1. Who this policy applies to
This policy applies to visitors, customers, suppliers, contractors and any person who deals with Afchain Catering Equipment through our office in Silverton, Pretoria, by email, by telephone, or in person at our Pretoria and Gauteng service areas. It also applies to enquiries about equipment quotes, site assessments, delivery, installation, servicing, workshop refurbishment, used equipment sourcing and related support.
Afchain Catering Equipment is operated by Astros Marketing (Pty) Ltd. If you contact us on behalf of a business, you confirm that you have authority to share that business’s information with us.
2. What information we collect
We only collect information that is needed to respond to your enquiry, supply equipment, arrange servicing, or manage our business relationship. The information may include contact details, delivery addresses, site access notes, invoice details and technical information about your kitchen equipment.
- Name, surname, company name and job title
- Phone number, email address and physical address
- Quote requests, order details and service history
- Payment and billing information
- Site assessment notes, installation requirements and equipment specifications
We may also collect correspondence sent to quotes@afchain.co.za and records of calls, visits, quotations and job cards. If you send us photos or video of equipment, we store those files for assessment and repair purposes.
3. How we use personal information
We use personal information to prepare quotations, supply equipment, arrange delivery and positioning, schedule installation, carry out preventive servicing, respond to breakdown repairs, and provide handover training. We also use it to keep proper records, manage accounts and answer follow-up questions.
- To provide the product or service requested
- To communicate about stock, lead times and site visits
- To issue quotations, invoices and statements
- To maintain service, warranty and workshop records
- To improve our internal processes and customer support
We do not use personal information for unrelated purposes without a lawful basis. If we need to use information for a new purpose, we will make sure the use is allowed under POPIA.
4. Sharing information with trusted parties
We may share personal information with trusted third parties where this is necessary to complete a service or comply with the law. This can include delivery contractors, technicians, accountants, payment processors and suppliers involved in a quote or order. We only share the information required for the task at hand and expect those parties to handle it responsibly.
- Service providers who assist with delivery, repairs, storage or finance administration
- Professional advisers such as auditors, accountants or legal advisers
- Authorities or regulators where disclosure is required by law
We do not sell personal information. Where a supplier or contractor handles information on our behalf, we take reasonable steps to require confidentiality and proper security.
5. Storage, retention and security
We keep personal information only for as long as is needed for the purpose for which it was collected, or for as long as the law requires. Quote records, invoices, service notes and workshop records may need to be kept for tax, accounting, warranty or business reasons.
We take practical steps to protect information against unauthorised access, loss or misuse. This includes access control, safe record keeping and limiting information to staff who need it to do their work. During load-shedding or network interruptions, we still apply the same care to paper records and electronic files.
- Information is stored on a need to know basis
- Outdated records are reviewed and deleted or archived where appropriate
- We use reasonable safeguards for emails, files and job records
6. Your rights under POPIA
You may ask us to confirm whether we hold your personal information, to correct inaccurate information, or to request deletion where the law allows. You may also object to certain uses of your information or withdraw consent where consent was the lawful basis for processing.
To make a request, contact us at quotes@afchain.co.za. We may need to verify your identity before we act on a request, especially where the request concerns account, billing or service records. We will respond within a reasonable time and in accordance with POPIA requirements.
- Access to the personal information we hold about you
- Correction of inaccurate or outdated information
- Objection to certain processing activities
- Withdrawal of consent, where applicable
If you believe your rights have been infringed, you may also raise the matter with the Information Regulator of South Africa.
7. Changes to this policy and contact details
We may update this policy from time to time to reflect changes in our services, legal duties or business operations. The latest version will apply from the date it is published or made available to you. Please review it periodically if you deal with us regularly.
For privacy questions, requests or complaints, contact Afchain Catering Equipment at quotes@afchain.co.za. Our team in Pretoria Central, Centurion, Midrand, Kempton Park, Boksburg and Randburg will direct your query to the appropriate person.