Children's privacy comes first
Privacy Policy
1. Who is responsible for your information
HeroSeries creates personalised printed children's books. Internal production files may also be prepared to print and quality-check each order. HeroSeries is the data controller for information collected through this service.
Privacy contact: HeroSeries Privacy Team
Email: info@heroseries.africa
WhatsApp/telephone: +233 24 652 1286
Business address: Tabora No. 5, Accra, Ghana
2. Who this policy covers
This policy covers parents, guardians, authorised representatives, children for whom books are created, schools, churches, NGOs, website visitors and people who contact us about an order.
Under Ghana's Data Protection Act, 2012 (Act 843), information relating to a child under parental control is special personal data. We therefore require appropriate parent, guardian or authorised-representative consent before production.
3. Information we collect
Parent, guardian or customer information
- Name, telephone number and email address;
- Country, delivery address and delivery preference;
- Payment status and transaction reference, but not complete card or mobile-money security credentials;
- Order, support, approval and delivery communications; and
- A separate marketing preference, if provided.
Child information
- First name, age range, reading level and voluntarily supplied gender or class;
- Interests, dream, school, selected virtue and story theme;
- Approved supporting-character names and personalisation instructions;
- Character appearance choices; and
- A photograph only when the parent chooses the photo-character option.
Please do not submit unnecessary medical, financial, religious or other highly sensitive details.
Limited technical information
We may process request times, security identifiers, IP address, browser information and error logs where necessary to secure the service and prevent abuse.
4. Why we process information
We process only information that is necessary, relevant and not excessive for receiving an order; verifying consent; creating and reviewing the personalised character, story and book; confirming payment; printing or digitally delivering the product; providing support; preventing fraud and security incidents; keeping necessary transaction and consent records; and meeting applicable legal obligations.
5. Consent and choices
The person submitting a child's information must be the parent or legal guardian or have clear authority from them. Consent to produce a book does not give HeroSeries permission to use a child's information for publicity, testimonials, social media, general AI training or direct marketing. Those uses require separate consent where applicable.
A parent may withdraw consent for future processing. This does not invalidate processing already lawfully completed, and limited records may be retained where required by law or needed to resolve a transaction or legal claim.
6. AI-assisted creation
Approved AI services may assist with drafting an original story, creating or editing the illustrated character, generating illustrations, checking reading level and preparing activities. Parent contact, delivery and payment information is excluded from story prompts. A photograph is used only for the photo-character option.
AI output is reviewed by authorised HeroSeries staff. We do not make significant decisions about a child solely through automated processing. Customer information is not intentionally provided for training general-purpose AI models, and approved providers must be assessed and bound by appropriate privacy and security terms.
7. Who may receive information
We share only the minimum necessary information with approved cloud hosting, AI, payment, printing, delivery, website-security and professional-service providers. Printers receive production files and necessary order references. Couriers receive only the contact and address information required for delivery.
Providers must process information only on documented instructions, maintain confidentiality and apply appropriate security under written agreements. We may also disclose information where required by law. We do not sell personal information.
8. Processing outside Ghana
Some approved technology providers may process information outside Ghana. Before using them, we assess whether the transfer is necessary, restrict the information transferred and require safeguards compatible with Act 843. The definitive provider and country list will be published before public launch and updated when material providers change.
9. How we protect information
Our safeguards include private file storage, role-based staff access, short-lived private links, secure transmission, server-side validation, file restrictions, rate limiting, secret-key separation, payment-gated AI generation, audit records, backup procedures and continuing security reviews. No internet service can guarantee absolute security, so safeguards are reviewed as risks change.
10. Retention and deletion
| Information | Normal retention |
|---|---|
| Unsubmitted online order drafts | Not stored by HeroSeries online. |
| Child photographs, rejected previews and unused working illustrations | Deleted within 90 days after final delivery or cancellation. |
| Final digital book files | Up to 12 months after delivery for corrections, re-downloads or reprints. |
| Child personalisation details | Deleted or de-identified within 12 months after final delivery. |
| Support communications | Up to 12 months after the matter is closed. |
| Consent, transaction, accounting and security records | Only for the applicable legal, accountability or security period. |
When a retention period expires, information is securely deleted, destroyed or de-identified. A parent may request earlier deletion, subject to legal and transaction-record obligations.
11. Marketing and publicity
Book-production consent is separate from marketing consent. Promotional messages are sent only after a separate opt-in and can be stopped at any time. Children are not directly marketed to. A child's photograph, name, testimonial or finished book will not be published for publicity without separate, specific written consent.
12. Your rights
After reasonable identity and authority verification, a parent, guardian or data subject may ask us to confirm whether information is held; receive a description or copy; learn its purpose and recipient categories; correct inaccurate information; delete information no longer authorised or necessary; object to processing; withdraw future consent; or stop direct marketing.
Valid access requests will be handled promptly and, where Act 843 applies, within 40 days. Written objections governed by the Act will be addressed within the applicable statutory period, including 21 days where relevant.
13. Security incidents
Where we have reasonable grounds to believe personal information was accessed or acquired without authorisation, we will investigate, contain the incident, restore system integrity and notify the Data Protection Commission and affected persons as soon as reasonably practicable where required.
14. Schools, churches and NGOs
An organisation placing orders for children must confirm that it has lawful authority and the necessary parent or guardian consent. Responsibilities should be documented in writing, and the organisation must supply no more information than the project requires.
15. Requests and complaints
Contact the HeroSeries Privacy Team by email at info@heroseries.africa or through WhatsApp on +233 24 652 1286. We will verify identity and parental or representative authority before disclosing or changing a child's information.
If a concern is not resolved, the person may complain to Ghana's Data Protection Commission or pursue another remedy available under applicable law.
16. Changes to this policy
We may update this policy when our services, providers or legal obligations change. The current effective date and version will appear at the top. Material changes affecting children's information or existing consent will be communicated where appropriate.