Privacy Policy
The national authority responsible for regulating, monitoring and publishing public procurement.
Effective Date: June 21, 2025
Operating Entity: The Public Procurement Authority ("[Authority Name]", "We", "Us", or "Our")
The Authority is committed to protecting the privacy and security of the personal and institutional data we collect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit and use our central procurement platform (the "Platform").
1. Information We Collect
To fulfill our statutory regulatory mandate, we collect information from procuring entities, suppliers, contractors, and public visitors.
A. Information You Provide to Us
* Supplier Registration Data: Company name, business registration certificates, tax identification numbers, physical and mailing addresses, phone numbers, and corporate email addresses.
* Authorized Personnel Data: Names, job titles, professional email addresses, phone numbers, and digital signatures or identification credentials of individuals authorized to bid on behalf of an organization.
* Financial Information: Bank account details and payment information required for registration fees, tender document purchases, or bid security processing.
B. Information Automatically Collected
* System Logs: IP addresses, browser types, operating systems, access times, and the specific pages viewed prior to and after accessing the Platform.
* Audit Trail Data: Timestamps of when bids were uploaded, modified, or withdrawn, which are securely logged to ensure the integrity of the procurement process.
* Cookies: Technical cookies necessary for platform functionality, maintaining user sessions, and securing user logins.
2. How We Use Your Information
We process your data strictly to execute our legally mandated functions, including:
* Verifying the eligibility and legal standing of suppliers.
* Facilitating the electronic bidding, evaluation, and contract award processes.
* Maintaining an unalterable, transparent audit trail of government spending.
* Communicating critical system updates, tender addenda, and clarification notices.
* Preventing, detecting, and investigating fraud, collusion, or other anti-competitive practices.
3. Transparency vs. Privacy (Legal Disclosures)
🌐 Public Transparency Mandate Notice:
Public procurement is governed by the principles of openness and accountability. By participating in public tenders, users acknowledge that certain information must be made public by law.
What We Publish Openly:
Pursuant to the Procurement Act, the following data is classified as public record and will be visible to the general public on the Platform:
* Names of bidding entities and their ultimate contract award status.
* Total contract values and bid prices submitted during public openings.
* Procurement evaluation reports and award notices.
* Lists of blacklisted or debarred suppliers.
What We Keep Confidential:
* Proprietary technical data or trade secrets explicitly marked as confidential by the bidder (subject to local Freedom of Information laws).
* Personal contact details, passwords, and banking information of registered users.
* Internal evaluation scoring sheets prior to the official publication of the award.
4. Data Sharing and Third-Party Disclosures
Aside from mandatory public disclosures, the Authority will only share non-public data with third parties under the following circumstances:
* Procuring Entities: Relevant ministries, departments, and local authorities involved in evaluating a specific tender.
* Oversight & Law Enforcement: Anti-corruption agencies, state auditors, or judicial bodies upon valid legal requests or sub-poenas investigating procurement irregularities.
* Service Providers: Trusted IT and cybersecurity vendors who host or maintain the Platform under strict confidentiality agreements.
5. Data Security
The security of public procurement data is vital to national integrity. We implement rigorous technical and organizational security measures, including:
* Encryption: Data encryption in transit (HTTPS/TLS) and at rest.
* Access Control: Role-based access controls ensuring only authorized personnel view restricted procurement files.
* Time-Locking: Secure cryptographic time-stamps to prevent pre-mature viewing of submitted bids.
Despite our efforts, no digital platform can be guaranteed 100% secure. Users are responsible for safeguarding their login credentials.
6. Data Retention
We retain your personal and procurement data only for as long as necessary to fulfill the purposes outlined in this policy, comply with national archival laws, and satisfy legal, accounting, or audit reporting requirements. Typically, procurement records are retained for a minimum of [e.g., 7 to 10 years] following the completion of a contract.
7. Your Data Rights
You may have the right to:
* Access the personal data we hold about you.
* Request the correction of inaccurate or outdated information.
* Lodge a complaint with a supervisory data protection authority.
*Note: The right to delete data ("right to be forgotten") may be restricted or denied if the data is required to maintain the legal and historical integrity of a public bidding process.*
8. Changes to This Privacy Policy
The Authority reserves the right to update this Privacy Policy to reflect system modifications or changes in privacy legislation. Any revisions will be marked with an updated "Effective Date" at the top of this page.
9. Contact Our Data Protection Officer
If you have questions regarding this Privacy Policy, your data rights, or how your information is handled, please contact our compliance unit:
* Attn: Data Protection & Compliance Officer
* Email: privacy@pppauthority.org
* Address: 1 Independence Ave, Accra, Ghana.
To ensure public procurement is conducted transparently, competitively and accountably, delivering value for every public dollar spent.
A public procurement system that is trusted by citizens, accessible to every qualified business, and free of corruption.
Presidential Public Procurement Authority operates under the (fictional, for demonstration purposes) Public Procurement Act 2024 and its accompanying Regulations, which give the authority power to issue binding procurement guidelines, investigate complaints, and suspend suppliers found to be in breach of the Code of Conduct.
From paper notices to a single digital registry
What guides our work
These four values are not aspirational language alone — each is tied to a measurable obligation. Transparency is enforced through mandatory publication timelines; fairness through standard evaluation templates that every agency must use; integrity through a public conflict-of-interest register; and value through post-award benchmarking against comparable contracts.
Who runs Presidential Public Procurement Authority
Reporting lines
The Board of Directors is appointed for staggered three-year terms and includes representatives from the Ministry of Finance, the private sector and civil society, so that no single interest group controls oversight of the procurement system.
Where we're headed
- Bring 100% of central government tenders onto the platform by 2027.
- Reduce average notice-to-award time by 30%.
- Grow registered SME suppliers to 10,000.
- Publish a public open-contracting dataset, updated daily.
A code of conduct for everyone on the platform
Every procurement officer who publishes a notice through Presidential Public Procurement Authority, and every supplier who registers to bid, agrees to the same Code of Conduct. It prohibits gifts or favours linked to a live tender, requires disclosure of any personal or business relationship with a bidder, and obliges officers to record the reasons behind every evaluation decision.
Breaches are investigated by the Compliance & Standards division and can result in a supplier being suspended from bidding, or an agency's publishing rights being reviewed by the Board.
Built with the people who use it
Presidential Public Procurement Authority runs quarterly consultations with the Chamber of Commerce and SME associations to review how well the platform is serving smaller suppliers, and an annual Procurement Forum that brings agency officers and bidders into the same room for open Q&A. Feedback from both has directly shaped features such as the closing-soon alerts and the simplified supplier registration form.