1. Who we are and who this policy applies to
Aircon Warehouse is a South African air-conditioning supplier and service business operating from Mbombela with coverage in the Lowveld and North West, including White River, Hazyview, Klerksdorp, Potchefstroom and Rustenburg. The business is operated by Astros Marketing (Pty) Ltd and managed by Sipho Mandla Nkosi.
This policy applies to customers, site contacts, suppliers and any person who sends an enquiry, requests a quote, books an assessment or asks for installation, servicing or support. It covers personal information processed through trade enquiries, phone calls, email, documents and other records used in the normal course of business.
2. What personal information we collect
We collect only the information needed to quote, supply, install and service air-conditioning equipment properly. In most cases this includes contact details, service addresses, job notes and billing records. Where needed, we may also collect information about the premises, access arrangements, electrical supply or installation requirements.
- Name, surname and company details
- Telephone number and email address
- Physical address and delivery address
- Quotation, invoice and payment records
- Site assessment notes, fault reports and service history
- Any information you provide about access, timing or special requirements
3. Why we use your information
We use personal information to respond to enquiries, prepare quotations, arrange site visits, complete installations and carry out servicing, gas top-ups, deep cleaning and fault finding. We also use records for administration, accounts, stock control, warranty follow-up and to keep a proper history of work done.
- To assess needs and provide suitable equipment options
- To schedule deliveries, installations and maintenance
- To issue invoices, receipts and account statements
- To meet legal, tax and record-keeping duties
- To communicate about job progress, parts and follow-up work
We may also use information to improve the way we plan work in areas affected by load-shedding, coastal humidity or municipal access rules, so that appointments and commissioning are handled properly.
4. When information may be shared
We do not sell personal information. We only share it where it is needed to complete a job, comply with the law or manage business operations. This may include internal staff, installation teams, service personnel, accountants, delivery handlers and trusted suppliers involved in fulfilling an order or repair.
- With team members who need it to do their work
- With installers or technicians attending a site
- With payment, tax or audit service providers
- With authorities where the law requires disclosure
Any third party that receives personal information is expected to protect it and use it only for the purpose for which it was shared.
5. How we store and protect your information
We take reasonable technical and administrative steps to protect personal information against unauthorised access, loss or misuse. Records may be kept in secure electronic systems and in paper files where needed for accounts, job cards or warranty support. Access is limited to staff who need the information for their duties.
We keep information only for as long as necessary for the purpose for which it was collected, or for the period required by law. When records are no longer needed, they are deleted or disposed of in a secure way.
6. Your rights under POPIA
You have rights in relation to your personal information, subject to legal and contractual limits. You may ask what information we hold, request correction of details that are wrong, or object to certain forms of processing where the law allows it.
- Request access to your personal information
- Ask for correction or updating of details
- Object to processing in lawful circumstances
- Withdraw consent where consent was the basis for processing
- Lodge a complaint through the proper legal channels
Requests should be sent to trade@airconwarehouse.co.za. We may need to verify your identity before responding to protect your information.
7. Contact details and policy updates
If you have questions about this policy or how your information is handled, please contact Aircon Warehouse by email at trade@airconwarehouse.co.za. This policy may be updated from time to time to reflect changes in our services, legal duties or operating procedures.
The most recent version will apply from the date it is published. Continued use of our services after an update means you accept the revised terms as they apply to the handling of personal information.