Privacy Policy

Last updated: March 2026 · Effective immediately

WildTrack CMS is committed to protecting the personal information of conservancy staff and community members in accordance with the Namibia Personal Information Protection Act (PIPA) principles.

1. What data we collect

We collect and store the following categories of personal information on behalf of conservancies:

Staff records: Names, ID numbers, contact details, bank account information, salary details
Community member records: Names, ID numbers, village, gender, contact details
User accounts: Username, email address, login activity
Financial records: Transactions, payslips, invoices
Wildlife and field data: Patrol records, incident reports, sightings

2. How we use your data

To provide the conservancy management services you have registered for
To generate payslips and financial reports
To maintain an audit trail of system actions for accountability
To send system notifications (leave approvals, payslip delivery, etc.)

We do not sell, trade, or share your data with third parties for marketing purposes.

3. Data isolation and security

Each conservancy's data is stored in a dedicated, logically isolated environment. Our platform enforces strict access controls. Users can only access data belonging to their own conservancy. All data is transmitted over encrypted HTTPS connections.

4. Sensitive personal information

Salary information, bank account details, and ID numbers are treated as sensitive data. Access to these fields is restricted to users with explicit financial and HR permissions only. All access is logged in the audit trail.

5. Data retention

Your conservancy's data is retained for as long as your account is active. Payroll records are retained for a minimum of 5 years in accordance with Namibian labour law requirements. Upon account termination, you may request a full data export before deletion.

6. Your rights

Access the data we hold about you or your conservancy
Request correction of inaccurate data
Export your data at any time in CSV, Excel, or PDF format
Request deletion of your account and data

7. Cookies and tracking

WildTrack CMS uses session cookies for authentication only. We do not use advertising cookies or third-party tracking scripts.

8. Backups

Data is backed up automatically each night. Backups are stored securely and retained for 30 days.

9. Changes to this policy

We will notify conservancy administrators by email if we make material changes to this privacy policy.

10. Contact

For privacy-related requests or concerns, contact us at privacy@wildtrack.na.