What we collect from service enquiries
We collect personal information that you send through our enquiry form on our contact page, or provide during a service visit, parts request or technical discussion. That may include your name, company name, job title, physical address, delivery details, machine details, service notes and any information needed to identify the cutting head, nozzle, lens, protective window or ceramic ring involved.
Where a site visit is arranged, we may also record access instructions, contact persons, fault descriptions and photographs that help with bench servicing or head alignment. If you share invoices, purchase orders or machine history, those records may form part of the service file.
- Enquiry and contact details
- Machine and head identification notes
- Service records, alignment notes and inspection findings
- Delivery, collection and site access details
How the information is used in our workshop and field work
We use personal information to assess a query, prepare a service record, manage parts supply, and carry out bench service or on-site alignment work. It also helps us keep the correct sequence for nozzle centring, focus setting checks, protective window replacement, lens cleaning, ceramic ring replacement, capacitive sensor checks and gas path inspection.
Information may be used to support invoicing, internal quality control, stock planning and follow-up on outstanding job details. We may also use it to make sure spare head preparation, seal rebuild work and crash damage inspection are matched to the correct machine and location.
- Service administration and job tracking
- Technical diagnosis and parts matching
- Invoice, delivery and collection administration
- Internal record keeping and workshop control
Information we share and when it leaves our office
We only share personal information where it is necessary for the work, for legal compliance, or for support functions that help us run the business. This may include staff who handle parts, service, administration, dispatch, technical support or field alignment. Any sharing is limited to what is needed for the task.
If a courier, transport provider or service partner is needed for collection, delivery or field support, we may provide the information required to complete that task. We do not sell personal information, and we do not disclose more than is reasonably required for the service requested.
- Internal teams that need the job record
- Courier or transport services for goods movement
- Professional advisers and regulators where required by law
- Security or system support providers acting for us
Records, storage and protection of customer data
We keep records for as long as they are needed for business, legal, tax and service purposes. Files may include quotations, service notes, alignment details, parts lists, delivery records and communication history linked to a job. Older records may be retained where they are needed for audit, warranty support or dispute handling.
Personal information is stored on controlled business systems and in physical files where necessary. Access is limited to staff members who need the information for their work. We take reasonable steps to reduce unauthorised access, loss, damage or misuse, although no storage method is entirely risk free.
Your rights under POPIA
You may ask us to confirm what personal information we hold about you, to correct inaccurate details, or to request deletion where the law allows it. You may also object to certain processing or ask us to limit use in specific circumstances. Some information must still be retained for accounting, legal or service record reasons.
Requests should go through our contact form. We may need to verify identity before making changes, especially where the request concerns service records, delivery details or company account information.
- Access to held personal information
- Correction of incorrect details
- Deletion where legally possible
- Objection to certain processing
Cookies, website use and technical records
Our website may collect technical data such as browser type, device details, page visits and form submissions. This information helps us keep the site working properly, understand enquiries and improve how customers reach the right service information. It does not identify you by itself, but it may be linked with a submitted enquiry.
We may also use standard website tools that create session records or usage logs. These are used for security, troubleshooting and site administration rather than for profiling or unrelated marketing. If you submit our contact form, the details are kept with the rest of the enquiry record.
Getting in touch about personal information
If you need to ask about a record, request a correction, or raise a concern about how your information is handled, please use our contact form. The operator for this policy is Astros Marketing (Pty) Ltd, trading through Raytool from Spartan, Kempton Park, and the same privacy rules apply to enquiries from Johannesburg, Pretoria, Durban, Cape Town, Rustenburg and the East Rand.
We may revise this policy when our processes, legal duties or service arrangements change. The latest version applies to information collected through the contact page, workshop records and on-site service files.