Privacy policy

Who this page is for

This page says what STUMMIS keeps about you and about the files in a library, who can see it, and how to ask for a change or a deletion.

Read it as it is written. If a sentence is unclear, ask before you rely on it. The terms are on a separate page.

Two different jobs

The institution, or the person, who takes a package is in charge of that library. They decide who is invited and which files belong there.

The people who run this copy of STUMMIS keep the software working. They can open a library to set it up or to fix a problem. They are not members of the institution, and they do not use the files for their own work.

Your account

When you are invited, we keep your name, your email, and a scrambled form of your password. We cannot read the password back.

We also keep which library you belong to, which team you are in, your role, and when you sign in.

If you ask for an account from the public form, we keep the name, email, institution, role and note you typed, so we can reply. We do not open a library from that form until the invoice is agreed.

Your files

There are two ways a file enters STUMMIS.

If you point STUMMIS at a file on a computer or a disk, we store the file name, the folder it is in, the labels you add, and a small picture so the file can be recognised. We do not copy the file itself. If that disk is unplugged, people can still see that the file exists, but they cannot play the full file until the disk is connected again.

If you upload a file, we keep a copy, up to the amount in your package.

Labels you type stay with the file. That includes the date, the event, the place, the people, the project, the department, who owns the file, and who may use it.

Writing down speech

STUMMIS can write out what is said in a video or a sound recording, with the time each phrase was said, so a search can open that moment.

This does not happen until you allow it. The screen asks first.

When you allow it, the recording is sent to AssemblyAI or Deepgram, companies outside Ghana, so they can write the words down. We keep the written words in your library. We do not send a recording for this purpose unless you have allowed it. You can refuse, and you can turn it off later. Turning it off removes the written words that feature made for you.

Faces and pictures

Face detection looks at photographs and video so you can name a person and later find the files they appear in. It runs on the computer where STUMMIS is installed. It runs only on files you added, and only after you allow it.

A separate permission lets STUMMIS compare a search with the picture itself, also on that computer, so a scene can be found even when nobody said the words. Nothing is looked at until you allow it.

The microphone is off until you allow it. If you record, that recording is saved in your library. Your browser asks as well.

Who can see a file

You choose this for each file.

Private means only the person who added it. Team means the people in that team. Institution means people signed in to that library. Published means members can see a preview. The original is downloaded only after the owner, or an editor of that team, approves a request.

Someone who is not signed in to the library cannot browse it.

Email

Invitations, password resets, and a note that someone has asked to download a file are sent through the email service this installation is set up to use. That message contains the address and the reason. It does not contain the file.

How long we keep it

The account and the files stay while the library is in use.

If you are removed from a library, your sign-in stops. Files you added stay in the library, because the work belongs to the library, unless the institution also asks us to delete those files.

A request for an account stays until it is answered.

Seeing, correcting, or deleting your information

Ghana's Data Protection Act, 2012 (Act 843) gives you the right to ask what is held about you, to correct it, to ask for it to be deleted where the law allows, and to object to a use you did not agree to.

Write to the person who invited you, or use the contact on the page where you asked for an account. Say which library you mean. We will answer, and we will say if the institution has to decide because the file belongs to the library.

People who appear in the files

A photograph or a recording may show students, guests and other people who do not have an account. The institution decides what may be kept and who may see it, and must have a proper reason under the law.

Naming a face makes that person findable across the library. Do not turn face detection on unless the institution has agreed that this is allowed.

STUMMIS is for staff and students doing the institution's work. It is not a place for a child to open an account on their own.

Cookies

Signing in sets a cookie so the browser stays signed in, and a second cookie that stops another site from submitting a form as you. We do not use advertising cookies.

Changes

When this page changes, the date at the top changes with it. The copy you are reading is 29 October 2026.