1. Who we are and how you can reach us
VinylCutter Craft is based in Kya Sand, Johannesburg and supplies craft cutters, heat transfer vinyl, training support and related services to customers across South Africa. For privacy matters, the responsible operator is Astros Marketing (Pty) Ltd, acting for VinylCutter Craft as the responsible party under POPIA.
If you have questions about this policy or want to exercise your rights, you can send us a message through our contact form. We may ask for reasonable proof of identity before processing certain requests, especially where access to personal information is involved.
2. What personal information we collect
We collect only the information needed to quote, supply, support and keep proper records. This may include your name, contact number, email address, delivery address, company details, VAT number where applicable, purchase history and service records. If you request support for machine setup, blade calibration or software connection help, we may also record technical details about your equipment and workflow.
- Contact and account details such as name, phone number and email address
- Delivery and billing details, including suburb, town and postal code
- Order, payment and service history
- Machine and material information shared during support or training
- Communications sent to us through our contact form, phone or message
3. Why we use your information
We process personal information for clear business reasons and only where we have a lawful basis to do so. This includes providing quotes, processing orders, arranging delivery, supporting setup and after-sales service, and responding to queries. We also use records to manage warranties, replacement part requests, training bookings and routine machine support.
- To fulfil orders and provide services requested by you
- To communicate about stock, deliveries, invoices and support
- To troubleshoot technical issues and maintain service records
- To meet legal, tax and accounting obligations
- To help prevent fraud, abuse or unauthorised use
VinylCutter Craft does not use your personal information from cutter enquiries, HTV orders or Kya Sand training bookings for unrelated purposes without a lawful basis or your consent where consent is required.
4. Sharing information and third parties
We may share limited personal information with service providers who help us run the business, such as delivery partners, payment processors, accounting support and technical service providers. These parties are expected to keep information confidential and use it only for the work they perform for us. We may also disclose information if required by law, a court order or a lawful request from a regulator.
Where support is provided remotely, we may use your information to schedule a session, verify details and document the work completed. We do not sell personal information. If information is sent outside South Africa for any service purpose, we take reasonable steps to protect it and to make sure it is handled lawfully.
5. How we store and safeguard your information
We use reasonable technical and organisational safeguards to protect personal information against loss, unauthorised access, misuse and disclosure. This includes access controls, password protection and limiting information to staff who need it for their role. Our team members, including support and customer care staff, are bound by confidentiality expectations.
We keep records only for as long as needed for the purpose collected, unless a longer period is required by law or needed for tax, accounting or dispute resolution. Once records are no longer required, we take steps to delete or destroy them safely. During load-shedding or other interruptions, we aim to keep critical records secure and recoverable, but no system can be guaranteed 100 percent secure.
6. Your rights under POPIA
You have rights in relation to your personal information and may ask us to help you exercise them. Subject to legal limits, you may request access to the information we hold, correction of inaccurate details, deletion where appropriate, or objection to certain processing activities. You may also withdraw consent where processing is based on consent.
- Request the personal information we hold about you
- Request correction of inaccurate or outdated details
- Object to direct marketing, where applicable
- Withdraw consent where consent was given
- Lodge a complaint with the Information Regulator if you believe your rights are not respected
To make a request, send a message through our contact form. We will handle your request in accordance with applicable law. In some cases we may need to keep certain records for legal reasons, even if you ask for deletion.