Personal information we collect for print rental accounts
When you send an enquiry through our contact form or ask for managed print support, we may collect your name, company details, position, contact details and the information needed to assess your print requirements. That can include office locations, machine counts, metre readings, service history, user access needs and billing details linked to your account.
Where a site has multiple branches or departments, we may record the information needed to organise delivery, installation, machine relocation, toner supply and user handover. We keep only what is needed for the purpose for which it was provided, and we avoid collecting details that are not relevant to the service request.
How we use information in day-to-day service work
We use personal information to prepare quotations, manage rental agreements, schedule installation work and carry out on-site servicing. It also helps us arrange metre-based billing, track toner supply, manage secure print settings and keep records of devices that are linked to each office or branch.
- To open and manage your account records
- To deliver toner and consumables tied to the contract
- To support scan-to-message, secure print and network setup
- To record metre readings and process monthly charges
- To handle relocations, end-term swaps and equipment returns
We may also use information to resolve account queries, keep service notes and maintain a clear audit trail for machines that are rented on a monthly basis.
When information may be shared with third parties
We may share limited personal information with service partners, logistics teams, accounting support providers or other parties that help us perform the service. This is done only where it is necessary for the agreement, the account administration or the safe delivery of work on site.
Where a technician visits a branch in Johannesburg, Pretoria, Durban, Cape Town, Bloemfontein, Centurion or Sandton, we may share the site contact details needed for access and scheduling. Any third party handling information for us is expected to keep it confidential and use it only for the task assigned.
Protection of records and system access
We take reasonable technical and organisational steps to protect personal information from loss, misuse, unauthorised access and unlawful disclosure. That includes restricting access to account records, using controlled user permissions and keeping service documents in secured systems or locked storage where relevant.
No method of storage or transmission is completely risk-free, but we handle records with care and limit access to staff who need the information for operations, accounts or support. Our team members are expected to treat customer data as confidential and to use it only for legitimate business purposes.
Retention, billing and legal record keeping
We keep personal information for as long as it is needed to manage the relationship, meet accounting requirements, support warranty or service obligations, and comply with South African legal duties. Billing records, contract notes, metre reports and service logs may need to be retained for longer periods where law or legitimate business needs require it.
When information is no longer required, we take steps to delete, destroy or de-identify it in a manner that is suitable for the record type. This applies to paper files, digital records and account data linked to managed print services.
- Contract records may be kept for compliance purposes
- Service notes may be retained for machine history
- Billing data may be kept for tax and audit reasons
Your rights under POPIA and how to contact us
You may ask us what personal information we hold about you, request correction of inaccurate details, object to certain processing where the law allows it, or ask for removal of information that we are not required to keep. Where another person or department is listed on the account, we may need to verify authority before making changes.
For privacy requests, objections or questions about this policy, you can use our contact form on the contact page. Go-Printers Rental is operated by Astros Marketing (Pty) Ltd from Halfway House, Midrand, and we handle privacy matters in line with POPIA and other applicable South African requirements.