Organization Responsible for the Platform

Program: Zambia National Occupational Safety, Health and Environmental Quiz 2026

Organization: African Safety, Health and Environmental Professional Association (ASHEPA)

Program Email: Support@ashepa.org

Personal Information Collected

ASHEPA may collect full name, email address, Zambia phone number, province, city, country, participant category, school, college, university, organization, professional status, account login information, candidate ID, age group, registration date, quiz category, and communication records.

Undergraduate participants must upload a valid student ID card. HSE Professional participants must upload a valid National Registration Card, passport, or other approved identification document. These documents are used for category confirmation, identity verification, integrity review, finalist selection, certificate validation, and administrative checks.

The platform may collect a verification photo, course progress, lesson completion records, quiz attempts, selected answers, scores, marks, submission time, duration, IP address, browser type, device information, system logs, certificate number, certificate verification token, and certificate status.

Purpose of Processing

ASHEPA uses personal information to register participants, create participant accounts, confirm eligibility, verify the correct category, provide learning materials, unlock the quiz, administer timed quiz attempts, calculate results, detect suspicious activity, conduct integrity review, communicate with participants, shortlist finalists, organize the final in-person quiz round, issue certificates, publish approved rankings, and respond to support requests.

Information may also be used to prepare anonymized or aggregated reports for sponsors, partners, internal program review, training improvement, and public communication about the performance and reach of the quiz. ASHEPA will not publish uploaded identity documents, verification photos, passwords, or sensitive administrative records.

Legal and Administrative Basis

ASHEPA processes participant information because it is necessary for registration, learning access, quiz administration, certificate issuing, platform security, fraud prevention, participant communication, compliance with applicable law, and legitimate program administration.

By registering, participants confirm that they understand and accept the processing of their information for the purposes described in this Privacy Policy, the Competition Rules, and the Terms and Conditions.

Certificate and Public Verification

Participants who successfully complete the required learning process and submit the online quiz may receive a Certificate of Participation from ASHEPA. Certificate verification pages may display limited certificate information such as participant name, candidate ID, certificate number, program name, category, result status, issue date, and certificate validity.

This limited public verification is necessary to confirm the authenticity of certificates issued through the platform.

Leaderboard and Recognition

The platform may publish approved leaderboard or recognition information, including participant name, category, score, ranking, institution or organization, and country/province where appropriate. ASHEPA may delay, edit, hide, or remove leaderboard entries while integrity review is ongoing.

Cookies, Sessions, and Technical Data

The platform may use cookies, login sessions, local storage, and similar technologies to keep participants logged in, protect accounts, support language and interface functions, maintain quiz sessions, reduce abuse, and improve platform performance.

Disabling cookies or similar technologies may prevent registration, login, dashboard access, course completion, quiz participation, or certificate access from working properly.

Sharing of Information

ASHEPA may share information only where necessary with authorized administrators, technical service providers, hosting providers, email delivery providers, certificate verification systems, professional reviewers, sponsors or partners receiving aggregated reports, and lawful authorities where required by law or necessary to protect the integrity of the competition.

Uploaded ID documents, passwords, and verification photos are not sold, published, or shared for marketing purposes.

International Access and Hosting

The platform may be hosted, maintained, backed up, or accessed by authorized service providers or administrators from locations outside Zambia. Where this occurs, ASHEPA will take reasonable steps to ensure that personal information remains protected and is used only for the purposes stated in this Privacy Policy.

Security Measures

ASHEPA applies reasonable administrative, technical, and organizational controls to protect participant information. These controls may include role-based access, secure passwords, limited administrator access, file access controls, system logs, backups, and integrity review procedures.

No online platform can guarantee absolute security. Participants must protect their login details and report suspected unauthorized access immediately.

Data Retention

ASHEPA may retain participant records for the period necessary to administer the quiz, verify certificates, investigate disputes or suspected fraud, maintain audit records, meet legal requirements, and support future program reporting.

Certificate verification records may be retained for a longer period because they are required to confirm certificate authenticity. Uploaded identity documents and verification photos may be retained only as long as required for verification, integrity review, finalist confirmation, dispute resolution, or legal compliance.

Participant Rights

Participants may request access to their personal information, correction of inaccurate information, deletion where appropriate, restriction of processing where applicable, withdrawal of consent where processing depends on consent, and information about how their data is used.

Requests should be sent to Support@ashepa.org. ASHEPA may verify the identity of the requester before acting on any request and may refuse or limit a request where retention is required for legal, security, certificate verification, fraud prevention, dispute resolution, or legitimate administrative reasons.

Children and Underage Participants

The quiz is designed for HSE Professionals and Undergraduate College and University Students. Where a participant is below the legal age of consent or ASHEPA determines that additional consent is required, ASHEPA may request parent, guardian, institutional, or administrative confirmation before allowing continued participation.

Accuracy of Information

Participants are responsible for providing accurate, complete, and current information. False, incomplete, duplicated, or misleading information may affect registration approval, course access, quiz access, certificate issuance, ranking, finalist selection, award consideration, and continued participation.