Terms for using PAPAN’s website, forms and downloadable information.

These terms apply to: use of the website, enquiry forms, document requests, file uploads and downloadable company information supplied by PAPAN.

Please read these terms before using the website: by continuing to browse the website, submit a form or use a downloadable resource, you agree to the conditions below.

1. About this website

This website is operated by PAPAN South Sudan Ltd. It provides information about the company, its services, projects, case studies, insights, resources, procurement documents and contact channels.

2. Acceptance of these terms

By using the website, its forms, downloads or linked communication channels, you agree to these terms. Stop using the website if you do not accept them.

3. General information only

Website content is provided for general information, company review and enquiry preparation. It does not create a contract, professional appointment, warranty, procurement award or binding project commitment.

A project or engagement begins only after the relevant parties agree in writing on the scope, price, responsibilities, programme, payment terms and applicable conditions.

4. Project enquiries and quotations

Information submitted through the Project Enquiry Form, email, telephone or WhatsApp may be used to assess the requirement. PAPAN may request drawings, photographs, measurements, specifications, access details or a site visit before preparing a quotation.

Every quotation remains subject to its stated validity period, assumptions, exclusions, taxes, payment terms and written acceptance.

5. Document requests

The Document Request Form may be used to request company profiles, capability statements, registration documents, tax records, compliance documents, vendor-registration packs, references, completion evidence, membership certificates and related company records.

• A request does not guarantee that every record will be released.
• PAPAN may confirm the identity of the requester, the organisation involved, the purpose of the request and the intended recipient.
• PAPAN may ask for a tender notice, vendor checklist, donor reference or other information that explains why the documents are required.
• Sensitive or time-dependent documents may be redacted, watermarked, certified, limited to a stated period or shared through a secure channel.
• Client references, recommendation letters and completion evidence may require client approval.
• PAPAN may decline requests that are excessive, unclear, unrelated to a legitimate review, misleading or likely to create a confidentiality or security risk.

6. Prefilled document checklists

Links from the Resource Centre and Procurement Centre may preselect a document category and add a suggested checklist to the Contact page.

These suggestions are provided for convenience. The requester remains responsible for confirming the actual tender, vendor, donor, legal or procurement requirements before submission.

7. Generated email content

The website may prepare an email subject and message using information entered in the Document Request Form.

• The requester must review the prepared email before sending or copying it.
• PAPAN is not responsible for errors that the requester leaves uncorrected.
• Opening a prepared email does not confirm receipt or acceptance by PAPAN.
• The website does not guarantee delivery by a third-party email application.

8. File uploads

When a form allows file uploads, the sender confirms that they are authorised to provide the file and that it is relevant to the request.

• Do not upload malicious software, unlawful content or files that infringe third-party rights.
• Do not upload passwords, private banking credentials or sensitive personal information unless PAPAN has specifically requested it through an appropriate channel.
• Files must comply with the stated format and size requirements.
• PAPAN may reject, delete or decline to review unsafe, corrupted, irrelevant or excessive files.

9. Project records and attribution

Published project records may describe direct PAPAN assignments, defined subcontracted work, technical-team experience or project-support responsibilities.

The role stated in each project record must be respected. A subcontracted scope, team-experience assignment or support role must not be represented as a full lead contract held by PAPAN.

10. References, testimonials and completion evidence

A public project summary is not a substitute for a signed completion certificate, recommendation letter or direct client reference.

Reference material shared directly may be used only for the stated review and must not be republished, widely circulated or reused for another purpose without permission.

11. Company profiles, capability statements and publications

Public company documents may be reviewed and downloaded for legitimate client, partner, donor or procurement assessment.

• The current edition should be used unless an archived edition is specifically required.
• Archived documents may contain outdated contact, capability or compliance information.
• Annual reports or technical publications are available only after PAPAN has completed and published them.

12. Intellectual property

Unless otherwise stated, website text, design, graphics, photographs, documents, forms and branding are owned by or licensed to PAPAN South Sudan Ltd.

Content may be viewed or downloaded for legitimate review. It must not be altered, misrepresented, republished, sold, used commercially or incorporated into another organisation’s materials without permission.

13. Controlled-document use

A person or organisation receiving non-public company documents agrees to use them only for the stated procurement, due-diligence, partnership, tender, donor or contracting purpose.

• Do not share non-public documents beyond the authorised reviewers.
• Do not remove watermarks, alter dates, edit signatures or modify official records.
• Do not reuse documents for another tender or organisation without first confirming that they are still valid and appropriate.
• Delete or retain the documents securely in line with the reviewer’s lawful obligations.

14. Acceptable use

• Do not misuse forms, communication channels or downloadable materials.
• Do not submit false identities, false procurement requests or misleading project information.
• Do not attempt unauthorised access to the website, forms or systems.
• Do not upload malicious code or interfere with website operation.
• Do not misrepresent PAPAN’s services, project role, documents, references or capabilities.
• Do not use automated tools to send excessive, repetitive or abusive requests.

15. External links and third-party services

The website may link to third-party websites, email applications, WhatsApp, procurement portals or social-media platforms. PAPAN is not responsible for the availability, security, content, delivery or privacy practices of those services.

16. Accuracy and availability

PAPAN aims to keep the website accurate and available but cannot guarantee that every page, document, form or link will always be complete, current or uninterrupted.

Content may be corrected, updated, restricted, archived or removed without notice.

17. Limitation of liability

To the extent permitted by applicable law, PAPAN is not responsible for indirect loss arising solely from reliance on general website information, interrupted access, third-party services, incomplete enquiries or unauthorised use of supplied documents.

This does not exclude liability that cannot lawfully be excluded.

18. Privacy

Personal information submitted through forms, uploads and communication channels is handled according to the Privacy Policy.

19. Governing law

These terms are governed by the applicable laws of South Sudan. Any dispute should first be addressed through good-faith communication before formal proceedings are considered.

20. Changes

PAPAN may update these terms when website features, forms, document processes, business practices or legal requirements change. The effective date identifies the latest published version.

21. Contact

Questions may be sent to info@papangroup.com or directed through the Contact page.