1. Who we are and who this policy applies to
Aircon Depot is an air-conditioning supply, installation and repair business based in Clairwood, Durban and serving greater eThekwini. This policy applies to all personal information collected by or on behalf of Aircon Depot, including information submitted by customers, suppliers, contractors and visitors who contact us by phone, email or through our service channels.
For purposes of POPIA, the responsible party is Aircon Depot. Our operator for website and marketing support is Astros Marketing (Pty) Ltd, who may process information only on our instructions and subject to confidentiality and security duties.
2. What information we collect from customers and site visitors
We collect only the information needed to respond to enquiries, quote, schedule work, carry out repairs, and manage accounts or support requests. This may include contact details, site address, communication history, service notes, and information about the equipment we attend to.
- Name, surname and contact number
- Email address and physical service address
- Company name and job site details for commercial work
- Information about breakdowns, faults, regas requests and maintenance needs
- Invoice and payment information where required for account administration
We may also record technical details such as unit type, fault description, gas top-up history, leak checks, compressor issues, drain blockages and planned maintenance dates. This information helps us keep records accurate and support warranty or service follow-up where relevant.
3. Why we use personal information
We use personal information for legitimate business purposes connected to our services in Durban and the surrounding areas. This includes answering enquiries, preparing quotations, arranging installations, sending technicians to site, ordering spares, and managing repair or maintenance work. We may also use your information to follow up on unresolved faults, issue invoices, and communicate about scheduled visits.
- To provide domestic and commercial air-conditioning services
- To manage fault finding, breakdown call-outs and planned maintenance
- To keep service records for repeat visits and compliance purposes
- To communicate about spares, gas, parts availability and job progress
- To meet legal, tax and audit requirements
We do not use personal information for unrelated purposes without a lawful basis. If we need your consent for a specific use, we will ask for it first.
4. When we may share your information
We may share personal information where it is necessary to deliver our service, comply with the law, or protect our rights and customers. Information is shared on a need-to-know basis only. Our team members, including management, operations, spares and gas staff, and technical staff, may access relevant details to complete the work assigned.
- With suppliers or contractors who need details to fulfil a service request
- With payment processors, accountants or auditors where required
- With government authorities, insurers or legal advisers when lawfully requested
- With our operator, Astros Marketing (Pty) Ltd, for technical and administrative support
We do not sell personal information. Where third parties process information on our behalf, they are expected to keep it secure and use it only for the agreed purpose.
5. How we protect and store your information
We take reasonable technical and organisational steps to protect personal information from loss, unauthorised access, misuse or disclosure. Access is limited to staff who need the information for their work, and records are kept only for as long as needed for the purpose collected or as required by law.
Information may be stored in electronic or paper form. While we work to keep records accurate and secure, no system is completely risk-free. We therefore encourage customers to share only the information needed for the service requested, and to let us know if any details change.
6. Your rights under POPIA
You have rights in relation to your personal information, subject to the conditions in POPIA. You may ask what information we hold, request correction or deletion where appropriate, object to certain processing, or withdraw consent where consent is the legal basis for processing. We may need to verify your identity before responding.
- Request access to your personal information
- Ask us to update or correct inaccurate details
- Object to processing in certain circumstances
- Lodge a complaint with the Information Regulator if you believe your rights have been affected
To make a request, contact us at depot@aircondepot.co.za. We will respond within a reasonable time and in line with applicable law.
7. Cookies, email and policy updates
Our online channels may use basic cookies or similar tools to support site function, measure performance and improve the way information is presented. These tools do not identify you by name on their own, but they may assist with usage statistics or preference settings.
We may update this policy from time to time to reflect changes in our services, legal duties or operating arrangements. The latest version will apply from the date it is published or otherwise made available. Continued use of our services after an update means you accept the revised policy. Please check this page now and again for any changes.