Privacy Policy

Renewable Energy Industry Association of Namibia (REIAoN)

Last updated: 17 October 2026

1. Introduction

The Renewable Energy Industry Association of Namibia (REIAoN) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how REIAoN collects, uses, stores, and protects personal information when you visit reiaon.com.na, contact us, apply for membership, or interact with our services and communications.

REIAoN represents individuals and organisations involved in Namibia’s renewable energy and energy efficiency industries. We use personal information only for legitimate organisational, administrative, membership, communication, and related purposes, as described in this policy.

By using our website or submitting information to us, you acknowledge that you have read this Privacy Policy.

2. Information We Collect

Depending on how you interact with REIAoN, we may collect the following types of information.

2.1 Membership Applications

When you apply to become a REIAoN member, we may collect:

First and last name of the contact person.
Company or organisation name, where applicable.
Company registration number, where applicable.
Position or role within the company.
Area of business or interest within the renewable energy sector.
Work and mobile telephone numbers.
Email address.
Physical and postal addresses.
Website address, where applicable.
Requested membership category.
Information about you, your business, products, services, experience, and activities in the renewable energy sector.
Other information you voluntarily provide in your application or subsequent correspondence.

We use this information to assess and administer membership applications, communicate with applicants, manage membership records, issue invoices, administer membership dues, and provide relevant membership services.

2.2 General Enquiries and Communications

If you contact REIAoN by email, telephone, website form, or another communication channel, we may collect your name, contact details, the contents of your message, and any other information you choose to provide.

2.3 Website Usage Information

When you visit our website, certain technical information may be collected automatically, depending on the hosting environment and the tools enabled on the website. This may include your IP address, browser type, device information, pages visited, referral source, and access times.

This information may be used to maintain website functionality, diagnose technical issues, protect against malicious activity, and understand general website usage.

2.4 Cookies and Similar Technologies

Our website may use cookies or similar technologies to support essential functionality, remember preferences, improve performance, or analyse website traffic.

The cookies used depend on the features and services active on the website. You can manage cookies through your browser settings. Disabling certain cookies may affect some website functionality.

If analytics, advertising, or other non-essential tracking technologies are introduced, REIAoN will provide appropriate information and obtain consent where required by applicable law.

3. How We Use Personal Information

REIAoN may use personal information for the following purposes:

Processing and responding to membership applications.
Communicating membership decisions, membership requirements, invoices, and payment instructions.
Maintaining accurate membership and administrative records.
Providing membership benefits, industry information, event invitations, and relevant updates.
Responding to enquiries and providing requested information.
Publishing approved member profiles or business descriptions on our website, newsletter, or other REIAoN communication platforms.
Sharing renewable energy industry news, developments, events, and opportunities.
Operating, maintaining, securing, and improving our website.
Meeting applicable legal, accounting, administrative, and regulatory obligations.
Protecting REIAoN’s legitimate interests and preventing misuse of our services.

We will not intentionally use personal information for purposes that are incompatible with the purposes described above without an appropriate legal basis.

4. Publication of Member Information

REIAoN may feature members and their organisations on its website, newsletters, social media channels, and other communication platforms as part of its membership benefits and industry promotion activities.

For example, a member profile may include a person’s or organisation’s name, business description, website address, sector of activity, or other information approved for publication.

Where information is intended to be published publicly, REIAoN will explain the intended publication and obtain permission or another appropriate legal basis where required.

Applicants should not include confidential business information, sensitive personal information, or information belonging to third parties in descriptions intended for public publication.

Published information may be copied, indexed, or redistributed by third parties. REIAoN cannot guarantee that information already made public can be completely removed from external websites or search engine caches.

Members may contact REIAoN to request corrections or removal of published information, subject to applicable legal, contractual, and recordkeeping obligations.

5. Membership Administration and Payments

Membership applications are subject to REIAoN’s membership requirements and approval process.

If an application is accepted, REIAoN may use the applicant’s information to issue membership documentation, invoices, payment instructions, and other administrative communications.

Where payments are made through a bank or external payment provider, the relevant provider may process information necessary to complete the transaction. REIAoN does not intend to collect payment card details through the website unless a secure payment facility is specifically introduced.

Financial and membership records may be retained as necessary for accounting, audit, contractual, and legal purposes.

6. Sharing of Personal Information

REIAoN does not sell personal information to third parties.

We may share personal information in limited circumstances, including:

With authorised REIAoN representatives or administrators who need the information to perform their duties.
With website hosting providers, technical support providers, email service providers, and other service providers who assist in operating our website and organisation.
With financial institutions or professional advisers where necessary for legitimate administrative, accounting, or legal purposes.
With relevant authorities where disclosure is required or permitted by applicable law.
With other parties where you have requested or authorised the disclosure, or where another lawful basis applies.

We expect service providers handling personal information on our behalf to use appropriate safeguards and to process the information only for authorised purposes.

If information is transferred outside Namibia, the applicable safeguards and legal requirements will be considered where required.

7. Email Communications and Industry Updates

REIAoN may contact members and applicants regarding membership administration, events, industry developments, newsletters, training opportunities, and other relevant activities.

Where required, REIAoN will obtain consent before sending promotional communications. You may opt out of non-essential promotional emails by following the unsubscribe instructions provided or contacting REIAoN directly.

Opting out of promotional communications will not prevent us from sending necessary administrative messages, such as membership, invoice, or application-status communications.

8. Data Retention

REIAoN retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including membership administration, communication, recordkeeping, security, and compliance with applicable obligations.

The retention period depends on the type of information, whether a membership or other relationship remains active, and whether legal, accounting, contractual, or dispute-related requirements apply.

When information is no longer required, REIAoN will take reasonable steps to delete it, anonymise it, or securely dispose of it, where appropriate and practicable.

9. Security of Personal Information

REIAoN takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, and disclosure.

These measures may include access restrictions, password protection, software updates, security monitoring, and the use of reputable hosting and service providers.

However, no website, electronic transmission, or storage system can be guaranteed to be completely secure. Users should avoid sending confidential information through unsecured channels and should contact REIAoN if they suspect that information submitted to us has been compromised.

10. Your Privacy Rights

Subject to applicable law, you may request to:

Confirm whether REIAoN holds personal information about you.
Access personal information we hold about you.
Correct inaccurate or incomplete information.
Request deletion of information where retention is no longer justified or where deletion is otherwise appropriate.
Withdraw consent where processing is based on consent.
Object to certain uses of your personal information or request that processing be restricted, where applicable.
Opt out of promotional communications.

To exercise these rights, please contact REIAoN using the contact details below. We may need to verify your identity before responding.

Some information may need to be retained to meet legal, accounting, contractual, or other legitimate obligations. We will explain any applicable limitations when responding to a request.

11. Third-Party Websites and Services

Our website may contain links to external websites, including member organisations, industry partners, social media platforms, and renewable energy resources.

External websites operate independently and have their own privacy policies and practices. REIAoN is not responsible for the privacy, security, or content of third-party websites.

We encourage visitors to review the relevant privacy policies before providing personal information to external services.

12. Children’s Privacy

REIAoN’s website is intended primarily for individuals and organisations participating in or interested in the renewable energy industry.

We do not knowingly collect personal information from children through the website except where appropriate for a legitimate purpose, such as a student membership application, and subject to any applicable legal requirements.

If you believe that a child has provided personal information inappropriately, please contact us so that we can assess the matter and take appropriate action.

13. Changes to This Privacy Policy

REIAoN may update this Privacy Policy from time to time to reflect changes to our website, membership services, technology, or applicable legal requirements.

The revised policy will be published on this page with an updated revision date. We encourage visitors and members to review this page periodically.

14. Contact Us

If you have questions about this Privacy Policy, would like to access or correct your personal information, or wish to make a privacy-related request, please contact:

Renewable Energy Industry Association of Namibia (REIAoN)

Email: info@reiaon.com.na

Website: https://reiaon.com.na

Please include sufficient information for us to understand and respond to your request. Avoid including passwords, identity documents, or other unnecessary sensitive information in your initial enquiry.