana, subject to applicable laws and regulations.
Additional Notes
- Data minimization: We collect only what is necessary to provide and improve the AI Service.
- Data accuracy: We rely on you to provide accurate information and to update data as needed.
- Security incidents: In the event of a data breach, we will notify affected users as required by law and take appropriate remediation steps.
- Promotions: If you opt in to marketing communications, we may send promotional offers. You can opt out at any time.
If you have questions or concerns about this Privacy Policy, please contact our DPO or support channels listed above.
