Privacy Policy

Last updated: 19 September 2026

This Privacy Policy explains how the African Safety, Health and Environmental Professional Association (ASHEPA) handles personal information in connection with the ASHEPA Careers website at job.ashepa.org (the “Website”). It describes information received when you browse job vacancies, use search filters, follow a link to an external job listing, communicate with us or use any features that may be made available on the Website. It applies to this careers Website and not automatically to separate ASHEPA membership services, employer websites, recruitment platforms or other independently operated websites. Please read this Policy together with our Terms and Conditions.

1. Who is responsible for the Website

ASHEPA operates the Website and determines how personal information collected for its own website operations is used, subject to applicable law. The Website is a job-discovery and information service. It aggregates permitted information from third-party vacancies and directs applicants to external sites to continue their applications. ASHEPA is not the employer or recruiting agency merely because a vacancy appears here. Questions about this Policy, access requests and privacy concerns may be sent to support@ashepa.org. Where a legally required alternative contact, representative or data protection officer applies to a particular processing activity, ASHEPA will provide that information through the appropriate communication channel.

2. Scope of the service and application information

You can normally browse vacancies without creating a candidate profile or uploading a résumé or curriculum vitae to this Website. The current job-discovery service does not provide an on-site job application process and does not intentionally collect CVs, identity documents, bank information or employment application forms from applicants. Selecting an application button sends you to a third-party website, and information you enter there is collected and handled by the relevant employer, recruiter, applicant-tracking service or other external operator under its own policies. ASHEPA cannot access or control information you provide directly to an external application service merely because you reached it through this Website. Please do not email sensitive identification documents, medical records, financial information or complete job applications to our support address unless we expressly request the information for a legitimate and clearly explained purpose.

3. Information collected during website use

When you visit the Website, our hosting infrastructure and security services may process technical information necessary to provide the pages and protect the service. This may include an internet protocol address, request time, browser and device characteristics, requested pages, referral information, approximate network location, diagnostic events and security or error logs. Searches and filter selections may be reflected in requested URLs and associated technical logs. The Website may use strictly necessary cookies or similar browser features for security, session management and functional preferences, including functions provided by WordPress or the hosting environment. We do not represent that every hosting provider, browser or WordPress extension uses identical technologies, and this Policy will need to be updated if additional optional tracking features are introduced.

If you contact ASHEPA by email, we receive the information you choose to include, such as your name, email address, inquiry and related correspondence. If an account, subscription or other optional feature is introduced and you choose to use it, the associated form or a supplemental notice will explain the information requested and its purpose before collection. Information voluntarily sent to us may include incidental personal details; please share only what is reasonably necessary for your inquiry.

4. Information obtained from job publication sources

The Website obtains vacancy information from permitted employer career systems, recruitment platforms, job feeds and other publicly accessible or authorised sources. Depending on a particular source, a listing may contain the employer name, job title, location, job description, publication date, closing date, application URL and source identification. Occasionally a source may also provide the name, title or professional contact details of a recruiter or another individual as part of an advertisement. We use such information only where appropriate for the legitimate purpose of identifying and displaying a vacancy, crediting its source, maintaining accurate records and helping users understand where an application should be made. We do not intentionally enrich these records with private candidate profiles or use published recruiter contact information for unrelated marketing. If a person has a legitimate concern about personal information appearing in a vacancy, they may contact us at support@ashepa.org and identify the relevant page for review.

5. Purposes and legal grounds for processing

We process information to deliver pages and search results; maintain vacancy listings and their dates; attribute original sources; prevent duplicate or misleading content; diagnose faults; protect against abuse, fraud and unauthorised access; respond to communications; comply with applicable legal duties; and establish, exercise or defend lawful claims. Where a privacy law requires a particular legal ground, processing may rely on our legitimate interests in operating a functional and secure informational website, compliance with legal obligations, steps requested by a user, or consent where consent is legally required. Legitimate interests will be considered against the rights and interests of affected individuals. We will not treat consent as permanently given merely because you browse the Website, and consent may be withdrawn where it is the basis for an activity, without affecting earlier lawful processing.

We do not use applications submitted on third-party recruitment websites to make hiring decisions. The Website may automatically retrieve and categorise advertisements according to occupational keywords, region and publication information, but it does not make solely automated decisions about your employment eligibility or suitability that have legal or similarly significant effects on you. Job sorting and filtering are information-discovery features, not a recommendation, verification of an employer or assessment of an applicant.

6. Cookies, analytics and similar technology

Cookies and comparable technologies may be used when necessary to deliver requested website functionality, remember a session or defend against malicious traffic. You may manage or delete cookies through your browser, although disabling essential functions may affect parts of the Website. If we introduce non-essential analytics, advertising, personalisation or similar technologies for which applicable law requires prior consent, we will provide appropriate disclosures and consent choices before activating them for affected users. A privacy policy alone does not substitute for a legally required cookie-consent mechanism. External websites linked from a job listing may use their own cookies, and their policies and consent interfaces are outside our control.

7. Sharing and disclosure of information

We may make personal information available to trusted providers that support hosting, website maintenance, technical security, email delivery or other operational functions, where necessary for the service and subject to appropriate contractual or other safeguards required by law. We may disclose limited information to competent authorities, regulators, courts or professional advisers when reasonably necessary to meet a legal obligation, respond to valid legal process, protect users and the service, investigate misuse or enforce lawful rights. We may also process information in connection with an organisational restructuring where legally permitted and subject to applicable safeguards. We do not sell visitors’ personal information as a feature of this Website and do not provide applicant CVs to advertisers or employers through the Website. Any material change to those practices requires an updated notice and, where applicable, a valid legal basis or consent.

External application buttons disclose the destination to you before you leave the Website. Following such a link may communicate ordinary connection and referral information to the external operator according to browser and website behaviour. ASHEPA is not responsible for the external operator’s independent collection, recruitment decisions, security or disclosures. Review the destination address and its privacy notice before submitting any information, especially identification numbers, financial records and sensitive personal data.

8. International access and transfers

ASHEPA serves visitors and displays vacancies from multiple countries. Website operations, hosting arrangements and service providers may involve the processing of information outside your country of residence. Where international transfers of personal data are subject to specific legal restrictions, ASHEPA will assess and use an applicable lawful transfer mechanism and safeguards to the extent required for the relevant transfer. The availability of a vacancy in a particular country does not mean that ASHEPA transfers a candidate’s application to that country: candidates who choose to apply communicate directly with the external application service. Please contact us if you need information about the safeguards applicable to a particular transfer involving data processed by ASHEPA.

9. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it was obtained, taking account of security needs, system configuration, applicable retention obligations, dispute resolution and the establishment or defence of legal claims. Technical request logs, correspondence, security incidents and source records can have different retention needs. We periodically review information held in the systems we control and delete, anonymise or restrict it when it is no longer needed and no legal preservation requirement applies. A vacancy may be withdrawn or archived according to its verified status; copies of independently published vacancy information may remain on the original source or in third-party caches beyond ASHEPA’s control. You may request further information about retention of particular personal data by emailing support@ashepa.org.

10. Information security

We seek to apply technical and organisational controls appropriate to the information and risks involved, including access restrictions, maintenance, security monitoring and suitable controls over operational service providers. No transmission, website or storage environment is entirely risk-free, and we cannot promise absolute security. If a security incident involving information under our responsibility occurs, we will investigate it and provide notifications to affected persons and authorities when required by applicable law. Do not send passwords or confidential application documents through ordinary support messages. Please alert us promptly if you suspect that a job listing or external link is fraudulent or exposes personal information without authority.

11. Your privacy rights

Depending on the applicable jurisdiction and the nature of the processing, you may have the right to be informed about our handling of your information, obtain access to it, correct inaccurate information, request deletion or restriction, object to particular uses, withdraw consent, and obtain information in a portable form where a portability right applies. You may also have rights concerning direct marketing and significant decisions made solely by automated processing. Some rights are subject to statutory conditions and exceptions, including preservation of records required by law. Ghana’s Data Protection Act, 2012 (Act 843), and the European Union General Data Protection Regulation, where applicable, provide protections that cannot be removed by this Policy. We will respond to verifiable requests within the periods required by the applicable law and may ask for proportionate information to confirm the requester’s identity where necessary to protect another person’s data.

To exercise a right or ask a question, write to support@ashepa.org and describe the information or website activity concerned. If your request concerns an application submitted on an external employer or recruitment website, that independent operator will ordinarily be the appropriate party to contact about its records; we can address only information held or controlled by ASHEPA. You may also complain to a competent supervisory authority, including the Ghana Data Protection Commission or the authority applicable to you, where the relevant law gives you that right. We encourage you to contact ASHEPA first so that we can investigate and respond, but doing so is not a condition of making a statutory complaint.

12. Children and sensitive information

The Website is designed to display professional employment information and is not intended to solicit personal information from children. We do not knowingly operate a candidate recruitment form for minors through this site. If a child or a parent or guardian believes personal information has been collected inappropriately by ASHEPA, please contact us so that we can assess and take action under applicable law. The Website does not request sensitive personal information from visitors for the purpose of viewing jobs, and we ask users not to send such information in support correspondence unless its necessity has first been established.

13. Third-party websites and membership services

Links to job feeds, employer application pages and external career sites are provided for information and convenience. The destination may use different privacy rules, retention periods and security measures. ASHEPA does not control, endorse or guarantee those practices. A separate link to join ASHEPA takes you to ASHEPA’s membership website, which is a distinct service and may have its own registration, payments and privacy information. Information entered into a membership form is not a job application submitted through this careers Website.

14. Changes to this Policy

We may update this Policy to reflect changes in law, technology, website features or actual handling practices. The latest version will be posted on this page with a revised “Last updated” date. Where a change materially affects how personal information is processed, we will provide additional notice or seek consent if required by applicable law. A new version does not retrospectively authorise processing that required a legal ground or notice at the time it took place. You are welcome to review this page periodically.

15. Contact

For privacy inquiries, data-subject requests, concerns about a published personal contact or suspected misuse of the Website, contact the ASHEPA Secretariat at support@ashepa.org. Please include the relevant vacancy URL where applicable and avoid attaching sensitive personal records unless we have specifically explained why they are needed.