How we collect customer information
When you contact Aircon Warehouse, we collect only the details needed to respond properly. This may include your name, contact number, email address, delivery address, installation site, business name if relevant, and the aircon type or capacity you are asking about. For site assessments in Mbombela, White River, Hazyview, Klerksdorp, Potchefstroom or Rustenburg, we may also note access details, ceiling height, power supply and any special fitting requirements.
We receive information in a few simple ways: when you phone, email trade@airconwarehouse.co.za, complete an enquiry, ask for a quotation, book a service call, or give us details at the time of installation. If you send photos of an existing unit or fault, those images form part of your record too.
- Quotation and booking details
- Site notes and equipment sizes
- Service history, faults and repairs
- Delivery instructions and installation access notes
Why we keep your details on file
We use your information to give quotes, arrange supply, plan installations and follow up on service work. This includes stock checks for wall splits, cassettes and portable units, commissioning details, scheduled servicing and fault finding. If a gas top-up, deep cleaning or replacement unit is needed later, your record helps us see what was done before and what may still be under guarantee.
We may also use your contact details to confirm appointments, send invoices, request access instructions or ask for payment settlement. For trade customers, we keep account information so orders and job cards can be matched properly. That saves time and cuts down on mistakes, especially when there are several sites on the go.
- To prepare accurate quotations
- To manage installations and service visits
- To keep a service and account history
- To meet tax, warranty and business record duties
How your information is stored and protected
Customer records are stored in our internal systems and business files, with access limited to staff who need the information for sales, installations, service, warehouse control or accounts. That includes Sipho Mandla Nkosi, Annelie van Wyk, Thabo Mokoena, Lerato Molefe, Johan Steyn and Nokuthula Dlamini where the work requires it. We take practical steps to reduce unauthorised access, loss or misuse, including controlled login access and careful handling of printed documents.
We keep records for as long as needed to complete the job, manage any follow up and comply with South African tax and business requirements. We do not keep information longer than necessary, unless there is an ongoing account, warranty matter or legal reason to do so. Records may be updated if your number, address or site details change.
When information may be shared
We only share customer details where it is needed to complete the service you asked for. This can include sharing an address with an installation team, giving a delivery instruction to a driver, or passing service notes to a technician. If parts or support are needed from a supplier, we may share the model information and fault details required to solve the issue.
We do not sell your information. We also do not pass on customer records for unrelated marketing. If the law requires us to share information, or if a court, regulator or tax authority requests it in the proper way, we may be required to comply.
- Installation and service teams
- Delivery and collection support
- Accounting and tax records where required
- Legal or regulatory requests made properly
Your choices, corrections and access requests
You may ask us what information we hold about you, request a correction, or ask us to update your contact details. If you no longer want us to use your details for a specific follow up, let us know and we will see what can be changed while still keeping the records we must retain. If you are calling about an old installation or service, please give the site address and the date if possible, it helps us find the right file faster.
To make a privacy request, email trade@airconwarehouse.co.za and include your name, number and the details you want changed or checked. We may ask for enough information to confirm you are the person linked to the record before we release anything.
- Ask for a copy of your record
- Correct contact or site details
- Query a quotation, invoice or job card
- Raise a concern about how data was handled
How to raise a privacy concern
If you believe your information was handled incorrectly, send us a clear note with the date, the branch or area involved, and what happened. We will review the record, check who had access and come back to you with the next step. For matters linked to Mbombela, the Lowveld or North West, please include the branch area so we can trace the job more quickly.
We prefer to sort problems directly and practicaly. If a file needs correcting, or a contact person changed, we will update what we can and confirm what was done. If we need more time because the matter involves older records, we will tell you that as well.
