NEXTGEN FARMERS CO-OPERATIVE SOCIETY LIMITED

Member Data Consent 

1. Introduction
This document serves as a formal consent form for members of NextGen Farmers Co- 
operative Society Limited, agreeing to the collection, storage, and usage of their Personal 
Identifiable Information (PII) in accordance with NextGen’s Privacy & Data Protection 
Policy.
2. Personal Information Collected
By signing this document, I acknowledge and consent that NextGen Farmers Co-operative 
Society Limited will collect and process the following personal information:
✔ Full Name 
✔ Date of Birth
✔ Ghana Card (National ID) Details
✔ Contact Information (Phone Number, Email) 
✔ Residential/Postal Address
✔ Next of Kin Details
✔ Financial & Shareholding Records

3. Purpose of Data Collection
I understand that my personal information will be used for the following purposes: 
✔ Membership verification and identity authentication.
✔ Legal documentation and compliance with Ghanaian cooperative laws. 
✔ Shareholding records and financial transactions.
✔ Communication, updates, and cooperative engagement. 
✔ Fraud prevention and security measures.

4. Data Protection & Security
I acknowledge that my data will be securely stored in NextGen’s database, protected with 
encryption, and will not be shared with third parties without my explicit consent, except in 
cases required by law or cooperative regulations.

5. Rights & Data Access
I understand that I have the right to:
✔ Request access to my personal information stored by NextGen. 
✔ Request corrections to any inaccurate data.

✔ Withdraw my consent and request deletion of my personal data (subject to legal and 
financial obligations)

6. Consent Declaration
By signing this form, I confirm that I have read, understood, and agree to NextGen Farmers 
Co-operative Society Limited’s Privacy & Data Protection Policy. I consent to the collection, 
use, and storage of my personal data as stated in this document.

Privacy & Data Protection Policy

At NextGen Farmers Co-operative Society Limited, we prioritize the privacy, security, 
and confidentiality of our members’ personal information. This Privacy & Data 
Protection Policy explains how we collect, use, store, and protect members' Personal 
Identifiable Information (PII) in compliance with Ghana’s Data Protection Act, 2012 (Act 
843) and relevant cybersecurity frameworks.
By registering as a member of NextGen Farmers, you agree to the terms outlined in this 
policy.

1. INFORMATION WE COLLECT
   As part of our membership registration and cooperative operations, we collect the 
   following Personal Identifiable Information (PII):
   1.   Basic Identity Information:
   •        Full Name
   •        Date of Birth
   •        National ID (Ghana Card), travelling passport Details
   •        Contact Information (Phone Number, Email)
   •        Residential/Postal Address
   2.   Financial & Investment Information:
   •        Shares Purchased
   •        Transaction Records Related to NextGen Farmers Hub
   3.   Other Relevant Information:
   •        Next of Kin Details
   •        Business/Farming Interests (For Agricultural Support Services)

   2.  WHY WE COLLECT THIS INFORMATION
        Your data is collected strictly for cooperative purposes and will be used in the following ways:

Membership Verification & Identity Authentication:
•        Ensuring that only verified members participate in NextGen Farmers activities.
•        Preventing fraud, impersonation, or unauthorized access.
Legal & Compliance Purposes:
•        To maintain official membership records as required by the Department of 
Cooperatives.
•        To have legal documentation of members in case of disputes, investments, or 
legal obligations.

Financial & Shareholding Documentation:
•        To track shareholding records and ensure transparency in dividend payments.
•        To facilitate share transactions (buying, transferring shares (next of kin).
Communication & Cooperative Engagement:
•        To send important cooperative updates, invitations, and investment 
opportunities.
Security & Fraud Prevention:
•        To protect NextGen and its members from fraudulent activities.
•        To prevent unauthorized transactions, ensuring all members are properly 
documented.

3. HOW WE STORE & PROTECT YOUR INFORMATION
•        Data Encryption & Secure Storage: All data collected is securely stored on 
NextGen’s CRM platform, which is encrypted and protected with multi-layer 
security measures.

•        Limited Admin Access: Only authorized executive committee members with 
designated security clearance can access sensitive data.
•        Compliance with Cybersecurity Best Practices: Our systems are regularly 
updated and monitored to prevent data breaches.
•        Confidentiality Agreement: Every administrator handling member data signs a 
non-disclosure agreement and data protection agreement. 

4. We NEVER:
•        Sell, rent, or share members' data with third parties for marketing purposes.
•        Allow unauthorized persons access to personal details.

5. Who Has Access to Your Information?
•        The Executive Committee & Admin Team – Only for cooperative operations.
•        Regulatory Authorities – Only when legally required (e.g., Department of 
Cooperatives, Ghana Revenue Authority, etc.).
•        Financial & Banking Institutions – Only for processing cooperative transactions if 
necessary.
•        We ensure that no third-party organizations have unauthorized access to 
member data.

6. Your Rights & Member Data Protection Guarantees
As a member, you have the following rights under this policy:
•        Right to Access: You can request a copy of the data we have on you.
•        Right to Correction: You can update or correct any personal details.
•        Right to Data Deletion: You may request deletion of personal data (subject to 
cooperative regulations and financial records retention laws).
•        Right to Know How Your Data is Used: We will always provide transparency in 
data usage.

Request Process: Any requests related to your data must be made in writing to 
[email protected], and we will respond within 7 business days.

7. Ghana Card and other ID Upload & Document Protection
To ensure proper documentation, security, and accountability, we require members to 
upload their Ghana Card, travelling passport and other necessary documents for 
verification.
•        These documents are securely stored and ONLY used for identity verification and 
legal compliance.
•        They will never be misused, shared, or accessed by unauthorized individuals.
•        If a member is involved in a dispute, transaction, or legal issue, their official 
records will serve as proof of membership and ownership.

Alternative Verification Option: If you have concerns, you may request an in-person 
verification process at NextGen’s office, where your Ghana Card will be checked 
physically without uploading it to the system.

8. Data Retention & Account Termination
•        Your data is stored only as long as you remain a member or as required by 
cooperative law.
•        If you terminate your membership, your data will be securely archived for legal 
reference (especially for shareholding records).
9. Contact & Complaints

If you have any privacy concerns or wish to inquire about your data, please contact: 
Email: [email protected]

Phone: 0546431923

For serious privacy concerns, you may also contact Ghana’s Data Protection 
Commission.

We at NextGen Farmers Co-operative Society Limited take your privacy and security 
seriously. By continuing with your registration, you acknowledge that you have read, 
understood, and agreed to the terms outlined in this Privacy & Data Protection Policy. 
This policy may be updated periodically, and members will be notified of any changes.

Issued by: NextGen Farmers Co-operative Society Limited