Information we collect for orders and support
We collect personal information that is needed to respond to product enquiries, process orders, arrange delivery and manage account records. This may include a name, business name, contact details, delivery address, order history and notes about the cartridges, refill systems or print equipment you ask about.
Where a support request involves cartridge refill advice, chip reset help, printhead care, nozzle checks or leak checking, we may also keep technical notes linked to that request. If you send files, screenshots or printer settings, those items form part of the record needed to assist with the job.
- Contact details supplied through our contact form
- Order and delivery instructions
- Technical notes linked to ink or cartridge support
- Account and invoicing information
How we use personal information in the shop and dispatch room
We use personal information to quote, supply, deliver and support the products and services requested. That includes bulk ink refill systems, refurbished cartridges, empty return arrangements and remote troubleshooting for offices, studios and print shops in Durban and other areas we serve.
We also use records to manage stock planning help, operator training notes, dispatch records and account administration. Information may be checked to make sure the correct ink type, cartridge format or refill method is supplied for the device in question.
- To process sales and deliveries
- To provide technical guidance and after-sales support
- To manage returns, empty collection and recycling records
- To keep proper business and tax records
Sharing information with couriers, operators and service providers
We share personal information only where it is needed for a business purpose linked to your order or support request. That can include our delivery team, courier partners, accounting service providers and the operator responsible for hosting our contact form and related systems.
Astros Marketing (Pty) Ltd acts as the operator for our online handling of enquiries. Any service provider that receives information must use it only for the task assigned, and must handle it with reasonable care. We do not sell personal information.
- Courier and dispatch details for delivery
- Order data needed for invoicing and accounts
- Limited technical data needed to complete support work
- System access required to maintain our enquiry forms
Storage, access and record keeping
We keep records for as long as is needed for the purpose collected, or for longer where tax, accounting or legal rules require it. Access is limited to staff members who need the information to do their work, including administration, support, dispatch and account handling.
Printed records, invoices and delivery notes are stored in controlled office systems. Digital records are kept on protected devices and managed systems used for day to day operations in Westville, Durban. We take practical steps to reduce unauthorised access, loss or misuse.
- Access is restricted to authorised staff
- Records are kept for business and legal purposes
- Physical and digital files are both controlled
- Security measures are reviewed when systems change
Your rights under POPIA
You may ask what personal information we hold about you, ask for corrections where details are wrong, or object to processing in certain cases allowed by law. You may also withdraw consent where consent is the basis for collection, provided that another lawful ground does not apply.
If you want to exercise a right or raise a concern about the handling of your information, use our contact form and clearly state the request. We may need to verify identity before acting on a request, especially where the matter affects account records, delivery details or order history.
- Request access to your personal information
- Ask for correction of inaccurate details
- Object to certain processing where allowed
- Raise a complaint about privacy handling
Cookies, enquiry forms and policy updates
Our online systems may use cookies or similar tools that help the site function, remember basic settings and track technical performance. These tools do not give us open-ended access to your private information. Information sent through our enquiry form is treated as business correspondence and handled for the purpose for which it was sent.
We may update this policy when our processes, legal duties or systems change. The latest version will apply to information held by us at that time. Continued use of our contact channels after an update means the revised policy applies to future interactions and records, where lawful.
- Cookies may support site function and basic analytics
- Form submissions are handled as business records
- Policy changes apply from the updated version date
- Further use of our channels reflects the current policy