Privacy Policy

1. Who is responsible for your data?

Controller: MIAGSWE

• Legal form: SARL
• Trade register (RCCM): available on request
• Tax identification number (NIU): available on request
• Address: Akwa, Douala, Douala, Cameroon
• Contact for your personal data: contact@miagswe.com
• Phone: 693381374
• Personal data contact person: the management of MIAGSWE, reachable at contact@miagswe.com

What this policy covers: the website https://miagswe.com, your customer space, our forms, our live chat, our virtual assistant, the e-mails we send you and the visitor register of our premises.

What it does not cover:

• the data that you and your users enter inside our products Internet Tracker, MIAGSWE Event, MIAGSWE Payroll and MIAGSWE Compta, for example your employee records, your accounting entries or your guest lists. That data is governed by each product's own terms;
• third-party websites we link to (social networks, Mobile Money operators, banks…).

We process your data in accordance with Law No. 2024/017 of 23 December 2024 on the protection of personal data in Cameroon (reference to be checked by your legal counsel) and Law No. 2010/012 of 21 December 2010 on cybersecurity and cybercrime in Cameroon (reference to be checked by your legal counsel).

2. What data, why, and on what basis?

For each activity below, you will find the data collected, its purpose and its legal basis. In forms, required fields are marked with an asterisk. How long each category is kept is in section 5.

Two phrases come up often:

• Steps before a contract: the exchanges needed before we can sign a contract with you, for example to prepare a quote.
• Legitimate interest: a reasonable business need that does not override your rights. You can object to processing based on it (section 8).

2.1 Contact form

• Data: name, e-mail, company, subject, message, date.
• Why: to answer your message.
• Legal basis: steps taken at your request before a contract, or our legitimate interest in answering people who write to us.
• Good to know: your message is also sent by e-mail to our team. You receive an acknowledgement.

2.2 Quote request

• Data:
  • name, e-mail, company, phone, site or city, sector, services wanted, volume, target date, description of your needs;
  • the follow-up of the request: "PRF-…" reference, status, our team's notes, attached documents such as the pro forma.
• Why: to prepare, send and follow up your quote.
• Legal basis: steps taken at your request before a contract.
• Good to know:
  • If you are signed in, the form is prefilled from your account and the request is linked to it.
  • If you turn on "Create my customer space to follow my request", we create your account with the name, e-mail and phone from the form, after checking your e-mail with a code (section 2.8).
  • Once your e-mail address is verified, the quote and subscription requests sent with that address, including before your account existed, are linked to your customer space.
  • Your request is sent by e-mail to our sales team, and you receive an acknowledgement.

2.3 Virtual assistant and "Talk to an advisor"

• Data: the messages you write to the assistant, its answers and your language.
• Why: to answer your questions about MIAGSWE.
• Legal basis: our legitimate interest in informing you quickly.
• Good to know:
  • To generate the answers, your messages are sent to Google (Gemini service), together with the public content of our website. This happens outside Cameroon.
  • We do not keep the conversation on our servers, unless you ask to talk to an advisor.
  • Google processes these messages under its terms for the Gemini API.
  • Do not write sensitive or confidential personal information in the assistant.
• "Talk to an advisor":
  • we receive your name, e-mail, phone, note, language and the transcript of your conversation with the assistant (30 messages at most);
  • our team also receives them by e-mail, and may add internal notes;
  • legal basis: steps taken at your request before a contract.

2.4 Live chat

• Data:
  • your name and e-mail, asked before the chat starts;
  • your messages, when they were sent and read, your language;
  • on our side, the name of the advisor who answers you. Visitors can see the names of the advisors online.
• Why: to talk with you in real time.
• Legal basis: steps taken before a contract, or our legitimate interest in answering your questions.
• Good to know:
  • Our advisors can see your message while you type it, before you send it (preview limited to 500 characters).
  • Your browser keeps your name and e-mail to prefill the chat, as well as your conversation ID (section 7). That ID gives access to the conversation: on a shared device, end the chat and clear the website's data.
  • If we turn on the third-party service Tawk.to instead of our own chat, Tawk.to receives your messages and collects its own data: IP address, device, pages viewed, cookies. That service is never loaded on the sign-in, sign-up, subscription and quote request pages, or in your customer space.

2.5 Job applications

• Data:
  • name, e-mail, phone, address;
  • education level, years of experience, availability, LinkedIn profile, portfolio, cover letter;
  • CV and attached documents;
  • the position applied for, plus our team's notes and status.
• Why: to review your application and run the recruitment.
• Legal basis: steps taken at your request before a contract. If we keep your application for other openings, the basis is our legitimate interest, and you can object at any time.
• Good to know:
  • Our team receives the form information by e-mail, without the files.
  • The files are stored in a private area, accessible only to the people in charge of recruitment.

2.6 Blog comments

• Data: name, e-mail (optional), message, date, the comment you reply to.
  • If you are signed in, your account name is used and the comment is linked to your account. Your e-mail is not copied into the comment.
• Why: to publish and moderate comments.
• Legal basis: your consent for publication, and our legitimate interest for moderation.
• What is public: your name, your message and the date. Your e-mail is never published.

2.7 Launch alerts ("Me prévenir")

• Data: e-mail, alert topic, date, whether the announcement was sent to you.
• Why: to let you know when an offer launches.
• Legal basis: your consent.
• Good to know: you receive a confirmation e-mail. To unsubscribe, write to contact@miagswe.com.

2.8 Customer space: sign-up, sign-in, security

• Data:
  • Identity: name, e-mail, phone (optional), language.
  • Password (optional): stored only as an irreversible hash.
  • At sign-up: IP address, browser, device type and operating system.
  • One-time codes: stored only as a hash, with the IP address and browser of the request.
  • Sessions: device, browser, IP address, sign-in and last-activity dates.
  • Sign-in log: e-mail entered, method (code or password), success or failure and reason, IP address, browser, device, date. Attempts made with an address that has no account are logged too.
• Why: to create and secure your account, detect abuse and help you when something goes wrong (for example "I did not receive the code").
• Legal basis: performance of the contract for the account; our legitimate interest for security data.
• Good to know:
  • In "My account", you can see your signed-in devices and your last 50 sign-ins.
  • If our team creates your account for you (invitation), it uses the information from your request.

2.9 Profile and photo

• Data:
  • name, phone, company, job title, country, city, address, language;
  • profile photo, resized before upload;
  • date and IP address of the last sign-in, number of sign-ins;
  • account status: any block, its reason and who set it;
  • the history of our team's actions on your account: reason, author, old and new value. For example, when your e-mail is changed, a notice is sent to the old address, without revealing the new one.
• Why: to manage your account and prefill your requests.
• Legal basis: performance of the contract; our legitimate interest for the history of our team's actions.
• Good to know: your photo can be seen by you and by our authorised staff, for example for support.

2.10 Product subscriptions

• Data:
  • your name and e-mail, those of your customer space;
  • depending on the product, the company and its country, and the declared number of employees: we only ask for what the product needs to create your access;
  • your profile information, when you have filled it in: phone, job title, city;
  • your language, the chosen plan and its price; for a request forwarded by one of our products, what you typed on its website, including any message;
  • the IP address and browser used for the request;
  • the follow-up: status, dates, decisions, notes visible to you or internal.
• Why: to handle your request and manage your subscription.
• Legal basis: performance of the contract, or steps taken before a contract.
• Good to know:
  • If you make a request from one of our product websites, that product forwards it to us with your IP address and browser. Once your e-mail address is verified in your customer space, that request is linked to it.
  • You receive an acknowledgement, and our sales team is notified by e-mail.

2.11 Creating and managing your account in our products

• Data sent to the product concerned:
  • the company (or, failing that, your name): name, country, city, phone, size, when known;
  • the administrator: name, e-mail, phone, language;
  • the subscription: plan, dates, limits (administrators, number of employees charged).
• Afterwards:
  • we send the product any changes: status, suspension and its reason, plan, end date, headcount;
  • we read back the account status and some usage information.
• Data received from the product: account ID, sign-in address, username. The activation link or temporary password is e-mailed to you and not stored by us.
• Why: to open and manage your access to the product.
• Legal basis: performance of the contract.
• Good to know: our products are MIAGSWE applications separate from the website, hosted by our hosting providers (section 3.2). Exchanges between the website and the products are signed and go over an encrypted connection (HTTPS).

2.12 Payments, quotes and invoices

• Payment request:
  • amount, period, plan, headcount, taxes;
  • billing details: name or company name, NIU, RC, address, contact, phone, e-mail, including the details you declare to us;
  • payment accounts shown, deadline;
  • your declaration: account used, transaction reference, date, note;
  • for a cash payment at our offices, what our team records: amount received, cash account, receipt reference and, where relevant, a photo of the receipt;
  • our decision: approval or refusal and its reason, staff member's name, reminders, suspension. A proof you send is never approved automatically.
• Proofs of payment: photos or PDFs of receipts. On photos sent from your customer space or added by our team to your payment request, metadata is removed, including location.
• Quotes and invoices:
  • your details, the lines, amounts and taxes, the document's history;
  • each document has a secure link and a QR code. Anyone who has the link can view the document, and the link has no expiry date.
• Payments and treasury: amount, payment method (Mobile Money, bank transfer or cash), operator, account number, bank, reference, date.
• Client directory (billing): name, contact details and contact person of client companies, with their NIU, RC and tax regime.
• Why: to invoice you, collect payments and keep our accounts.
• Legal basis: performance of the contract, and our legal accounting and tax obligations.
• Good to know: we receive no bank card data. Mobile Money operators and banks process your payments on their own behalf: they decide how they use your data, under their own policies.

2.13 Support (tickets)

• Data:
  • product and subscription concerned, category, subject, status, priority, assigned staff member;
  • your messages, and the e-mails you send us that we add to the ticket;
  • attachments (images, PDFs);
  • the IP address and browser of each message;
  • our internal notes, which are never shown to you.
• Why: to support you.
• Legal basis: performance of the contract.
• Good to know: metadata of attached photos (for example location) is not removed automatically. Remove it before uploading if needed.

2.14 Record of your acceptances

• Data:
  • the document accepted (terms of use or privacy policy), its version and the fingerprint of the exact text, with the company details it contained;
  • the date and time, IP address, browser, the page language;
  • your account or e-mail;
  • the related item: account, subscription request, quote request or comment.
• Why: to prove that you accepted the version in force, and to ask you to accept a new major version.
• Legal basis: our legitimate interest in being able to prove your acceptance.
• Good to know: these records are kept even after your account is deleted, for the periods in section 5. Only authorised staff can see the full IP address and browser.

2.15 Visitor register of our premises

• Data:
  • name, gender, company, purpose of the visit, site visited;
  • ID document type and number, photo or copy of the ID, and whether the ID was kept at reception;
  • entry and exit times;
  • signature on exit, when the ID had been kept;
  • the staff member who registered you.
• Why: to keep our premises secure and return your ID to you.
• Legal basis: our legitimate interest in securing our premises.
• Good to know: only authorised reception and security staff can access it.

2.16 Website analytics

• Data:
  • the page visited (without the address parameters) and the website you came from (its domain only);
  • a random visitor ID (valid for 1 year) and a visit ID (30 minutes), stored in your browser when it allows it;
  • whether you are a new or returning visitor, your browser language;
  • your full IP address, as received by our server;
  • your browser, your device type and system;
  • whether the visit comes from a bot, and campaign parameters (UTM).
• Why: to understand traffic to our website and improve it.
• Legal basis: our legitimate interest in measuring website traffic.
• Good to know:
  • This is done by our own tool, with no third-party service (no Google Analytics, no advertising pixel).
  • It covers public pages only: not your customer space, nor our documents (quotes, invoices).
  • To object, turn off the "Website analytics" switch at the top of this page. Your browser remembers your choice, and no page view is recorded from that browser any more. We also honour your browser's "Global Privacy Control" (GPC) signal.
  • Clearing the website's local storage is not enough: it only creates a new ID. If your browser blocks local storage, your choice cannot be remembered: turn on the GPC signal instead.
  • Recorded visits are not linked to your name. How long they are kept: until our team deletes them (no automatic deletion).

2.17 Technical logs

• Error log: error message, page address, browser. No IP address.
• Log of e-mails sent: recipient, subject (which may contain your name or a reference), delivery status, technical ID. The message content is not kept.
• Why: to keep the website running and to prove that an e-mail was sent (for example "I received nothing").
• Legal basis: our legitimate interest.

2.18 People and companies shown on the website

• Data:
  • members of our team: name, role, bio, photo, e-mail, LinkedIn;
  • authors of testimonials: name, position, message;
  • client companies listed as references, with their agreement: name, logo, description, city and country, and the company contact details shown on the References page (addresses, phones, e-mails, NIU);
  • article authors;
  • application addresses of job offers.
• Why: to present MIAGSWE, its team and its references.
• Legal basis: the consent of the person concerned, or the agreement of the company listed as a reference.
• Good to know:
  • The other information in our client directory (contact person, RC, tax regime) is never published, and a company appears as a reference only if we selected it for that.
  • To ask for removal, write to contact@miagswe.com.

2.19 Our staff

• Data: e-mail, name, access rights and last sign-in date of our staff who use our back office.
• Why: to manage access.
• Legal basis: the employment contract, or our legitimate interest.
• Good to know: their name appears in the history of the actions they take, and in the replies they send you.

2.20 E-mails we send you

• What we send:
  • sign-in codes;
  • welcome messages and invitations;
  • acknowledgements;
  • payment requests, reminders and overdue notices;
  • invoices;
  • end-date reminders;
  • replies to your tickets.
• Legal basis: these e-mails relate to the service you use.
• Good to know: we do not send you marketing without your agreement.

2.21 Automated decisions

Some actions are automatic and follow simple rules known in advance:

• deleting a sign-up that is never confirmed after 7 days;
• temporarily limiting sign-in attempts;
• sending payment and end-date reminders;
• refusing access to a product on its end date, without renewal;
• keeping your access for 3 days, once, when your proof of payment is still being checked on the end date;
• expiring an unpaid payment request 30 days after its deadline, when your access had not been opened;
• suspending access opened before payment, 7 days after the deadline, when your payment request says so (it shows the suspension date).

No other decision with legal effects on you is taken solely by automated processing. You can challenge an automatic decision with us.

3. Who can access your data?

3.1 Our team

Only authorised staff can access your data, according to their role: sales, billing, support, recruitment, reception and security, website administration. Each section of our back office is protected by separate access rights.

3.2 Our service providers

They act on our behalf, only as needed for the service.

3.3 Third-party services built into the website

3.4 Our products

Internet Tracker, MIAGSWE Event, MIAGSWE Payroll and MIAGSWE Compta receive the data needed to create and manage your account (section 2.11).

3.5 Other recipients

• Payment operators. Mobile Money operators and banks process your payments on their own behalf: they decide how they use your data.
• The public:
  • the name and message of published comments;
  • the information of companies listed as references (section 2.18);
  • anyone who has the link to a quote or invoice.
• Authorities. Administrative or judicial authorities, when the law requires us to.

We do not sell or rent your data.

4. Transfers outside Cameroon

Some data is processed outside Cameroon:

• messages written in the virtual assistant (Google);
• technical data sent to Google Fonts, to YouTube or Vimeo, and to Tawk.to if we turn it on;
• where applicable, data hosted or sent by our hosting and e-mail providers, depending on where these providers are located, available on request (section 3.2).

These transfers are necessary to provide the services described here. They are subject to Law No. 2024/017 of 23 December 2024 (reference to be checked by your legal counsel). To find out which safeguards apply, write to contact@miagswe.com.

5. How long do we keep your data?

Automatic: applied by our systems. Yearly review: applied by our team at least once a year. On request: deleted or anonymised when you ask (section 8).

At the end of these periods, the data is deleted or anonymised. It may be kept longer when the law requires it or in case of a dispute.

6. How do we protect your data?

• Encrypted connection (HTTPS) across the whole website.
• Passwords: never stored in plain text, only as an irreversible hash (scrypt algorithm).
• Sign-in codes: stored as a hash, valid for 10 minutes, with a limited number of attempts.
• Sign-in attempts: limited per e-mail address and per network.
• Sessions:
  • random token in a protected cookie that scripts cannot read;
  • session checked on every request: a sign-out or a block applies immediately;
  • 20 signed-in devices at most.
• Private files:
  • covered: proofs of payment sent from your customer space or added by our team to your payment request, ticket attachments, profile photos, CVs, quote documents, ID copies;
  • stored outside the public area of the website, and served only after an access check;
  • the type of files you send us is checked on upload.
• Staff access: limited per section, with a history of sensitive actions.
• Accepted texts: each published version of our terms and of this policy is frozen and identified by a fingerprint.
• Exchanges with our products: signed and time-stamped.
• Technical logs: passwords and tokens are masked.

No system is perfectly secure. If a data breach is likely to affect you, we will inform you, and the competent authority, as provided by law.

7. Cookies and browser storage

The website uses no advertising cookies and no third-party analytics tool. Only embedded YouTube or Vimeo videos, and Tawk.to if we turn it on, may set their own cookies. The website uses the following items.

The website's fonts are loaded from Google Fonts. This sets no cookie, but your browser sends Google your IP address, your browser and the referring page.

How to manage these items. You can clear or block cookies and local storage in your browser settings. If you block the necessary cookies, you will not be able to sign in to your customer space. For website analytics, use the switch at the top of this page instead (section 2.16).

8. Your rights

Under the conditions set by applicable law, you can:

• be informed of how your data is used (this policy);
• access your data and get a copy;
• have it corrected if it is inaccurate or incomplete;
• have it deleted;
• object to processing based on our legitimate interest, for example website analytics (switch at the top of this page) or keeping a job application;
• ask for processing to be restricted;
• withdraw your consent at any time, for the future (for example for an alert or a comment).

In your customer space, you can directly:

• view and edit your profile;
• change or remove your photo and your password;
• see your signed-in devices and sign them out;
• view your last 50 sign-ins;
• find your subscriptions, payment requests, quotes, invoices and tickets;
• see which versions of our terms and of this policy you accepted.

For everything else:

• write to contact@miagswe.com (subject: "Personal data"), preferably from the address linked to your account, or by post to Akwa, Douala, Douala, Cameroon;
• we may ask you to prove your identity if in doubt, for example with a code sent to your account's address;
• we handle these requests manually and free of charge, and answer within 30 days at the latest;
• this is also how you can change your account's e-mail address, get a copy of your data (sent to your account's address) or ask for your account to be deleted.

Deleting your account:

• we anonymise your account: your name, e-mail, phone, address, photo, and the IP addresses and browsers recorded for your account, are deleted or replaced, and your sessions are closed;
• your accounts in our products are blocked; the data they contain is handled under each product's terms;
• we keep what the law requires us to keep (invoices, payments) or what an ongoing dispute requires;
• we also keep the record of your acceptances, with the e-mail and IP address of the time, as evidence (periods in section 5);
• deletion ends access to your customer space.

We may refuse a request that is manifestly unfounded or excessive, or when the law requires us to keep the data. In that case, we explain why.

9. Minors

• Our services are intended for professionals and adults. The customer space and subscriptions are reserved for adults acting for themselves or for an organisation.
• We do not knowingly collect data about minors.
• If you believe a minor has sent us data (comment, chat, application…), their parent or guardian can ask us to delete it at contact@miagswe.com.

10. Complaints

If you believe your rights are not respected, please contact us first at contact@miagswe.com: we will look for a solution with you.

You can also contact the personal data protection authority provided for by Law No. 2024/017 of 23 December 2024 (reference to be checked by your legal counsel).

11. Changes to this policy

• We may change this policy. Each version is numbered, dated and published on this page.
• For a major change, we ask you to read and accept the new version on your next visit to your customer space.
• Minor changes (wording, corrections) apply as soon as they are published.
• Earlier versions remain available on this page (version history).

12. Contact us

MIAGSWE — Akwa, Douala, Douala, Cameroon — contact@miagswe.com — 693381374

See also our Terms of Use.

This policy is written in French and translated into English. In case of discrepancy, the French version prevails.