This page is maintained by Property Databank Ltd. ("PDB", "we", "us") to explain how we collect, use, share, and protect personal data in the course of providing our valuation, agency, property management, land administration, facilities management, research and advisory services, and through our website, client portal, and staff platform. It is not an independent certification.
1. Data controller
Property Databank Ltd., 15 Mayor Road, West Ridge, Accra, Ghana, is the data controller for personal data collected through this website and our services. You may contact our Data Protection Officer at dpo@pdbglobal.com.
2. Legal basis
We process personal data on one or more of the following bases: (a) performance of a contract with you, (b) compliance with a legal obligation, (c) your consent, (d) our legitimate interests in operating and marketing our services, and (e) protection of your vital interests. Where we rely on consent you may withdraw it at any time.
3. What we collect
- Identity & contact: name, email, phone, employer, address, national ID or KYC identifiers where required for regulated instructions.
- Instruction data: property addresses, ownership documents, valuations, inspection notes, transaction records.
- Financial data: invoicing details, payment references, mandate fees; we do not store full card numbers.
- Website & portal usage: IP address, device and browser metadata, pages viewed, saved searches, favourited listings.
- Communications: enquiry forms, callback requests, email and chat correspondence with our team.
4. How we use your data
- To deliver the professional services you have instructed us to provide.
- To comply with anti-money-laundering, know-your-customer, and reporting duties.
- To operate secure access to the client and staff portals.
- To send service updates, valuation reports, tenancy notices, and — with consent — market insight and event invitations.
- To improve the website and our internal analytics.
5. Sharing
We share personal data only with:
- PDB employees and authorised contractors bound by confidentiality.
- Sub-processors listed in Schedule A (cloud hosting, email delivery, analytics, document storage) under written data-processing terms.
- Regulators, courts, and government agencies where required by law (including the Data Protection Commission of Ghana, the Lands Commission, and the Ghana Revenue Authority).
- Counterparties in transactions you instruct us to complete on your behalf.
We do not sell personal data.
6. International transfers
Some of our sub-processors are located outside Ghana. Where personal data is transferred abroad we rely on standard contractual clauses or the recipient's adequacy status.
7. Retention
We keep instruction files for at least six (6) years after conclusion in line with professional-body and tax record requirements. Marketing lists are refreshed at least annually. You may request earlier deletion subject to legal retention duties.
8. Your rights
- Access, rectification, and erasure of your personal data.
- Restriction of, and objection to, processing.
- Portability of data you have provided to us.
- To lodge a complaint with the Data Protection Commission of Ghana.
To exercise a right, email dpo@pdbglobal.com. We respond within thirty (30) days.
9. Security
We use role-based access control, encryption in transit, audited logging, and vetted cloud infrastructure. This is not a guarantee against every threat; report suspected incidents to security@pdbglobal.com.
10. Changes
We update this policy from time to time. Material changes are announced on this page and, for active clients, by email.