Who is responsible for your information
Tropical Refrigeration, based in Montague Gardens and serving Cape Town and the Cape Peninsula, is the responsible party for the personal information you share with us. Our operations are supported by Astros Marketing (Pty) Ltd, who may process certain information on our behalf for administration and communication purposes.
This policy applies to bookings, quotations, service calls, follow-ups, invoices, warranty queries, and any other contact with our team. It covers information received by email, phone, message forms, and in person.
What information we collect from customers
We only collect information needed to provide air-conditioning and refrigeration services properly. This may include your name, contact details, service address, company details, job notes, and payment or invoice information. In some cases we may also record equipment type, fault description, access instructions, and site conditions such as load-shedding impact or coastal corrosion.
- Contact details such as name, phone number, and email address
- Physical address for inspections, installations, or repairs
- Service history, quotations, invoices, and job notes
- Technical details about units, cold rooms, freezers, and related equipment
Why we use personal information
We use your information to manage bookings, attend site visits, prepare quotations, complete repairs or installations, and keep proper records of work done. We also use it to issue invoices, arrange gas refills, follow up on outstanding jobs, and respond to questions after a service has been completed.
- To provide the service you asked for
- To communicate appointment times and technician updates
- To meet legal, tax, and accounting duties
- To keep a record of maintenance and warranty related work
How we share information responsibly
We do not sell personal information. We may share limited information with staff, contractors, or service providers who need it to carry out their work for Tropical Refrigeration. This can include administration support, accounting support, and communication handling. Any such party is expected to keep information confidential and use it only for the task they have been given.
We may also disclose information if required by law, a court order, or a lawful request from a public authority. Where possible, we will only share what is necessary.
Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, or alteration. This includes limiting access to records, using password protected systems, and keeping job documentation controlled within the business. No method of transmission or storage is completely risk free, but we work to keep risk as low as practical.
Our team is trained to handle customer information carefully, including details collected during home visits, office callouts, and commercial refrigeration work in places such as Cape Town CBD, Bellville, and Somerset West.
Your rights under POPIA
You have the right to ask what personal information we hold about you, to request corrections, and in some cases to object to certain processing. You may also ask us to stop direct marketing communications where applicable. If you would like to review, update, or correct your details, please contact us using the details below.
- Request access to your personal information
- Ask for correction of inaccurate information
- Object to processing where POPIA allows it
- Withdraw consent where consent was the basis for processing
How to contact us about privacy
For privacy questions, corrections, or complaints, please contact Tropical Refrigeration at bookings@tropicalrefrigeration.co.za. We will deal with requests within a reasonable time and in line with applicable law.
If you are not satisfied with our response, you may also contact the Information Regulator of South Africa. We recommend that you first raise the matter with us so we can try to resolve it quickly and properly.