Privacy Policy

Last updated: 28 July 2026

1. Introduction

Welwitschia Group respects your privacy and is committed to handling personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store and disclose personal information when you:

• Visit www.wccs.com.na or its Welwitschia Group sub-sites;

• Submit a contact or quotation enquiry;

• Communicate with one of our divisions;

• Apply for an advertised vacancy;

• Participate in a training, partnership or community initiative; or

• Otherwise interact with us through the Website.

For this Policy, “Welwitschia Group”, “we”, “us” or “our” refers to Welwitschia Catering and Cleaning Services (Pty) Ltd and the affiliated Welwitschia Group company responsible for the relevant service, division, recruitment process or enquiry.

2. Personal Information We Collect

Depending on how you interact with us, we may collect:

Contact and identity information

• First and last name;

• Email address;

• Telephone number;

• Organisation or employer;

• Job title; and

• Preferred contact details.

Enquiry and business information

• The subject and content of your enquiry;

• Services or divisions you are interested in;

• Project requirements;

• Location and operational requirements;

• Quotation or proposal information; and

• Records of our correspondence with you.

Recruitment information

If you apply for a position, we may collect:

• Your curriculum vitae;

• Employment and educational history;

• Qualifications and professional certifications;

• Identity, nationality or work-authorisation information;

• References;

• Information supplied during interviews or assessments; and

• Other information reasonably required for the recruitment process.

Please do not submit sensitive information unless it is specifically requested and necessary for the relevant process.

Technical and usage information

When you visit the Website, our systems or service providers may automatically collect:

• Internet Protocol address;

• Browser and device type;

• Operating system;

• Pages visited and time spent on the Website;

• Referring website;

• Date and time of access;

• General location derived from an IP address;

• Cookie or similar technology identifiers; and

• Security and server-log information.

3. How We Collect Information

We collect personal information:

• Directly from you through forms, email, telephone or other communications;

• From your organisation where it contacts us on your behalf;

• From recruitment agencies, referees or publicly available professional sources where appropriate;

• Automatically through Website hosting, logs, cookies and related technologies; and

• From affiliated Welwitschia Group companies where necessary to manage an enquiry or provide an integrated service.

4. How We Use Personal Information

We may use personal information to:

• Respond to questions and service enquiries;

• Direct an enquiry to the appropriate Welwitschia division;

• Assess project requirements;

• Prepare quotations, proposals and service agreements;

• Communicate about requested services;

• Manage business relationships;

• Process vacancy applications and conduct recruitment;

• Verify information submitted by applicants;

• Manage training, partnership or community initiatives;

• Maintain Website functionality and security;

• Detect, prevent and investigate fraud, misuse or security incidents;

• Analyse and improve the Website and our services;

• Maintain administrative and business records;

• Establish, exercise or defend legal claims;

• Comply with contractual and legal obligations; and

• Send marketing communications where you have consented or where otherwise permitted by law.

We will not use personal information for a materially unrelated purpose without an appropriate legal basis or, where required, your consent.

5. Grounds for Processing

Depending on the circumstances and applicable law, we process personal information because:

• You have given consent;

• Processing is necessary to respond to a request or take steps before entering into a contract;

• Processing is necessary to perform a contract;

• We have a legitimate business interest that does not unjustifiably override your privacy;

• Processing is necessary to comply with a legal obligation; or

• Processing is necessary to establish, exercise or defend legal rights.

You may withdraw consent where processing depends on consent. Withdrawal will not affect processing lawfully undertaken before your consent was withdrawn.

6. Marketing Communications

We may send information about relevant services, projects, events or opportunities where you have requested it, consented to receive it or where permitted by applicable law.

Electronic marketing communications will identify the sender and provide a reasonable way to opt out.

You can unsubscribe at any time by:

• Using the unsubscribe method provided in the communication; or

• Contacting us at info@welwitschia-services.com.

Service-related and administrative communications are not marketing and may still be sent where necessary.

7. Cookies and Similar Technologies

Cookies are small files stored on your device when you visit a website.

The Website may use:

• Essential cookies required for security and basic operation;

• Preference cookies that remember selected settings;

• Analytics cookies that help us understand Website usage, if enabled; and

• Third-party cookies associated with embedded content, if enabled.

The Website includes embedded or linked third-party services, such as Google Maps, Facebook, Instagram and LinkedIn. These providers may collect technical information, set cookies or recognise you if you are signed into their services.

You can control cookies through your browser settings and, where provided, the Website’s cookie controls. Blocking certain cookies may affect Website functionality.

Non-essential analytics or marketing technologies should only be activated in accordance with applicable consent requirements.

8. When We Share Personal Information

We may share personal information with:

• The Welwitschia Group company or division responsible for your enquiry;

• Employees and authorised representatives who require the information;

• Website hosts, IT providers, email providers and cybersecurity providers;

• Recruitment agencies, assessment providers and referees;

• Professional advisers, including legal, accounting and auditing advisers;

• Insurers and financial institutions where necessary;

• Regulators, government bodies, courts or law-enforcement authorities where required or permitted by law;

• A purchaser, investor or adviser involved in a proposed corporate transaction; and

• Other parties where you have authorised the disclosure.

Service providers may only use personal information for the services they perform for us and must handle it subject to appropriate confidentiality and security requirements.

We do not sell personal information.

9. International Transfers

Some service providers or third-party platforms may process information outside Namibia.

Where personal information is transferred internationally, we take reasonable steps to ensure that it receives an appropriate level of protection. These steps may include contractual safeguards, security assessments and limiting the information transferred.

Third-party platforms linked to or embedded in the Website may process information under their own international data-transfer arrangements.

10. Information Security

We use reasonable administrative, organisational and technical safeguards intended to protect personal information against:

• Unauthorised access;

• Accidental loss;

• Improper disclosure;

• Alteration;

• Destruction; and

• Unlawful use.

These measures may include access controls, secure hosting, system monitoring, backups, staff confidentiality requirements and security updates.

No internet transmission or storage system is completely secure. We therefore cannot guarantee absolute security, but we will respond appropriately to suspected incidents and comply with applicable notification requirements.

11. Retention of Information

We retain personal information only for as long as reasonably necessary for:

• The purpose for which it was collected;

• Continuing business or contractual requirements;

• Recruitment and employment-record requirements;

• Legal, tax, audit or reporting obligations;

• Security and fraud-prevention requirements; and

• Establishing, exercising or defending legal claims.

Retention periods vary according to the type of information and the relationship involved. Once information is no longer required, we will take reasonable steps to delete, destroy or anonymise it.

12. Your Privacy Choices and Rights

Subject to applicable law and appropriate identity verification, you may request that we:

• Confirm whether we hold personal information about you;

• Provide access to your personal information;

• Correct inaccurate or incomplete information;

• Delete information that is no longer required;

• Restrict or object to certain uses;

• Stop sending direct marketing;

• Provide information about relevant disclosures; or

• Consider a concern about how your information has been handled.

Certain requests may be limited where retaining or processing information is required by law, necessary for legal claims, affects another person’s rights or is necessary to perform an existing agreement.

To make a request, email info@welwitschia-services.com with the subject line Privacy Request.

13. Children’s Privacy

The Website is intended primarily for businesses, professionals, job applicants and adults seeking information about Welwitschia Group.

We do not knowingly use the Website to collect personal information directly from children without appropriate authorisation. If you believe that a child has submitted personal information improperly, please contact us so that we can investigate and take appropriate action.

14. Third-Party Websites

Links from our Website may take you to websites controlled by other organisations.

This Privacy Policy does not govern third-party websites, social-media platforms or services. You should review the relevant third party’s privacy policy before providing information or using its services.

15. Changes to This Privacy Policy

We may update this Policy to reflect changes to our Website, services, business practices or applicable law.

The revised Policy will be published on this page with a new “Last updated” date. Material changes may also be communicated through an appropriate Website notice.

16. Contact Us

Questions, privacy requests or concerns may be directed to:

Welwitschia Group
Attention: Privacy Enquiries
Second Floor, Mandume Park Building
Corner of Dr W Kulz and Teinert Street
Windhoek, Namibia, 9000

Telephone: 061 429 310
Email: info@welwitschia-services.com

Please include sufficient information for us to identify your request, but do not send unnecessary sensitive information by ordinary email.