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Privacy Policy
Last reviewed: 7 May 2026 · Effective date: pending NSC legal sign-off
The Namibia Sports Commission (“NSC”, “we”, “us”) takes the privacy of every athlete, coach, official, parent, learner, educator, club delegate, federation member, and visitor seriously. This notice explains, in plain language, what personal information we process through NamSportsPortal, why we process it, who we share it with, how long we keep it, and the rights you have over your information.
1. Who we are
The data controller for NamSportsPortal is the Namibia Sports Commission, a statutory body established under the Namibia Sports Act 12 of 2003, with registered offices at C/O Khan Street and Omuramba Street, Eros, Windhoek, Namibia.
For privacy questions, contact our Information Officer at privacy@namibiasport.org. Until a dedicated address is provisioned, the general contact info@namibiasport.org is monitored for privacy enquiries.
2. Scope of this notice
This notice applies to personal information you provide, or that is generated about you, when you use NamSportsPortal — including the public website, the registration and application flows, federation, club, school, facility and government dashboards, mobile and email notifications, and downloadable membership cards. It does not cover third-party websites linked from the portal; those operate under their own privacy policies.
3. Personal information we collect
We only collect information needed to operate the portal and run national sport. Concretely:
Identity & profile: first name, surname, preferred name, date of birth, gender, nationality, profile photograph (optional).
Identification documents: Namibian national identity number (stored encrypted, with a one-way hash used only to detect duplicate accounts) and, for non-citizens, passport number and country of issue.
Contact details: email address, primary cellphone, alternate phone, office phone, physical address, postal address, region and town.
Account credentials: password (stored as a salted bcrypt hash; the plaintext is never stored), session tokens, and verification status flags.
Role-specific records: federation, club, school or facility affiliations; coaching qualifications; refereeing levels; medical practitioner registration; educator credentials; competition entries and results; team rosters; membership cards; consent flags collected during applications.
Health-related information: for athletes and at events, we may record medical incidents, injury reports, blood type and allergies (where you choose to provide them), and the qualifications of attending medical staff. This is treated as special-category data and is restricted to authorised medical and federation personnel.
Parental and guardianship links: for athletes and learners under 18, we record the verified link to a parent or legal guardian who has provided consent to participation.
Files you upload: identity documents, qualifications, certificates, event entries, federation/club logos, and supporting documents for applications.
Communications: messages you send through contact forms, feedback tickets, support requests, and content you choose to publish (e.g. federation news).
Technical and audit data: IP address, browser user-agent, the time of significant actions, and a record of changes to records you create or edit. This is captured in a tamper-evident audit log used for security and accountability.
4. Where we obtain your information
Most information comes directly from you when you register, apply, or update your profile. We may also receive information from:
your federation, club, school, or facility delegate, when they invite or enrol you;
a parent or legal guardian, when they create an account on behalf of a minor in their care;
event officials and medical staff, when recording results, accreditations, or incidents;
government bodies (NOC, NSC, MOS, MOE) where information is required for compliance, accreditation, or grant administration.
5. How and why we use your information
To create and maintain your user account and verify your identity.
To process applications for federation, club, athlete, coach, referee, medic, educator, learner, parent, media, and facility roles.
To run national sport — team selection, competition entries, accreditation, results, and membership cards.
To communicate with you about applications, memberships, events, and changes to the service.
To provide medical care and respond to incidents at sanctioned events.
To meet legal obligations placed on the NSC and to enable government oversight of public sport funding.
To protect the security of the portal — detecting fraud, abuse, and unauthorised access, and to maintain the audit trail required for accountability.
To produce statistics and reports about Namibian sport. Public-facing statistics are aggregated and do not identify individuals.
6. Lawful basis for processing
Depending on the activity, we rely on one or more of the following grounds:
Consent — for example, when you tick a box during registration or when a parent consents to a minor’s participation. You may withdraw consent at any time, without affecting the lawfulness of prior processing.
Performance of a service — processing necessary to provide the portal and the membership you have applied for.
Legal obligation — record-keeping required of the NSC under the Namibia Sports Act, the Public Finance Management Act, anti-doping rules, and other applicable law.
Legitimate interests — security, fraud prevention, and protection of vulnerable participants. We balance these interests against your rights and freedoms.
Vital interests — processing health information at events to protect the life or physical integrity of an athlete.
7. Children and minors
A significant proportion of users on this portal are children. We treat minors’ data with extra care, in line with the Child Care and Protection Act 3 of 2015 and the principles of the UN Convention on the Rights of the Child.
Users under 18 must be linked to a verified parent or legal guardian.
Parental consent is required for registration, participation in federations and clubs, and any use of a minor’s name or image in public-facing content.
We do not show full dates of birth, contact details, or addresses of minors on public pages.
Parents and guardians may request access to, correction of, or deletion of their child’s information at any time.
We do not sell personal information. We share it only as follows:
Your federation, club, school, or facility — staff need to see your roster and membership data to manage participation.
Event organisers and medical staff — for accreditation, scheduling, and on-site care.
Government bodies — the Namibia National Olympic Committee, Ministry of Sport, Ministry of Education, and other authorised regulators, where required for compliance or grant administration.
Anti-doping authorities — where rules of the relevant federation or international body require disclosure.
Service providers — the email delivery provider used to send transactional notifications, the hosting provider, and any future SMS or payments processor. These providers act under written instructions and may not use your data for their own purposes.
Law enforcement and courts — where compelled by valid legal process or to protect the safety of a person.
9. Cross-border transfers
Servers hosting NamSportsPortal are located in Namibia (Digital Ocean Johannesburg region or successor in-country facility). Some service providers (e.g. transactional email) may process limited routing data outside Namibia. Where this happens, we use providers that offer recognised contractual data-protection safeguards.
10. How long we keep your information
We keep personal information only as long as needed for the purpose it was collected, or as required by law:
Active accounts and memberships — for as long as you remain registered, plus the current sporting season.
Inactive accounts — if you have not signed in or appeared on a roster for 24 months, we will notify you and then anonymise non-essential profile fields.
Application records — rejected or withdrawn applications are kept for 12 months for appeal purposes, then archived in a non-identifying form.
Competition results and accreditation history — retained as part of the official sporting record. Once a result is published it forms part of the sporting record and is generally not deleted, but a name may be redacted from public-facing displays on request, subject to the integrity of the record.
Medical incident records — retained for at least 7 years from the incident date (or longer for incidents involving minors, until the minor reaches age 21 plus 3 years), in line with health-record retention practice.
Audit logs — retained for at least 2 years for security and accountability.
Financial records — retained for the period required by the Public Finance Management Act and the Income Tax Act (typically 5 years).
Backups — encrypted backups are retained on a rolling 30-day window and overwritten thereafter.
When the retention period ends, records are deleted or irreversibly anonymised.
11. How we protect your information
HTTPS/TLS in transit; passwords stored as bcrypt hashes; national identity numbers stored encrypted at rest.
Role-based access control: each role only sees the data it needs. Sensitive fields (national ID, medical) are restricted to authorised staff.
Tamper-evident audit log for all create, update, and delete actions on sensitive records.
Network firewall, fail2ban, automated security updates on the host, and dependency vulnerability scanning before each release.
Pre-deployment security audits and a documented incident-response procedure.
Daily encrypted database backups, with regular restore tests.
12. Your rights
You have the right to:
Access — obtain a copy of the information we hold about you.
Correction — ask us to correct inaccurate or out-of-date information. Many fields you can edit yourself in your profile.
Deletion — ask us to delete information that is no longer necessary for the purposes set out above. Some records (financial, anti-doping, official competition results) cannot be deleted but can usually be anonymised.
Restriction — ask us to limit how we process your information while a query is being resolved.
Objection — object to processing based on legitimate interests.
Data portability — receive your information in a structured, machine-readable format where technically feasible.
Withdraw consent — where we rely on consent, you can withdraw it at any time.
Lodge a complaint — you may complain to the Office of the Ombudsman of the Republic of Namibia or, once established, to the Namibian data protection authority.
To exercise any of these rights, email privacy@namibiasport.org. We will respond within 30 calendar days. We may need to verify your identity before disclosing personal information.
13. Cookies and similar technologies
We use a small number of strictly necessary cookies and locally stored tokens to keep you signed in and to remember your branding preferences. We do not use third-party advertising or cross-site tracking cookies. See the Cookies Policy for details.
14. Data breach notification
If a security incident is likely to result in a high risk to your rights and freedoms, we will notify affected users without undue delay and provide guidance on protective steps. We will also notify the appropriate Namibian authority where required.
15. Changes to this notice
We may update this notice to reflect changes in our practices, services, or the law. The “Last reviewed” date at the top of this page indicates the latest version. Material changes will be communicated to active users by email.
16. How to contact us
Namibia Sports Commission — Information Officer C/O Khan Street and Omuramba Street, Eros, Windhoek, Namibia Email: privacy@namibiasport.org Phone: +264 (61) 246 105
DRAFT NOTICE — This text reflects the data flows of the platform as built. It must be reviewed and adopted by NSC legal counsel before public launch.