Effective Date: March 1, 2026,
Version: 1.0
- Introduction
Pivotus Academy, presented online as Pivotus Africa (“the Company,” “we,” “us,” or “our”), is committed to protecting the privacy and security of the personal data of our students, clients, and website visitors (“Data Subjects”). This policy outlines how we collect, process, store, and protect personal information in compliance with the laws of the Republic of Namibia. - Legal Framework
This policy is governed by:
• Article 13 of the Namibian Constitution: The right to privacy.
• Electronic Transactions Act 4 of 2019: Regulating electronic communications and consumer protection.
• Data Protection Act of 2023: Specifically, the principles of lawful processing and data subject rights. - Key Principles of Data Protection
We adhere to the following internationally recognised and Namibian-mandated principles:
• Lawfulness, Fairness, and Transparency: Personal data is processed with the consent of the user or for legitimate business interests (e.g., fulfilling a training contract).
• Purpose Limitation: Data is only collected for the purpose of providing e-learning services and certification.
• Data Minimisation: We collect only the information necessary for the specific service requested.
• Accuracy: We take reasonable steps to ensure data is kept up to date.
• Storage Limitation: Data is kept only as long as required for service delivery or as mandated by the Electronic Transactions Act (e.g., retention of financial records).
• Integrity and Confidentiality: We use technical measures to prevent unauthorized access or loss. - Information We Collect
We may collect the following categories of data:
• Identity Data: Name, ID number (where required for certification), and date of birth.
• Contact Data: Email address, telephone number, and physical address.
• Technical Data: IP address, browser type, and usage patterns on our platform.
• Academic & Usage Data: Course progress, assessment results, and certificate issuance records.
• Transaction Data: Records of courses purchased and payments made via approved portals.
• Financial Data: Payment confirmation and billing details (processed through secure, encrypted gateways). - How We Use Your Data
• To facilitate course enrolment and platform access.
• To manage your account and provide access to “Courses”
• To issue non-accredited certificates of completion (as per our Terms and Conditions).
• To provide technical support and resolve platform issues.
• To comply with Namibian tax and auditing requirements.
• To send administrative updates regarding course changes or policy updates.
• To enforce our Intellectual Property rights and prevent unauthorised credential sharing
• To inform about new offers and discounts that may be offered from time to time. - Cookies and Tracking
We use “cookies” (small text files) to:
• Keep you logged into your dashboard.
• Track your course progress so you can resume where you left off.
• Analyse platform traffic to improve user experience.
• Opt-out: You can disable cookies in your browser settings, though some platform features may become unavailable. - Third-Party Disclosures & Transborder Flows
• Service Providers: We may share data with secure third-party hosting or payment partners.
• Community Experts: As noted in our platform terms, some support requests may be viewed by community experts. Users are advised not to share sensitive or proprietary personal information in public forums or community support tickets.
• Cross-Border Transfer: If data is stored on servers outside of Namibia (e.g., cloud hosting), we ensure the destination country has comparable data protection laws. - Data Security
• Encryption: We use Secure Socket Layer (SSL) encryption for all data transmissions.
• Access Control: Access to personal data is restricted to authorized personnel who require it for their roles.
• Anonymisation: Where possible, data used for platform analytics is anonymized to protect individual identities. - Data Subject Rights
Under Namibian law, you have the right to:
• Access: Request a copy of the personal data we hold about you.
• Correction: Request the rectification of inaccurate or incomplete data.
• Erasure: Request the deletion of your data (subject to legal retention requirements).
• Objection: Object to the processing of your data for direct marketing purposes. - Data Retention
• In accordance with the Electronic Transactions Act 4 of 2019, we retain transaction records and personal data for a minimum period (typically 3 to 5 years) to satisfy legal, accounting, and reporting requirements, after which data is securely destroyed or de-identified.
• Users are solely responsible for maintaining the confidentiality of their login credentials. The Provider is not liable for breaches resulting from User negligence - Breach Notification
In the event of a data breach that poses a risk to your rights and freedoms, Pivotus Academy will notify the affected individuals and the relevant Namibian regulatory authorities without undue delay, providing details on the nature of the breach and steps taken to mitigate it. - Contact Information
For any queries regarding your data or to exercise your rights, please contact our Data Protection Officer at: Email: info@pivotus-africa.com with the subject line: “Data Protection Enquiry”