1. Information we collect through enquiries and supply requests
When you use our enquiry form, request a quotation, ask for technical support or place a supply-related request, we may collect your name, company name, contact details, job title, delivery address, and information about your packaging or ink requirements. We may also receive batch details, sample notes, test results, and other production information needed to assess colour matching, adhesion, rub resistance, UV verification, or security pattern work.
We collect information directly from you, from your authorised staff, and from records created during normal commercial dealings. In some cases we may also collect delivery or invoice details from freight partners or payment records where relevant to a transaction.
- Identity and contact details
- Business and delivery information
- Technical specifications and sample records
- Billing, account and transaction details
2. How we use personal information
We use personal information only where there is a lawful basis to do so, including to respond to enquiries, prepare quotations, supply products, arrange deliveries, support trials and keep proper business records. We may also use information to carry out production follow-up, resolve technical issues, meet legal obligations, and manage our relationship with you.
Where you have asked for a service, we may use your details to communicate about batch retain records, press startup support, troubleshooting, or product suitability for local conditions such as coastal humidity, heat exposure, or load-shedding related production changes. We do not sell personal information.
- To process enquiries and supply requests
- To provide technical and logistics support
- To maintain records for quality and compliance
- To protect our legitimate business interests
3. Sharing information with trusted parties
We may share personal information with selected third parties only when this is necessary to deliver our services, comply with the law, or protect our rights. These parties may include delivery partners, professional advisers, payment service providers, and technical service providers who help us run secure systems and manage records.
Where information is shared, we take reasonable steps to ensure it is handled securely and only for the agreed purpose. If a law requires disclosure, or if a court or regulator requests information, we may provide it as required.
- Logistics and delivery service providers
- Accountants, auditors and legal advisers
- IT and data hosting providers
- Regulators or authorities where required by law
4. Security of your information and our retention periods
We apply reasonable technical and organisational safeguards to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access is limited to staff and service providers who need the information to perform their duties. This includes our management, production, technical sales and logistics teams where appropriate.
We keep records only for as long as needed for the purpose for which they were collected, for legal compliance, or for legitimate business administration. Retention periods may differ for enquiry records, invoices, retained samples, technical test results and contract files.
- Access controls for staff and service providers
- Secure storage of commercial and technical records
- Retention linked to legal and operational needs
- Controlled handling of retained samples and batch data
5. Your rights under POPIA
You have the right to ask whether we hold personal information about you, request correction of inaccurate details, and object to certain processing where the law allows it. You may also ask us to delete information we are not required to keep, subject to our legal and contractual duties.
To make a request, please use the enquiry form on our contact page and clearly state what you need. We may ask for enough information to confirm your identity and protect your records from unauthorised access. If you believe we have not handled your information properly, you may lodge a complaint with the Information Regulator.
- Access to your personal information
- Correction of inaccurate details
- Objection to certain processing
- Deletion where lawful and appropriate
6. Cookies, updates and contact points
Our website may use basic cookies or similar tools to support form submission, security and site performance. If non-essential tools are used, they will be limited to what is needed for proper operation or reporting. You can manage browser settings if you want to restrict cookies, although some functions may not work correctly.
We may update this privacy policy from time to time to reflect legal, operational or service changes. The version published on our website applies from the date of posting. For privacy questions, please use the enquiry form on our contact page and mark your message for the attention of the operator, Astros Marketing (Pty) Ltd.