Last updated: 9 June 2026
This Privacy Policy describes how the Atlasing in Namibia project, operated as part of Namibia’s Environmental Information Service (EIS) (www.the-eis.com), collects, uses, and shares information when you use the Atlasing in Namibia mobile app and related website at the-eis.com/atlasing and www.the-eis.com/atlas (together, the “Service”).
The app and Service are intended for use in Namibia only. The app is designed for people in Namibia, and its recording functionality is restricted to locations within Namibia.
1. Who we are
The Service is operated by the Environmental Information Service (EIS) as the Atlasing in Namibia citizen science project. This matches our listing on the Google Play Store.
For privacy enquiries or requests relating to your data, contact us at: atlasinginnamibia@gmail.com or admin@the-eis.com
2. Information we collect
Account information
To create and use an account, you must provide:
- Your first name and last name
- Your email address
The same details are used for your website account and the mobile app. You can update your name and email at any time in the app via the menu under “Username and email”.
Biodiversity records you submit
When you submit observations through the app or website, we collect the information you provide, which may include:
- Species and observation details (e.g. species group, species name, sighting type, confidence, date, time, and notes)
- Photos you upload
- Location information (GPS coordinates), recorded when you submit a sighting
Device and technical information
We do not collect device information (such as device type, operating system, or hardware identifiers). The mobile app uses Google AppSheet to operate. As part of running the app platform, Google AppSheet may process limited operational data (for example, to sync your records, authenticate access, or support diagnostics). We do not receive or use device information from AppSheet for our own purposes. Synchronised records are temporarily stored in Google Sheets before being imported to the website. For more detail, see Google’s Privacy Policy.
3. How we use your information
We use the information we collect to:
- Create and manage your account on the website and app
- Communicate with you about matters relating to your Atlasing records, biodiversity, and the environment in Namibia
- Store, verify, process, and display biodiversity observation data for conservation and research purposes
- Operate, maintain, and improve the Service
- Respond to your enquiries and support requests
Your personal information and email address will only be used to communicate with you about matters relating to your Atlasing records and biodiversity and the environment in Namibia. We do not sell your personal information and we do not use your name or email for unrelated marketing.
4. Public display of your submissions
Important: Photos which you submit via this website or the Atlasing in Namibia app will be publicly displayed on the website, together with the information you submit which may include your location.
Your name (as the recorder) is attributed to records you submit and may be shown on the public website with your observations (for example, in record listings and rankings). Your email address is not published on the website.
Locations of certain vulnerable species (such as rhino, pangolin, and vulnerable snakes) are not displayed on the website. Please only submit photos and location data if you are comfortable with that information being visible to the public, subject to those exceptions.
5. How we share information
We may share information in the following circumstances:
- Public website: Observation data, photos, recorder names, and related details (including location where displayed) may be shown on the Atlasing in Namibia public website and atlases.
- Service providers: We use Google AppSheet and Google Sheets to operate the mobile app and receive submitted records. AppSheet may process limited operational data needed to run the app platform; we do not collect device information ourselves. The website is hosted and maintained as part of the Environmental Information Service. These providers process data only to deliver the Service on our behalf. We do not pass your email address to third parties for their own marketing purposes.
- Legal requirements: We may disclose information if required by law or to protect the rights, safety, or security of users or the public.
We do not sell or rent your personal information to third parties.
6. Data security
We take reasonable measures to protect your information, including transmitting data over encrypted connections (HTTPS/TLS) where supported. Access to personal information is limited to people who need it to operate the Service.
No method of transmission or storage is completely secure. We cannot guarantee absolute security.
7. Data retention
We retain your account information (name and email) for as long as your account is active and as needed to provide the Service.
Observation records and photos may be retained to support long-term biodiversity research and conservation in Namibia. When you delete your account, we delete your name, email address, and other personal account data. Biodiversity records you submitted may be retained in anonymised form (without link to your account), unless you ask us to delete specific records when you request account deletion.
8. Your rights and account deletion
You may:
- Update your name and email in the app (menu → “Username and email”) or on the website
- View and edit your imported records on the website once they have been added
- Request correction of inaccurate personal information by contacting us
- Request deletion of your account and associated personal data
Delete your account in the app: Open the app menu and contact us to request account deletion, or email atlasinginnamibia@gmail.com or admin@the-eis.com from the address linked to your account.
Delete your account outside the app: Visit our help and contact page and use the contact form, or email atlasinginnamibia@gmail.com or admin@the-eis.com with the subject “Account deletion request”. Include the name and email address registered to your account. We will process verified requests within a reasonable time.
When your account is deleted, we delete the personal information associated with it, subject to the retention practices described in section 7.
9. Children
The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the “Last updated” date above. Continued use of the Service after changes take effect means you accept the updated policy.
11. Contact us
If you have questions about this Privacy Policy or how we handle your data:
Atlasing in Namibia
Environmental Information Service (EIS)
Email: atlasinginnamibia@gmail.com or admin@the-eis.com
Website: the-eis.com/atlasing