Who This Policy Applies To
This policy applies to customers, suppliers, installers, trainees, visitors who contact us through our contact form or telephone, and any person whose details are shared with us in the course of requesting products or services. It also applies where we provide operator training, onsite commissioning, preventive servicing, breakdown support, spares supply, material selection guidance, remote tech help, installation planning or refresher training.
For purposes of POPIA, Astros Marketing (Pty) Ltd acts as the responsible party for the processing of personal information on behalf of Channel Letter.
Information We Collect And Why
We collect only the personal information needed to respond properly, quote accurately and carry out the work requested. In most cases this includes contact details, company details, delivery addresses, site addresses, technical requirements and correspondence related to an order or service request.
- Name, surname, telephone number and email address
- Business name, VAT or account details where needed
- Delivery and installation addresses, including town or region
- Machine, coil or return specifications and service records
- Training attendance details and technician notes
We use this information to provide quotations, deliver goods, schedule work, confirm site access, support commissioning and maintain records for safety, warranty and service purposes.
How We Use And Share Personal Information
Personal information is used only for legitimate business purposes and is handled with care. We do not sell personal information. We may share it only with staff members, technicians, installers, couriers or service providers who need it to complete a request.
- To process orders and issue invoices or delivery documents
- To arrange installation planning, travel and site access
- To provide technical support, training or troubleshooting
- To meet legal, tax or compliance obligations
- To communicate about service updates, parts availability or schedule changes
Where third parties assist with delivery or support, they are expected to protect the information and use it only for the work instructed.
Storage, Security And Retention
We take reasonable technical and operational steps to protect personal information from loss, unauthorised access, misuse or disclosure. Access is limited to personnel who need the information for their duties, including sales, support, operations and installations. Information may be stored in electronic records, message systems or job files.
We retain personal information only for as long as it is reasonably necessary for the purpose for which it was collected, or for as long as required by law. Some records must be kept for tax, accounting, warranty or dispute resolution purposes.
- Information is reviewed and deleted when no longer needed
- Backups may be kept for continuity and recovery purposes
- Paper and digital records are handled with access control where possible
Your Rights Under POPIA
You have the right to ask whether we hold personal information about you and to request access to that information. You may also ask us to correct, update or delete information that is inaccurate, incomplete, misleading or no longer required, subject to legal obligations that require us to keep certain records.
- Request access to your personal information
- Ask for correction or deletion where permitted
- Object to processing in certain circumstances
- Withdraw consent for processing that relies on your consent
To exercise these rights, send a message through our contact form with enough detail for us to identify the record and respond properly.
Cookies, Site Enquiries And Policy Updates
When you send an enquiry, request support or ask for a quotation, we may keep the message and related contact details so that we can respond and follow up. If our website uses cookies or similar tools, they are intended for basic site performance, enquiry handling and usage measurement, not for intrusive profiling.
We may update this policy from time to time to reflect changes in law, business processes or service offerings. The latest version will apply from the date it is published. If you continue to use our contact channels after an update, it means you have read the revised terms.
For privacy related queries, please send us a message through our contact form.