Information we collect for hire and site support
We collect personal information that is needed to respond to enquiries, prepare quotations, arrange hire agreements and manage delivery to site. This may include a name, company name, contact details, job title, site address, invoicing details and project requirements. Where relevant, we may also collect information about access conditions, delivery instructions and safety documentation.
We also collect technical and usage information when you use our contact form or related online services. This may include your IP address, browser type, device information and form submission details. We use this information to keep the service secure, monitor performance and improve how enquiries are handled.
- Contact and identification details
- Project and site information
- Hire, billing and delivery records
- Technical data linked to form use
How we use personal information
We use personal information only for lawful business purposes connected to our plant and machinery hire services. This includes responding to enquiries, issuing quotations, arranging deliveries, coordinating long-term hire, managing off-hire collections and providing support where equipment needs attention on site.
We may also use your information to meet legal and operational requirements, including safety compliance, tax record keeping and dispute resolution. Where there are load-shedding conditions, access controls or municipal site rules that affect delivery or collection, we may use the details you provide to plan the work properly and reduce delays.
- To handle enquiries and quotations
- To provide and administer hire services
- To support safety, compliance and record keeping
- To manage deliveries, collections and service calls
When we share information
We do not sell personal information. We may share information where it is necessary for our operations, for example with staff members who need it to perform their duties, or with service providers who assist with hosting, administration, transport, compliance or communication services.
Where required by law, we may share information with authorities, regulators or law enforcement bodies. We may also disclose information to protect our rights, property, staff, clients or equipment, or to enforce agreements that relate to hire and site access.
- With employees and authorised contractors
- With suppliers involved in delivery or servicing
- With regulators or authorities when required
- With advisers who support legal or accounting duties
Storage, security and retention
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people who need the information to carry out their work and who are bound to keep it confidential.
Personal information is kept only for as long as it is needed for the purpose it was collected for, or for as long as lawfully required for accounting, safety, contractual or legal purposes. When information is no longer required, it is deleted, destroyed or anonymised in a secure manner.
Because our hire operations serve sites across Gauteng, KwaZulu-Natal and the Western Cape, records may be stored in systems used by our administrative and operational teams. We apply the same protection standards across those records, whether they relate to Germiston, Pretoria East, Durban, Pinetown, Cape Town or Bellville.
Your rights under POPIA
You have rights in relation to your personal information. Subject to POPIA and other applicable laws, you may request access to the information we hold about you, ask for correction of inaccurate details, object to certain processing activities or request that we stop using information where there is a valid basis to do so.
If you want to exercise a right, please use the enquiry form on our contact page and give enough detail for us to identify the record concerned. We may ask for proof of identity before acting on a request, especially where the request relates to financial, contractual or site access records.
- Access to your personal information
- Correction of inaccurate or incomplete details
- Objection to certain forms of processing
- Withdrawal of consent where applicable
Cross-border transfers and policy updates
Where a service provider stores information outside South Africa, we will take reasonable steps to ensure that the information is protected to a standard that is consistent with POPIA. We will only do this where it is lawful and where suitable protection measures are in place.
We may update this Privacy Policy from time to time to reflect legal changes, operational changes or improvements to how we handle personal information. The current version will apply from the date it is published and replaces earlier versions. If you continue to use our enquiry channels after an update, you accept the updated terms as they apply to personal information handled from that point onward.
For purposes of this policy, MachinesAfrica Rentals is operated by Astros Marketing (Pty) Ltd, which is responsible for the handling of personal information described above.