Privacy Policy

1. Who We Are

Topnet Technologies Limited is a technology company incorporated in Nigeria and based in Lagos. We provide website design, web application development, mobile app development, and related digital services.

For the purposes of this Privacy Policy, Topnet Technologies Limited is the Data Controller for personal data collected through our website at topnet.ng and in the course of providing our services.

Contact for privacy matters:
Email: info@topnet.ng
Phone: +234 903 724 2817

2. Information We Collect

2.1 Information You Provide Directly

We collect information you provide when you:

• Contact us via our website — your name, email address, phone number, company name, the service you are enquiring about, your budget, and the message you send.
• Enter a business relationship with us — your name, contact details, company registration information, and payment information.
• Subscribe to our newsletter or mailing list — your name and email address.
• Use our SaaS products — your name, email address, organisation name, role, and login credentials. For TopNet EMR, patient data entered by healthcare facilities is processed on behalf of those facilities (who are the data controllers of that patient data).

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Your IP address and approximate geographic location
• Browser type and version
• Device type and operating system
• Pages visited, time spent on pages, and links clicked
• Referring URL (how you found our website)
• Date and time of your visit

This information is collected through server logs and, where applicable, cookies and analytics tools.

2.3 Information from Third Parties

We may receive information about you from third parties, including referrals from existing clients, business directories, or social media platforms, where you have made that information available publicly or have consented to its sharing.

3. How We Use Your Information

We use the personal data we collect for the following purposes:

• To respond to your enquiries — processing contact form submissions and providing you with information about our services.
• To deliver our services — executing project agreements, communicating with you during service delivery, and providing post-project support.
• To process payments — administering invoicing, payment processing, and maintaining financial records as required by Nigerian law.
• To operate our SaaS products — creating and managing your account, processing your subscription, and providing technical support.
• To send marketing communications — where you have consented or where we have a legitimate interest, sending updates about our services, blog posts, and relevant news. You can opt out at any time.
• To improve our website and services — analysing how visitors use our website to improve content, functionality, and user experience.
• To comply with legal obligations — maintaining records required by Nigerian tax law, responding to lawful requests from authorities, and enforcing our agreements.

4. Legal Basis for Processing

Under the Nigeria Data Protection Act 2023, we process your personal data on the following legal bases:

• Contract performance — processing necessary to enter into or perform a contract with you.
• Consent — where you have given us explicit permission, for example to send marketing emails. You may withdraw consent at any time.
• Legitimate interests — where processing is necessary for our legitimate business interests, including improving our services, preventing fraud, and maintaining business records, provided these interests are not overridden by your rights.
• Legal obligation — where processing is required to comply with applicable Nigerian law.

5. How We Share Your Information

We do not sell, rent, or trade your personal data. We may share your data in the following limited circumstances:

• Service providers — trusted third-party providers who assist us in operating our business, including hosting providers, email service providers, payment processors (Paystack, Flutterwave), and analytics services. These providers are contractually obligated to process data only on our instructions and to maintain appropriate security.
• Professional advisors — lawyers, accountants, or other advisors where necessary and subject to confidentiality obligations.
• Business transfers — in the event of a merger, acquisition, or sale of all or part of our business, your data may be transferred to the successor entity.
• Legal requirements — where required by law, court order, or regulatory authority.

6. Cookies & Tracking Technologies

6.1 What Are Cookies

Cookies are small text files stored on your device when you visit a website. They help websites function correctly and provide usage information to site owners.

6.2 Cookies We Use

• Essential cookies — necessary for the website to function. These cannot be disabled.
• Analytics cookies — help us understand how visitors interact with our website (e.g. Google Analytics). These are only set with your consent.
• Preference cookies — remember your settings and preferences to improve your experience.

6.3 Managing Cookies

You can control and disable cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website. For more information, visit allaboutcookies.org.

7. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this Policy, unless a longer retention period is required by law. Our general retention periods are:

• Contact form enquiries — 2 years from the date of submission, unless a client relationship is established.
• Client records — 7 years from the end of the client relationship, in accordance with Nigerian tax and commercial record-keeping requirements.
• SaaS account data — for the duration of your active subscription, plus 90 days after account closure to allow for data export. After 90 days, account data is permanently deleted.
• Website analytics data — anonymised or aggregated after 26 months.
• Marketing contact records — until you unsubscribe or request deletion.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or disclosure. These measures include:

• SSL/TLS encryption for all data transmitted between your browser and our websites.
• Password hashing and secure authentication for user accounts.
• Restricted access to personal data on a need-to-know basis.
• Regular review of our security practices and procedures.

While we take reasonable measures to protect your data, no transmission over the internet or electronic storage system is completely secure. We cannot guarantee absolute security and encourage you to use strong, unique passwords for any accounts.

9. Your Rights

Under the Nigeria Data Protection Act 2023, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to request correction of inaccurate or incomplete data.
• Right to erasure — to request deletion of your personal data where we no longer have a lawful basis for retaining it.
• Right to restrict processing — to request that we limit how we use your data in certain circumstances.
• Right to data portability — to request your data in a structured, machine-readable format.
• Right to object — to object to processing based on our legitimate interests, including direct marketing.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at info@topnet.ng. We will respond within 30 days. You also have the right to lodge a complaint with the National Information Technology Development Agency (NITDA), Nigeria's data protection authority.

10. Children's Privacy

Our website and services are not directed to children under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a child, please contact us immediately at info@topnet.ng and we will delete it promptly.

11. Third-Party Links

Our website may contain links to third-party websites, including client websites we have built and external resources. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal data to them.

12. International Data Transfers

Topnet Technologies Limited is based in Nigeria. Where we use third-party service providers that process data outside Nigeria (such as cloud hosting or analytics services), we take reasonable steps to ensure that appropriate safeguards are in place to protect your data in accordance with Nigerian data protection requirements.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. We will post the updated Policy on this page with a revised "Last Updated" date. For material changes, we will notify active clients by email. We encourage you to review this page periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: