Who this policy applies to
This policy applies to customers, suppliers, contractors, job applicants and any person who contacts Modern Equipment at our New Park base in Kimberley, by phone, email or in person. It covers information collected for air-conditioning, refrigeration, ventilation, pump, solar and auto aircon work across Kimberley, the Northern Cape and surrounding areas.
Modern Equipment is operated by Astros Marketing (Pty) Ltd. By sharing your information with us, you consent to the collection and use of that information for the purposes set out below, subject to POPIA and other applicable South African law.
Information we collect during normal business
We only collect information needed to answer queries, prepare quotes, carry out installations, service equipment, order parts and manage accounts. This may include contact details, physical address, invoice details, site access notes and job records. In some cases we also keep photos of equipment, fault notes and commissioning information for repairs or warranty follow-up.
- Name, company name and contact number
- Email address and delivery or site address
- VAT number, account details and purchase history
- Service records, quotations, invoices and payment status
- Technical notes, photos and access instructions for site work
How we use your information
We use personal information to provide quotations, schedule work, manage deliveries, complete installations and support after-sales service. This includes aircon servicing, refrigeration repairs, cold room builds, ventilation installations, pump installations, pump repairs, solar backup installation and auto aircon service. We may also use your details to respond to complaints, handle warranty queries and issue statutory or contractual documents.
- To communicate about a booking, quotation or repair
- To deliver parts, tools and equipment to the correct address
- To maintain service history and commissioning records
- To issue invoices, statements and payment reminders
- To comply with legal, tax and record-keeping duties
Sharing information with others
We do not sell personal information. We may share limited data with trusted service providers only where this is necessary to perform our business functions, such as couriers, payment processors, accounting support or field service partners working on our instruction. Where a supplier or contractor needs your details to complete a job, we share only what is necessary.
We may also disclose information if required by law, by a court order, or where it is necessary to protect our rights, property, staff or customers. Any third party receiving information from us must handle it responsibly and in line with POPIA.
Storage, security and retention
We take reasonable technical and organisational measures to protect personal information from loss, misuse, unauthorised access or alteration. Records may be kept in electronic and paper form, depending on the job and the type of account. Only staff who need the information for their duties may access it.
We retain information for as long as needed for the purpose collected, including for accounting, warranty, legal and customer service requirements. When records are no longer required, we delete or destroy them in a secure manner.
Your POPIA rights and how to contact us
You may request access to the personal information we hold about you, ask us to correct inaccurate details, or object to certain processing where the law allows it. You may also withdraw consent where consent was the basis for processing, provided that withdrawal does not affect processing already completed lawfully.
To make a request, please contact us using the details below. We may ask for proof of identity before releasing information or making changes.
- Email: info@modernequipment.co.za
- Business base: New Park, Kimberley
- Service areas: Kimberley, Roodepan, Galeshewe, Kuruman and Upington