Omhedi Eco Cultural Lodge, operated by Kaleni Cultural Lodging & Tours CC, is committed to protecting the personal information of our guests, enquirers, and website visitors. This Privacy Policy explains what personal information we collect, how we use it, with whom we share it, and how you can exercise your rights. We operate in accordance with applicable Namibian privacy law, including the principles established under the Namibian Constitution and the Access to Information Act 8 of 2022.

01Who we are

Responsible party

Kaleni Cultural Lodging & Tours CC, trading as Omhedi Eco Cultural Lodge, Omhedi Village, Ohangwena Region, Namibia.

Privacy contact

info@omhediecolodge.com · +264 81 237 5001 (WhatsApp)

02Information we collect

We collect personal information that you voluntarily provide and information generated through your use of our services:

• Identity information: full name, nationality, passport or ID number (required at check-in for regulatory purposes);
• Contact information: email address, phone number, postal address;
• Booking information: check-in and check-out dates, room type, number of guests, activity selections, special requests;
• Payment information: transaction records processed through DPO Group. We do not store full card details;
• Communication records: emails, WhatsApp messages, or enquiry form submissions;
• Website usage data: IP address, browser type, pages visited, and session duration, collected via standard analytics tools;
• Feedback and reviews: any comments or ratings you voluntarily provide.

We do not knowingly collect personal information from children under 13. If you believe your child has submitted personal information to us, please contact us for removal.

03How we use your information

We use your personal information for the following purposes:

• To process and manage your reservation and communicate booking confirmations and updates;
• To process payment and issue invoices and receipts;
• To provide the services and experiences you have selected;
• To comply with legal obligations, including the mandatory registration of all guests (Namibian and foreign) with the Namibia Police (NamPol) and the Ministry of Home Affairs and Immigration as required under Namibian tourism and immigration law;
• To send pre-arrival information, guest guides, and relevant lodge updates;
• To send marketing communications and exclusive offers, where you have consented (you may opt out at any time);
• To improve our services, website, and guest experience through analysis of feedback and usage data;
• To investigate and resolve disputes or complaints.

04Sharing of your information

We share your personal information only when necessary and only with parties who maintain appropriate confidentiality standards:

• Payment processors: DPO Group, to facilitate secure payment transactions;
• Booking partners: Where a booking is made via a travel agent, tour operator, or platform such as Weavers Tourism & Marketing Services, we share the minimum information needed (name, dates, contact) to process the booking;
• Regulatory authorities: The Namibia Police (NamPol), the Ministry of Home Affairs and Immigration, the Namibia Revenue Agency, and other Namibian authorities as required by applicable law. Guest identity records (name, nationality, passport or ID number) are subject to mandatory reporting obligations under Namibian tourism and immigration regulations;
• Service providers: Third parties who assist us in operating the website or delivering guest services, under strict confidentiality obligations.

05Data retention

We retain your personal information for as long as is necessary to fulfil the purposes for which it was collected or as required by law:

• Booking and payment records: retained for 5 years after your stay (financial record-keeping requirements);
• Guest registration records: retained for 3 years;
• Marketing opt-in records: retained until you unsubscribe;
• Website analytics data: anonymised and retained for up to 2 years;
• Enquiries that did not result in a booking: retained for 12 months.

When we no longer need your information, it is deleted or anonymised.

06Security of your information

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, or disclosure. These measures include:

• Secure (HTTPS) transmission of data on our website;
• Payment processing through PCI-DSS compliant providers (DPO Group);
• Access to guest records restricted to authorised staff only;
• Regular review of our data handling practices.

While we take all reasonable precautions, no method of data transmission or storage is completely secure. In the event of a data breach that poses a risk to your rights or interests, we will notify you and relevant authorities as required by law.

07Your rights

Subject to applicable Namibian law, you have the following rights in relation to your personal information:

• Right of access: You may request a copy of the personal information we hold about you;
• Right to correction: You may request that inaccurate or incomplete information be corrected;
• Right to deletion: You may request that your personal information be deleted, subject to our legal retention obligations;
• Right to object: You may object to the use of your information for direct marketing at any time;
• Right to withdraw consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at info@omhediecolodge.com. We will respond within 30 days.

08Cookies & website analytics

Our website uses cookies — small files stored on your device — to improve your browsing experience and collect aggregated analytics data. We use:

• Essential cookies: Required for the website to function (session management, booking form);
• Analytics cookies: To understand how visitors use our site so we can improve it. Data is aggregated and not linked to identifiable individuals.

You can control or disable cookies through your browser settings. Disabling essential cookies may affect the functionality of the booking system.

09Photography & guest images

From time to time, photographs or videos may be taken on the property for use in Omhedi's marketing materials. We will always seek your verbal or written consent before using an identifiable image of you in our publications, website, or social media. If you do not wish to be photographed, please inform staff at check-in.

Guests who share their own photographs of their Omhedi experience on social media and tag Omhedi Eco Cultural Lodge grant us a non-exclusive licence to reshare that content, with attribution.

10Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Updated versions will be published on this website with a revised effective date. We encourage you to review this policy periodically.

For any privacy-related questions or concerns, contact us at info@omhediecolodge.com or via WhatsApp at +264 81 237 5001.