Privacy Policy and Terms & Conditions

Last updated: 16 October 2026

This page explains how the Namibian Foundation for the Conservation of Seabirds (NAMCOB) handles information through this website and the terms for using its pages, resources and reporting channels.

Privacy Policy

Who to contact

For questions about your information or this policy, email info@namcob.org.na or telephone +264 81 556 3567. For concerns about NAMCOB’s activities, services or their impacts, visit Complaints & Feedback.

Information provided through enquiries and forms

If you use a contact or volunteer form, or contact NAMCOB directly, the information you provide may include your name, email address, telephone number, subject and message. NAMCOB uses this information to handle your enquiry, respond where appropriate and maintain relevant correspondence. Provide only information needed for your enquiry and avoid unnecessary sensitive information about yourself or other people.

The general enquiry and volunteer forms can also record technical and referral information, such as the page used, referring page, browser and device details, language, visit or session identifiers, campaign information and time taken to submit a form. This supports enquiry handling, website measurement and abuse prevention. These general forms are separate from the anonymous complaints form.

Anonymous complaints and grievance records

The anonymous complaints form requests a concern category, a description and optional project, location, impact and requested-outcome details. It does not ask for your name, email address or contact details. The complaint register does not store a submitter account, IP address or browser details with the complaint. A short-lived hashed connection identifier is used to limit automated submissions.

Complaint text and internal notes are encrypted in the website database. Access to the case register is restricted to authorised grievance officers and site administrators. The register records staff views, internal comments, actions, status changes, assignments and report downloads for accountability. Authorised staff can create restricted reports.

Anonymous reporting does not guarantee that you cannot be identified: your description may identify you, and the website, hosting provider or network services may retain ordinary connection logs. Common analytics and session-recording scripts are excluded from the complaint page and the grievance-management area. Avoid identifying details unless they are essential to explain the concern.

A reference number is shown after submission. Because the anonymous form collects no contact details, NAMCOB cannot send you a reply through it. You may quote your reference if you contact NAMCOB separately; doing so may reveal your identity.

Staff accounts and editorial activity

Authorised website users have account information such as a username, name, email address and access role. Login, editing, review and administrative activity may be recorded to operate the website, manage permissions and maintain accountability. Publicly published material may include an author’s name or other credited information. Keep your login details private and contact NAMCOB if you believe an account has been misused.

Cookies, analytics and connected services

The website uses cookies and similar technologies for functions such as login, security, saved preferences and cookie choices. The cookie notice provides controls for the categories it manages. You can also change your browser’s cookie settings; blocking essential cookies may affect login or other features.

The website includes Google measurement tools and Microsoft Clarity. Where enabled, these can process technical and usage information, including pages visited, device or browser characteristics, referral information, interactions, heatmaps and session replays, to understand use and improve the website. Review the cookie notice and your choices before enabling optional categories. Further information is available in the Google Privacy Policy, Microsoft Privacy Statement and CookieYes Privacy Policy.

Maps, embedded media and links to external resources or social media may connect your browser to third-party services. Those services may receive technical information such as your IP address and apply their own privacy and cookie policies. The interactive map uses OpenStreetMap tiles; see the OpenStreetMap Foundation Privacy Policy.

Access, service providers and security

Enquiries are handled by the appropriate NAMCOB personnel and authorised website administrators. Providers supporting hosting, email, forms, security, cookie management or analytics may process information needed to deliver those services. Information may also need to be disclosed to respond to a lawful request or address a serious safety or security issue. Third-party services may process information in countries different from your own.

Access controls and technical safeguards help protect information, but no website or email service can guarantee complete security. Do not use ordinary enquiry forms or email to send sensitive documents unnecessarily.

Retention and requests about your information

Retention depends on the type of record and the reason it is held, including enquiry handling, account administration, security and grievance follow-up. Complaint records and their audit histories currently have no fixed automatic deletion period. Information may also remain in protected backups until those backups are replaced.

You can contact NAMCOB to ask what information is held about you, request correction or ask about access, removal or retention. Requests are considered alongside the need to verify identity, protect other people and preserve relevant case, security or record-keeping information. If you submitted anonymously, a reference number may help locate a complaint, but NAMCOB may be unable to verify who submitted it or disclose a restricted record safely.

Terms & Conditions

Using this website

This website provides information about NAMCOB, seabird conservation, related activities and resources. Use its services responsibly. Do not attempt to gain unauthorised access, disrupt the website, impersonate another person or submit spam or harmful code. Use the complaints channel to describe concerns honestly and avoid sharing other people’s personal information unnecessarily.

Information and urgent reports

Website information and linked resources may change or become out of date. Check dates, source documents and relevant authorities before relying on material for legal, technical or operational decisions. NAMCOB may correct, update or remove website content and cannot guarantee uninterrupted availability.

Online enquiry and complaint forms are not emergency services. For urgent wildlife rescue assistance, call +264 81 556 3567 rather than waiting for a response to a website submission.

Copyright, images and resource use

Text, photographs, illustrations, videos and documents may belong to NAMCOB or credited third parties. Check any licence or reuse statement attached to the individual item. Where permission is required, contact NAMCOB or the credited rights holder before copying, adapting or republishing material. A link or source credit does not, by itself, grant permission to reuse it.

Resources in the Knowledge Library may be hosted by external publishers and remain subject to their own licences, access conditions and terms.

External websites and submissions

External links are provided for information. NAMCOB does not control the content, availability, privacy practices or terms of those websites. Review their conditions when leaving this website.

Only submit information or material that you are entitled to share. Contacting NAMCOB or submitting a complaint does not guarantee a particular outcome. NAMCOB’s authorised personnel review and handle concerns through the applicable organisational process.

Changes and questions

NAMCOB may update this page as the website or its practices change. The date above identifies the latest update. Questions about these terms or the use of website material can be sent to info@namcob.org.na.