EAPAN Privacy Policy

1. Introduction
The Environmental Assessment Professionals of Namibia (EAPAN) respects your privacy and is committed to protecting the personal information that you provide when using the EAPAN website. This Privacy Policy explains what personal information we collect through the website, why we collect it, how we use and protect it, and the choices available to you regarding your information.

EAPAN is a professional membership body representing professionals working in environmental assessment and related fields. Because of the nature of our membership activities, the website allows individuals to apply for membership and requires certain information about their education, professional experience and qualifications. By using the website, submitting information through one of our forms, or otherwise providing personal information to EAPAN, you acknowledge the practices described in this Privacy Policy.

2. Information we collect
The type of information we collect depends on how you use the website.

2.1 Membership applications
If you apply for membership of EAPAN through the website, we may collect information including:
Your name and contact details;
Your educational qualifications and institutions attended;
Information about your professional experience and employment history;
Information about your professional qualifications, registrations or memberships;
Other information relevant to assessing your eligibility for EAPAN membership;
Your curriculum vitae (CV);
Copies of certificates or other supporting documentation that you choose or are required to upload as part of your application; and
Any other information that you provide in your membership application.
Some of this information may constitute professional or employment-related personal information. We collect it because it is necessary to process and assess membership applications and to administer EAPAN’s professional membership functions.

2.2 Contact form
If you use the website’s contact form, we may collect information such as your name, email address and any other information you include in your message. We use this information to respond to your enquiry and, where appropriate, to deal with any matter raised in your message. Please do not submit sensitive personal information through the general contact form unless it is necessary for your enquiry.

2.3 Email
The website contains mailto: links allowing you to contact EAPAN by email at info@eapan.org.
If you contact us by email, we will receive your email address and any other personal information contained in your message. We use this information to respond to and manage your enquiry or correspondence.

2.4 Website usage information
The website uses Plausible Analytics to obtain general information about how visitors use the website. Plausible Analytics is a EU-based privacy-focused website analytics service. EAPAN does not use Google Analytics. The analytics information is used to understand general website usage, such as which pages are visited and how visitors arrive at the website, and to help us improve the website and its content. Plausible Analytics is designed to provide website statistics without the use of invasive tracking techniques or the creation of individual user profiles.

3. How we use personal information
EAPAN may use personal information collected through the website to:
Process and assess membership applications;
Verify qualifications, professional experience and supporting documentation provided as part of a membership application;
Maintain EAPAN’s membership records;
Communicate with members, applicants and other individuals who contact EAPAN;
Respond to enquiries and requests;
Administer and improve the website;
Understand general patterns of website usage through privacy-focused analytics;
Comply with applicable legal, regulatory or professional requirements; and
Protect the rights, property and legitimate interests of EAPAN and others.
EAPAN will not use personal information for purposes that are incompatible with the purpose for which it was collected unless there is a lawful basis for doing so.

4. Membership application information and uploaded documents
Membership applications may contain detailed information about an applicant’s education, qualifications and professional history. Applicants may also be required to upload documents such as CVs and certificates.
This information is used primarily for the purpose of considering and administering membership applications and maintaining appropriate professional membership records.
Applicants should ensure that documents submitted to EAPAN contain only information that is relevant and necessary for the application. Where possible, applicants should avoid including unrelated personal information belonging to other individuals in documents they upload.
EAPAN will take reasonable measures to restrict access to membership applications and supporting documentation to people who need the information for legitimate EAPAN purposes.

5. Sharing of personal information
EAPAN does not sell, rent or otherwise trade personal information collected through this website.
Personal information may be accessible to EAPAN representatives, office bearers, administrators or other authorised persons where this is necessary to carry out EAPAN’s functions, including processing membership applications.
EAPAN may also disclose personal information where this is:
Required or permitted by applicable law;
Necessary to establish, exercise or defend legal rights;
Necessary to protect the rights, safety or property of EAPAN or another person; or
Necessary for the operation or maintenance of the website or associated services, where appropriate safeguards are in place.
Where EAPAN uses third-party service providers to support website hosting, form processing, email, document storage, analytics or other website functions, those providers may process information on EAPAN’s behalf. EAPAN will seek to use appropriate and reputable service providers and to take reasonable steps to protect personal information.

6. Social media
The EAPAN website contains links to EAPAN’s Facebook presence.
Following a link to Facebook will take you away from the EAPAN website and onto a third-party platform. Facebook may collect and process information about you in accordance with its own privacy policy and terms of use.
EAPAN does not control the privacy practices of Facebook or other third-party websites and recommends that you review their privacy policies before providing them with personal information.

7. Cookies and similar technologies
The EAPAN website does not use cookies.

8. Data security
EAPAN takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. However, no method of transmitting or storing information electronically can be guaranteed to be completely secure. Information submitted through the internet is therefore provided with an understanding of the inherent risks associated with electronic communication.

9. How long we retain personal information
EAPAN will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including the administration of membership applications and membership records, or as required by applicable legal, regulatory, accounting or professional obligations. Information that is no longer required will be securely deleted, destroyed or otherwise disposed of where reasonably practicable. The retention period may differ depending on the type of information and whether an individual becomes an EAPAN member.

10. Your rights
Subject to applicable law, you may have rights in relation to the personal information that EAPAN holds about you. These may include the right to:
Ask what personal information EAPAN holds about you;
Request access to your personal information;
Ask that inaccurate or incomplete information be corrected;
Ask for personal information to be deleted where there is no legitimate reason for EAPAN to retain it;
Raise an objection or concern about the way your personal information is being used; and
Withdraw consent where processing is based on consent, subject to any legal or legitimate reasons EAPAN may have for continuing to process the information.
Some requests may be subject to legal or other legitimate limitations.
To make an enquiry or request concerning your personal information, please contact EAPAN using the details in Section 12 of this Privacy Policy.

11. Third-party websites
The EAPAN website may contain links to websites operated by third parties. These websites are not controlled by EAPAN and are governed by their own privacy policies and terms.
EAPAN is not responsible for the privacy practices, content or security of third-party websites.
We recommend reviewing the privacy policy of any third-party website before submitting personal information to it.

12. Contact us about privacy
If you have any questions, concerns or requests relating to this Privacy Policy or the way EAPAN handles personal information, please contact:

Environmental Assessment Professionals of Namibia (EAPAN)
Email: info@eapan.org
All enquiries relating to the use, access, correction or protection of personal information should be directed to info@eapan.org.

13. Changes to this Privacy Policy
EAPAN may update this Privacy Policy from time to time to reflect changes in the website, our practices, applicable law or other requirements.
The latest version will be published on this page, with the date of the most recent update shown at the beginning of the policy.
We encourage visitors to review this Privacy Policy periodically to remain informed about how EAPAN handles personal information.
Last updated: 27 August 2026