Privacy Policy
This Privacy Policy explains how your personal information is collected, used, and protected when you use the Baboon Incident Reporter. It is aligned with the Protection of Personal Information Act, 4 of 2013 (POPIA).
1. Who collects your information
The Baboon Incident Reporter is operated in partnership with Overstrand Municipality and HBAG (Hermanus Baboon Action Group). These parties are the responsible parties for your personal information as defined under POPIA.
2. What information is collected
When you submit a baboon incident report, the following information may be collected:
- First name and surname
- Email address and/or phone number
- Street address and suburb
- Details of the incident you report, including date, time, and description
- Whether you have photographic or video evidence
- Any prior report reference numbers you provide
3. How your information is used
Your information is used solely for the following purposes:
- Compiling and submitting a formal incident report to Overstrand Municipality and HBAG
- Enabling follow-up by the relevant authorities regarding your report
- Contributing to baboon sighting data used for wildlife management in the Hermanus area
Your information will not be used for marketing, shared with third parties outside of Overstrand Municipality and HBAG, or used for any purpose not directly related to baboon incident management.
4. The AI assistant
This tool uses an AI assistant to help you describe and document your incident. The assistant is used to guide the conversation and produce a structured report. Your name, address, and contact details are not processed by the AI assistant — they are provided directly to the municipality and HBAG through the report.
Incident details you describe in the conversation (what happened, where, and when) are processed by the AI to produce the report text. These details are not stored beyond the duration of your session.
5. How your information is stored and protected
Reports are transmitted via a secure connection (HTTPS) and delivered by email to Overstrand Municipality and HBAG. The tool itself does not maintain a database of submitted reports. Once your session ends, conversation data is not retained by the application.
Overstrand Municipality and HBAG are responsible for the security and retention of records they receive by email, in accordance with their own data governance policies.
6. Your rights under POPIA
Under POPIA, you have the right to:
- Know what personal information is held about you
- Request correction of inaccurate information
- Request deletion of your information (subject to legal retention requirements)
- Object to the processing of your information
- Lodge a complaint with the Information Regulator of South Africa
7. Contact
For any queries relating to your personal information or this privacy policy, please contact Overstrand Municipality directly:
To contact the Information Regulator of South Africa: inforegulator.org.za
Last updated: June 2026
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