Privacy Policy

Last updated: 6 July 2026

Royal Workforce Services Ltd. (“RWF”, “we”, “us” or “our”) is committed to protecting your privacy. This policy explains what personal data we collect when you use our website, create an account, submit a registration or contact us, how we use and protect it, who we share it with, and the rights you have. We handle personal data in line with the principles of Ghana's Data Protection Act, 2012 (Act 843).

For the purposes of this policy, RWF is the data controller of the personal data you provide. Our registered address is Haasto, Accra — Adjacent Wisconsin University, Ghana. If you have any questions about this policy or how we handle your data, contact our Data Protection point of contact at privacy@rwfservices.com.gh.

1. Information we collect

We collect the information you give us so that we can register you, assess your suitability for roles, and present you to prospective employers. Depending on how you use the site, this may include:

• Account details — your first and last name, email address and the password you set (stored only in an encrypted, hashed form).
• Identity & personal details — full name, date of birth, place of birth, nationality, identification type and number (passport or Ghana Card) and a passport photograph.
• Contact details — postal address, phone number and email address.
• Qualifications & experience — your highest education, specialization, training and certifications, CV/résumé, and current and previous employment history.
• Health information — any medical conditions or dietary/medical needs you tell us that are relevant to a role. This is sensitive personal data, provided with your consent and used only to assess role suitability and support your wellbeing at work.
• References — the names and contact details of the referees you provide. Please ensure you have their permission to share their details with us.
• Appointment & enquiry details — information you submit when booking an appointment or contacting us.
• Technical data — limited information collected automatically by our website and its cookies (see section 9).

2. How we use your information

We use your personal data to:

• create and manage your applicant account, and verify your email address;
• process your registration and assess your suitability for cruise, maritime and land-based roles;
• present your profile and application to prospective employers and clients on your behalf;
• arrange training, appointments and the support services you request;
• communicate with you about your application, opportunities and the next steps;
• meet our legal, regulatory and contractual obligations; and
• maintain the security of our website and services.

3. Our legal basis

We rely on your consent (which you give when you register and agree to this policy, and which you may withdraw at any time), the performance of our services to you, our legitimate interest in operating a recruitment business, and compliance with the law. Where we process sensitive personal data, such as health information, we do so only with your explicit consent.

4. Sharing your information

We do not sell your personal data. As a recruitment agency, sharing your details with prospective employers is central to the service we provide to you. We may share your information with:

• Prospective employers and clients — including cruise lines, shipping companies and land-based employers, some of which are located outside Ghana, so that they can consider you for roles;
• Service providers — trusted partners who help us operate, such as website hosting and email providers, who may only use your data on our instructions;
• Authorities and regulators — where we are required to do so by law, or to protect our rights.

5. International transfers

Because we place candidates with international cruise lines and overseas employers, your data may be transferred to, and processed in, countries outside Ghana. Where we do this, we take reasonable steps to ensure your data is treated securely and in line with this policy and the principles of Act 843.

6. How we protect your data

We use appropriate technical and organisational measures to protect your personal data. Passwords are stored using one-way encryption (hashing), access to applicant data is restricted to authorised staff, and documents you upload (such as your passport photograph and CV) are stored securely and are not publicly accessible. While no system can be guaranteed completely secure, we work to protect your information against unauthorised access, loss or misuse.

7. How long we keep your data

We keep your personal data for as long as we need it to provide our services to you. Where there is no ongoing activity on your account, we will retain your data for up to 24 months from your last activity or contact with us, after which it will be securely deleted — unless you have been placed in a role, or we are required to keep it for longer to meet a legal obligation. You may ask us to delete your data sooner (see section 8).

Where an application is unsuccessful, we keep it for a short period after we notify you of our decision so we can respond to any questions you may have. Around one month after a rejection, and depending on the reason for it, your application will either be securely deleted or moved to a restricted archive with limited staff access — for example, where we may wish to consider you for a future opportunity. You can ask us to delete an unsuccessful application straight away (see section 8).

8. Your rights

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

• access the personal data we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your data, or restrict how we use it;
• object to certain uses of your data; and
• withdraw your consent at any time.

To exercise any of these rights, email us at privacy@rwfservices.com.gh. We will respond within a reasonable time. Withdrawing consent will not affect any processing carried out before you withdrew it.

9. Cookies

Our website uses cookies that are essential for it to function, such as the cookie that keeps you logged in to your account. We may also use analytics cookies to understand how visitors use the site so we can improve it. You can control or delete cookies through your browser settings; please note that disabling essential cookies may stop parts of the site, such as login, from working.

10. Children

Our services are intended for individuals who are eligible to work, and are not directed at children. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us so we can remove it.

11. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. When we do, we will revise the “Last updated” date at the top of this page. We encourage you to review this policy periodically.

12. Contact us