Terms of Service

1. Agreement to terms

By accessing the portal you agree to these terms, our Privacy Policy, our Cookies Policy, and our Child Safeguarding Policy. If you do not agree, you must not use the portal.

2. Definitions

• Account — the user record that lets you sign in.
• Entity — a federation, club, school, facility, NSC office, or government department represented in the portal.
• Delegate — a user authorised to act on behalf of an entity.
• Application — a role-specific request (athlete, coach, referee, medic, educator, learner, parent, media, facility) submitted for review.
• Membership — a current, approved affiliation with an entity, evidenced by a digital membership card.
• Content — any information, text, image, document, or file submitted to the portal.

3. Eligibility

To create an account you must be:

• at least 18 years old; or
• between 13 and 17 with the verified consent of a parent or legal guardian who has their own account on the portal; or
• under 13, in which case a parent or legal guardian must register and manage the account on your behalf.

Some roles (e.g. medic, educator, coach) carry additional eligibility criteria set by the relevant federation or government body. We may refuse, suspend, or revoke an account that does not meet those criteria.

4. Your account

• You are responsible for the security of your account credentials.
• Activity carried out through your account is treated as your own. Notify us immediately at info@namibiasport.org if you suspect unauthorised access.
• You may not share, sell, or transfer your account.
• One account per person. Duplicate accounts may be merged or removed.

5. Accuracy of information

You agree to provide accurate, complete, and current information about yourself and any entity you represent, and to keep that information up to date. Submitting false or misleading information may result in suspension and, where applicable, referral to the relevant authorities.

6. Role-specific responsibilities

By using a role-specific feature you also agree to the following, in addition to anything you accept on the application form:

• Federation and club delegates: only invite, approve, or remove members where authorised by the entity. Maintain accurate rosters and submit required reports.
• Athletes: compete fairly, observe the rules of your federation and any anti-doping regulations, and disclose any condition that affects safe participation.
• Coaches and referees: hold and maintain the qualifications you claim, follow the relevant federation’s code of conduct, and complete background checks where required.
• Medics: hold a current Health Professions Council of Namibia registration where required, follow medical confidentiality, and record incidents accurately.
• Educators and learners: use the portal only for legitimate school sport activities; learners must respect the additional safeguarding protections that apply to minors.
• Parents and guardians: ensure the information you submit on behalf of a minor is accurate and that you have the legal authority to give consent.
• Media users: obtain accreditation before reporting at sanctioned events; respect minors’ privacy and applicable image-use rules.
• Facility operators: keep facility details accurate and ensure listed facilities meet applicable safety and accessibility standards.

7. Use by minors

Where a parent or guardian creates or supervises a minor’s account they accept responsibility for ensuring the minor’s use complies with these terms. Minors may use only those features age-appropriate for them. See the Child Safeguarding Policy for the additional protections that apply.

8. Prohibited use

You must not:

• upload unlawful, defamatory, harassing, hateful, sexually explicit, or violent content;
• impersonate another person or entity, or misrepresent your affiliation;
• access data belonging to other users or to entities you are not authorised to administer;
• circumvent role-based access controls or attempt to obtain elevated privileges;
• scrape, harvest, or bulk-export data except through documented APIs and within published rate limits;
• upload malware, malicious scripts, or content designed to disrupt the portal;
• use the portal to send unsolicited messages or advertising;
• use the portal in violation of Namibian law, anti-doping rules, or the rules of the relevant federation.

9. Content you submit

You retain ownership of content you submit. You grant the NSC a royalty-free, worldwide, non-exclusive licence to host, store, copy, display, and adapt that content solely as needed to operate the portal, fulfil the purpose for which you submitted it, and discharge the NSC’s statutory functions. This licence ends when you delete the content, except where retention is required by law or in the legitimate sporting record (see the retention section of the Privacy Policy).

You confirm you have the right to submit any content you upload — including photographs of identifiable individuals — and that doing so does not infringe anyone’s rights.

10. Intellectual property

The NSC and its licensors own the portal, its software, design, logos, branding, and documentation. Except for the limited rights to use the service granted in these terms, you receive no right or licence in our intellectual property. You may not copy, modify, reverse-engineer, or create derivative works without our written permission.

11. Fees and payments

Some federations and clubs charge membership or competition fees. Where the portal collects or displays a fee, it is set by the relevant entity, not by the NSC. Fee schedules, refund rules, and tax treatment are determined by the entity. Any future payments processor will operate under its own terms in addition to these.

12. Oversight and compliance

Federation, club, school, facility, and event records may be reviewed by the NSC, the Namibia National Olympic Committee, the Ministry of Sport, the Ministry of Education, and other authorised regulators for compliance, accreditation, anti-doping, and grant administration purposes, and to discharge their statutory functions.

13. Suspension and termination

We may suspend or terminate your access if you breach these terms, where required by law, where required by a competent regulator, or to protect other users and the integrity of the portal. Where practical we will give you notice and an opportunity to remedy the breach before termination. You may close your account at any time by emailing info@namibiasport.org.

14. Service availability

We aim to keep the portal available, but we cannot guarantee uninterrupted access. We may suspend the service for maintenance, security, or reasons beyond our reasonable control. We will give advance notice of planned maintenance where practical.

15. Disclaimers and liability

The portal is provided “as is”. To the fullest extent permitted by Namibian law, the NSC disclaims all implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited under Namibian law. Subject to that, the NSC’s total liability arising out of or in connection with your use of the portal in any twelve-month period is limited to N$1,000.

We are not liable for the conduct of, or content provided by, federations, clubs, schools, facilities, or other users.

16. Indemnity

You agree to indemnify the NSC against losses, damages, and reasonable costs arising from content you submit in breach of these terms or from your unlawful use of the portal.

17. Governing law and disputes

These terms are governed by the laws of the Republic of Namibia. The High Court of Namibia has exclusive jurisdiction over any dispute arising from these terms or your use of the portal, save that the NSC may bring proceedings in any court of competent jurisdiction to protect its intellectual property or confidential information. Where applicable, sport-related disputes may also be referred to the relevant federation’s disciplinary process or to recognised sport-arbitration mechanisms.

18. Changes to these terms

We may amend these terms from time to time. The “Last reviewed” date at the top of this page indicates the latest version. Material changes will be brought to your attention by email or an in-portal notice. Continued use of the portal after a change takes effect indicates acceptance of the updated terms.

19. Contact

Namibia Sports Commission
C/O Khan Street and Omuramba Street, Eros, Windhoek, Namibia
Email: info@namibiasport.org
Phone: +264 (61) 246 105

DRAFT TERMS — This text reflects the platform as built and must be reviewed by NSC legal counsel before public launch.