Privacy Policy

1. About ERCAAN

The Estate, Rent and Commission Agents Association of Nigeria (ERCAAN) is a professional association representing and supporting estate, rent, and commission agents and practitioners in Nigeria.

ERCAAN may process personal information in connection with:

• Association membership and administration;
• Membership applications and verification;
• Member and practitioner records;
• State chapters, zones, and other Association structures;
• Professional development and training;
• Conferences, meetings, and events;
• Complaints and professional conduct matters;
• Public information and member directories;
• Communications and enquiries;
• Publications and Association activities;
• Website administration and security; and
• Other legitimate activities of the Association.

2. Information We May Collect

Depending on how you interact with ERCAAN, we may collect different categories of personal information.

2.1 Identity and Contact Information

This may include:

• Full name;
• Photograph or profile image;
• Date of birth where required for a legitimate Association purpose;
• Telephone number;
• Email address;
• Residential or business address;
• State of residence or operation;
• Emergency contact information where relevant; and
• Other contact information you voluntarily provide.

2.2 Professional Information

Where relevant to membership or professional activities, ERCAAN may collect:

• Business or company name;
• Professional designation;
• Professional experience;
• Office or business address;
• Areas of professional practice;
• State chapter or Association affiliation;
• Membership information;
• Professional registration information where applicable;
• Membership number or identification details; and
• Information required to establish or maintain professional records.

2.3 Membership and Application Information

If you apply for or maintain ERCAAN membership, information may include:

• Membership application details;
• Membership category;
• Application status;
• Membership number;
• Supporting documentation;
• Verification information;
• Payment or transaction references;
• Chapter or unit information;
• Membership renewal information; and
• Correspondence relating to your membership.

2.4 Identification and Verification Information

Where verification is necessary for a legitimate Association purpose, ERCAAN may request appropriate identification or supporting documents.

The specific information requested will depend on the purpose of the verification.

ERCAAN will seek to limit the collection of identification information to what is reasonably necessary for the relevant purpose.

2.5 Information You Submit Through Forms

The website may provide forms for:

• Membership applications;
• Contact enquiries;
• Event registration;
• Training registration;
• Complaints;
• Feedback;
• Membership updates;
• Practitioner information;
• Requests for information; and
• Other Association services.

The information collected will depend on the particular form and its purpose.

2.6 Complaint and Professional Conduct Information

Where a complaint or professional conduct matter is submitted to ERCAAN, the Association may process information relating to:

• The complainant;
• The practitioner or member concerned;
• The nature of the complaint;
• Relevant communications;
• Supporting documents;
• Witnesses or other relevant persons;
• Investigation records; and
• Decisions or other outcomes where applicable.

Such information may be treated as confidential where appropriate and will be handled in accordance with applicable ERCAAN procedures and data protection requirements.

2.7 Technical and Website Information

When you visit the ERCAAN website, certain technical information may be collected automatically, depending on the website’s configuration.

This may include:

• IP address;
• Browser type;
• Device type;
• Operating system;
• Pages visited;
• Referring pages;
• Approximate location derived from technical information;
• Date and time of access;
• Website interaction information; and
• Technical logs relating to security and performance.

This information may be used to maintain, secure, analyse, and improve the website.

3. How We Use Personal Information

ERCAAN may use personal information for legitimate Association purposes, including:

Membership Administration

To:

• Process membership applications;
• Maintain membership records;
• Communicate with members;
• Manage renewals;
• Confirm membership status;
• Administer chapters and Association structures; and
• Provide member-related services.

Professional Administration

To:

• Maintain professional records;
• Support professional development;
• Administer training and educational programmes;
• Communicate professional information; and
• Support the Association’s professional objectives.

Events and Programmes

To:

• Register participants;
• Manage attendance;
• Communicate event information;
• Issue certificates or participation records where applicable;
• Organise training and conferences; and
• Administer related activities.

Complaints and Professional Conduct

To:

• Receive and manage complaints;
• Communicate with relevant parties;
• Assess information submitted;
• Conduct appropriate reviews or investigations;
• Maintain relevant records; and
• Administer applicable Association procedures.

Public Directory and Professional Information

Where appropriate and where ERCAAN has a legitimate basis for doing so, certain member or practitioner information may be displayed publicly through the ERCAAN website or other Association publications.

The information displayed may include professional or business information such as:

• Name;
• Business name;
• Professional information;
• Business location;
• Contact details; and
• Membership-related information.

ERCAAN will seek to distinguish information intended for public professional identification from information that is collected for internal administrative purposes.

Communications

ERCAAN may use your contact information to communicate with you about:

• Membership;
• Applications;
• Events;
• Training;
• Association notices;
• Professional information;
• Administrative matters;
• Enquiries; and
• Other communications relevant to your relationship with ERCAAN.

Where consent is required for a particular type of communication, ERCAAN will seek to obtain it.

Website Security

Information may be processed to:

• Detect suspicious activity;
• Prevent unauthorised access;
• Protect website systems;
• Investigate security incidents; and
• Maintain the integrity of ERCAAN’s digital services.

4. Legal Basis for Processing

ERCAAN will process personal information only where there is an appropriate legal basis under applicable data protection law.

Depending on the circumstances, this may include:

• Your consent;
• Taking steps at your request or performing an agreement;
• Compliance with a legal obligation;
• Protection of vital interests;
• Performance of a task carried out in the public interest or in accordance with applicable law; or
• Legitimate interests, where permitted by applicable law and where those interests are not overridden by the rights and interests of the individual.

Where ERCAAN relies on consent, you may withdraw your consent subject to applicable legal or operational limitations.

Withdrawal of consent does not affect processing that was lawfully carried out before withdrawal.

5. Information You Are Required to Provide

Some information may be necessary for ERCAAN to provide a particular service.

For example, certain information may be required to:

• Process a membership application;
• Verify an applicant;
• Register a participant for an event;
• Respond to an enquiry;
• Process a complaint; or
• Maintain an accurate Association record.

If you do not provide information that is necessary for a particular purpose, ERCAAN may be unable to provide the relevant service or process the request.

6. Sharing Personal Information

ERCAAN may share personal information where necessary and lawful for the purposes described in this Policy.

Recipients may include:

• Authorised ERCAAN officers or administrative personnel;
• Relevant Association chapters, zones, or units;
• Service providers supporting ERCAAN’s website or digital systems;
• Event, training, or programme providers;
• Payment service providers where a transaction requires payment processing;
• Professional advisers;
• Legal or regulatory authorities where legally required;
• Security or technology providers; and
• Other parties where you have authorised the disclosure or where disclosure is otherwise permitted by law.

ERCAAN will seek to ensure that personal information is disclosed only where there is an appropriate reason and lawful basis.

7. Publicly Available Member Information

ERCAAN may publish selected information about members or practitioners where this supports legitimate professional or Association purposes.

For example, a member directory may help members of the public identify practitioners associated with ERCAAN.

Information intended for public display should be limited to appropriate professional or business information.

ERCAAN will not intentionally publish sensitive personal information through a public directory unless there is a lawful basis and appropriate justification for doing so.

If you believe publicly displayed information about you is inaccurate, outdated, excessive, or should otherwise be reviewed, you may contact ERCAAN using the official contact details provided on this website.

8. Cookies and Similar Technologies

The ERCAAN website may use cookies and similar technologies.

Cookies may be used for:

• Website functionality;
• Login and session management;
• Security;
• User preferences;
• Website analytics;
• Performance monitoring; and
• Other legitimate website functions.

Where required, ERCAAN will provide appropriate information and controls regarding non-essential cookies.

For more information, please refer to the ERCAAN Cookie Policy.

9. Third-Party Websites and Services

The ERCAAN website may contain links to websites or services operated by third parties.

These may include:

• Payment providers;
• Social media platforms;
• Event platforms;
• Training or registration services;
• Government or regulatory websites;
• Partner organisations; and
• Other external resources.

Once you leave the ERCAAN website, the privacy practices of the third party will apply.

ERCAAN does not control the privacy policies or practices of external websites and encourages users to review their privacy notices before providing personal information.

10. Payment Information

Where ERCAAN provides online payment facilities, payment transactions may be processed by an authorised third-party payment provider.

ERCAAN may receive transaction-related information such as:

• Transaction reference;
• Amount paid;
• Date of payment;
• Payment status; and
• Other information necessary for reconciliation and administration.

Full payment card or banking credentials should not ordinarily be submitted directly through an ERCAAN website form unless the relevant payment system specifically provides for secure processing.

Users should follow the instructions provided by the applicable payment provider.

11. Data Security

ERCAAN takes reasonable measures to protect personal information against:

• Unauthorised access;
• Unauthorised disclosure;
• Accidental loss;
• Destruction;
• Alteration;
• Misuse; and
• Other unlawful or unauthorised processing.

Security measures may include appropriate technical, administrative, and organisational controls.

However, no website, electronic transmission, or information storage system can be guaranteed to be completely secure.

Users should also take reasonable steps to protect their own accounts, passwords, devices, and personal information.

12. Data Retention

ERCAAN will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, for legitimate Association purposes, or as required or permitted by applicable law.

The appropriate retention period may depend on:

• The nature of the information;
• The purpose for which it was collected;
• Whether the individual remains an ERCAAN member;
• Legal or regulatory requirements;
• Accounting or record-keeping requirements;
• The need to resolve disputes;
• Complaints or professional conduct matters; and
• Other legitimate operational requirements.

When personal information is no longer required, ERCAAN will take reasonable steps to securely delete, destroy, anonymise, or otherwise dispose of it where appropriate.

13. Your Data Protection Rights

Subject to applicable law and relevant conditions or limitations, you may have rights concerning your personal information, including the right to:

• Request access to personal information held about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information in appropriate circumstances;
• Request restriction of certain processing;
• Object to certain processing;
• Withdraw consent where processing is based on consent;
• Request information about how your personal information is processed; and
• Exercise other rights provided by applicable data protection law.

ERCAAN may need to verify your identity before processing a privacy request.

Some requests may be subject to lawful exceptions, limitations, or requirements.

14. Accuracy of Personal Information

ERCAAN seeks to maintain accurate and relevant personal information.

You are encouraged to notify ERCAAN if information you have provided changes or is inaccurate.

Members may be required to keep their professional and contact information up to date for Association purposes.

15. Children’s Privacy

The ERCAAN website is primarily intended for adults and individuals participating in professional, Association, educational, or related activities.

ERCAAN does not knowingly seek to collect children’s personal information except where there is a legitimate reason and appropriate legal basis for doing so.

If you believe that a child has provided personal information to ERCAAN without appropriate authorisation, please contact the Association.

16. International Data Transfers

Some technology or service providers used by ERCAAN may process information outside Nigeria.

Where personal information is transferred outside Nigeria, ERCAAN will take reasonable steps to ensure that the transfer and subsequent processing comply with applicable data protection requirements.

17. Changes to This Privacy Policy

ERCAAN may update this Privacy Policy from time to time to reflect:

• Changes to the Association’s activities;
• Changes to website functionality;
• Changes in technology;
• Changes to applicable legal requirements; or
• Improvements to ERCAAN’s privacy practices.

The latest version will be published on this page with an updated “Last Updated” date.

18. Privacy Complaints and Requests

If you have a question, concern, complaint, or request relating to the handling of your personal information by ERCAAN, please contact the Association through the official contact channels published on this website.

When making a privacy request, please provide enough information for ERCAAN to identify the relevant record or request while avoiding unnecessary disclosure of sensitive information.

Privacy Contact: [Insert ERCAAN Privacy Contact/Officer]

Email: [Insert Official Privacy Email]

Address: [Insert ERCAAN National Secretariat Address]

19. Regulatory Complaints

If you are dissatisfied with how ERCAAN has handled a data protection matter, you may have the right to raise the matter with the relevant Nigerian data protection authority, subject to the applicable legal process.

Information about the relevant regulatory authority and available complaint mechanisms should be obtained from its official channels.