Who is responsible for your information
This policy applies to HM Graphics & Signs and to Astros Marketing (Pty) Ltd, the operator responsible for handling personal information collected through our enquiry channels, project work and client communication. We provide signage and branding services from our Hartbeespoort base to Pretoria, Centurion, Brits and across Tshwane and Gauteng, and we may receive information from business owners, facilities managers, municipal contacts and appointed representatives.
For purposes of this policy, personal information means any information that identifies or relates to a living person or juristic person where applicable under POPIA. We collect only what is needed to assess a job, prepare artwork, arrange site access, deliver services and keep proper records.
What information we collect
We may collect information when you submit an enquiry, request a quotation, approve artwork, book an installation or ask for maintenance. This can include contact details, company details, delivery addresses, site notes, signage requirements, permit related information and payment records where relevant.
- Name and surname, or the name of the business contact person
- Company name, physical address and delivery or installation address
- Contact details and preferred method of communication
- Project information, artwork instructions and branding specifications
- Site photographs, access notes and municipal or landlord requirements
- Billing and account records, where applicable
We may also keep records of calls, messages and correspondence to make sure instructions are followed correctly and that the final product matches the approved scope.
Why we use personal information
We use personal information for legitimate business purposes linked to signage design, manufacture, installation and after-sales support. That includes preparing quotations, confirming measurements, scheduling site surveys, managing permit assistance, ordering materials, invoicing, arranging installation teams and handling maintenance or refurbishment requests.
- To respond to enquiries sent through our contact form
- To prepare designs, artwork and technical job cards
- To carry out site visits and installations safely
- To manage accounts, invoices and payment follow up
- To meet legal, tax and compliance obligations
- To resolve disputes, complaints or service queries
We will not use your information for unrelated purposes without a lawful basis. If we need to use it for anything outside the normal service relationship, we will do so only where allowed by law.
Sharing information with third parties
We do not sell personal information. We may share limited details with trusted third parties only where needed to complete a project or comply with the law. This can include suppliers, installers, subcontracted service providers, transport providers, professional advisers and regulatory authorities.
Where we share information, we expect those parties to protect it and to use it only for the agreed purpose. In some cases a site owner, landlord or municipal office may require project details before work can proceed, especially for external signage, vehicle graphics or permit related approvals.
We may disclose information if required by law, court order or lawful request from a competent authority.
How we store and protect information
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, alteration or disclosure. Access is limited to staff who need the information to perform their duties, including design, production, operations, installation and client services.
Records may be stored in electronic and paper form. We keep information for as long as needed to fulfil the purpose for which it was collected, to comply with legal obligations, or to support accounting and warranty related records. Where information is no longer required, we dispose of it in a secure manner.
- Restricted access to client records and job files
- Reasonable safeguards for stored artwork and project data
- Controlled retention and secure disposal of outdated records
- Ongoing review of access and handling practices
Although we apply care, no method of storage or transmission is completely risk free, so users should also take care when sharing sensitive information.
Your rights under POPIA
You have the right to ask what personal information we hold about you, to request correction where details are inaccurate, and to ask for deletion where we are no longer required to keep it. You may also object to certain processing activities where the law allows it.
If you believe your information has been used improperly, you may raise a concern with us through the enquiry form on our contact page. We will assess the request and handle it in line with our legal obligations and the needs of any active project or account.
- Access your personal information held by us
- Request correction of inaccurate or outdated details
- Object to certain processing where lawful
- Withdraw consent where processing depends on consent
- You may also lodge a complaint with the Information Regulator where applicable.
Please note that some requests may affect our ability to complete a quotation, installation or maintenance job if the information is needed for that service.
Cookies, website use and policy updates
Our website may use basic cookies or similar tools to support site functionality and to understand how visitors use the pages. This information is generally not used to identify you on its own, but it may help us improve the way enquiries are handled and pages are maintained.
We may update this policy from time to time to reflect changes in our services, legal duties or internal procedures. Any updated version will apply from the date it is published. We recommend that you review this page occasionally so you stay informed about how we handle personal information.
If you continue to use our services after an update, that use will be subject to the revised policy where applicable.