Last updated: 13 October 2026
About EHRA and this information
Elephant Human Relations Aid (EHRA) is a conservation organisation based in Namibia. This page explains how information is handled when you use www.ehranamibia.org, contact us, subscribe to our newsletter, donate or enquire about volunteering and family programmes.
For privacy questions, requests to see or correct your information, or requests to remove information we no longer need, please email info@ehranamibia.org. Rachel Harris is our contact for privacy matters. Our postal address is PO Box 2146, Swakopmund, Namibia.
Website enquiries and volunteer applications
We use the contact details, programme choices and other information you provide in a website form to respond to your message and handle the enquiry or application. Forms can create a copy in WordPress as well as sending a notification to our email inbox. An initial website enquiry or application does not go directly into FundraisingBox.
Please use the general enquiry fields for your initial questions. If additional booking information is needed, EHRA will explain what to provide separately.
Booking information and family programmes
When an enquiry becomes a booking, EHRA sends a volunteer information form and a medical questionnaire. The information form asks for contact and travel details, date of birth, nationality, passport number, expiry and issuing country, insurance and emergency-contact details, medical conditions and dietary requirements. The medical questionnaire asks about allergies, conditions and medication. Please provide this information through the booking process, rather than a general website enquiry.
EHRA uses an individual booking folder for each person and stores its working files in EHRA Nextcloud. Volunteer and family information is also recorded in Google Sheets. The booking/finance manager and Rachel have access to the spreadsheets. Booking agents use their own booking systems and forms and supply confirmed booking information to EHRA; their own handling should be checked with the relevant agent.
Family programmes can include children. Please contact EHRA to discuss how a child’s booking permissions and personal information will be handled, or any concern about the information requested.
EHRA’s risk-assessment form is signed at camp and also asks about use of project photographs in social media and project marketing. Please tell EHRA if you do not want your photographs used or wish to discuss a previous choice. Family and guardian procedures are being reviewed separately.
Basic contact details and volunteer tags may be entered in FundraisingBox to manage our relationships with past and upcoming volunteers. This does not by itself subscribe someone to a newsletter.
Newsletters
Our website newsletter signup uses Mailchimp. An email address is required; first and last names are optional. The signup asks for a separate newsletter choice and uses double opt-in: you must confirm the subscription through the email sent to you before the subscription becomes active.
You can unsubscribe using the link in a newsletter or by emailing info@ehranamibia.org. A minimum record of an unsubscribe or no-contact preference may be kept to avoid contacting you again by mistake. This is separate from retaining an entire contact profile.
Donations and payments
The PayPal donation link takes you to PayPal and donations through that route go to EHRA’s UK charity. Payment information entered on PayPal is handled under PayPal’s privacy terms. FundraisingBox holds donor records, can create a donor profile when a donation is made and sends donation receipts.
A donor or volunteer profile and permission to receive marketing are separate matters. We do not treat creation of a profile as proof of newsletter permission. Payment providers and financial records can have retention requirements separate from routine enquiries.
Cookies, maps, videos and website statistics
Essential cookies support the website and remember cookie choices. Optional Statistics and Embedded content choices are separate. Google Analytics is intended to measure website use only after Statistics consent. Google Maps and YouTube embeds are controlled by the Embedded content choice.
You can reject optional cookies, select the optional categories you want and change your choices using the persistent cookie preferences control. After withdrawing a choice, reload the page so previously opened embedded content is closed. Changing a website cookie choice does not automatically delete information already held by a provider.
See our cookie information for the configured services, cookie descriptions and durations.
Where information is handled
Our website is hosted with CompuServe Namibia. Website copies can be held in WordPress and website backups. Correspondence and booking information can also be held in email, EHRA Nextcloud booking files and Google Sheets. Mailchimp handles newsletter subscriptions; FundraisingBox handles donor and basic contact records; Google provides Analytics, Maps and YouTube; PayPal handles its payment pages.
These services may process information outside Namibia. Their privacy information explains their own handling. Please contact EHRA with questions about the services used for your information.
- Google privacy information
- Mailchimp privacy information
- FundraisingBox privacy information
- PayPal privacy information
How long information is kept
EHRA has agreed the following routine retention targets. They guide reviews and cleanup; they are not a claim that historical copies have already been removed from every system.
- Answered general enquiries: delete when answered, with routine cleanup completed within 30 days of closure.
- Abandoned enquiries or unsuccessful applications: review 90 days after the last contact or closure and remove information no longer needed.
- Duplicate WordPress submissions: normally up to 30 days after submission, once notification delivery and any necessary booking handoff are confirmed.
- Ordinary completed booking administration: normally 12 months after the trip or booking closes, excluding records with a separate purpose or retention requirement.
- Routine passport and emergency-contact information: aim to remove it within 30 days after the trip, once necessary travel and follow-up tasks are complete and no documented obligation requires keeping it.
- Basic contact profiles: review annually and review the continuing need after 24 months without meaningful engagement. Necessary transaction history and unsubscribe preferences are assessed separately.
Financial and insurance retention periods are pending confirmation. Health declarations, guardian authorisations, incident records and records needed for an unresolved complaint or claim are excluded from routine automatic deletion while their specific requirements are reviewed. These records require restricted access, a documented reason for retention and a review of the continuing need to keep them.
Cleanup also needs to account for email attachments, Nextcloud files and history, spreadsheet history and backups. Backups can retain earlier copies until their recovery schedule expires; restoring a backup must not put information that should remain deleted back into ordinary use. Provider log and backup schedules are being confirmed separately.
Your questions and requests
You can ask what information EHRA holds about you, ask us to correct it, request removal of information no longer needed, or ask us to stop newsletter contact. The response and any information we must retain depend on the request and the obligations that apply. We may need enough information to confirm that a request relates to you. Please send privacy requests to info@ehranamibia.org.
We will update this information as the remaining retention and booking procedures are confirmed.