Who we are and what this policy covers
Coastal Cooling Systems is a Durban HVAC-R contractor based in Glen Anil, serving businesses across Durban North, Umhlanga, Pinetown, Ballito and the South Coast. We install, maintain and repair cold rooms, freezer rooms, display chillers and commercial and industrial air-conditioning systems. This policy covers personal information handled through our office, email, telephone, service visits, quotations, contracts and accounts processes.
For the purposes of POPIA, Coastal Cooling Systems is the responsible party for the personal information we process. Astros Marketing (Pty) Ltd acts as the operator for certain marketing and website support functions on our behalf, under instruction and subject to confidentiality and security duties.
Information we collect from clients and suppliers
We only collect information that is needed for our work, administration and legal obligations. This may include contact details, site addresses, company details, billing information, service histories, equipment records and communication relating to calls, quotes or contracts. Where necessary, we may also record access details for sites, temperature logs, fault reports and compliance information for cold storage and refrigeration systems.
- Names, phone numbers and email addresses of contacts
- Business and site addresses, including branch locations
- Invoice and payment information
- Service records, maintenance schedules and fault reports
- Temperature logging, compliance notes and technician reports
Why we use your personal information
We use personal information to provide quotations, carry out installations and repairs, manage planned maintenance, respond to breakdown call-outs, and keep accurate service records. We also use it to manage service contracts, issue invoices, follow up on payments, communicate about site access, and meet statutory or regulatory requirements that apply to refrigeration and air-conditioning work.
In some cases, we may use information to improve our customer service, manage workload planning and keep a record of equipment history for future servicing. We do not use personal information for purposes that are unrelated to our business without a lawful basis.
When we may share information
We do not sell personal information. We may share it only where it is necessary and lawful for our business. This can include sharing details with staff, approved technicians, operators, accountants, insurers, debt collection services, or service providers who assist with administrative or technical support. Where a third party processes information on our behalf, we require them to treat it confidentially and to use it only for the agreed purpose.
- To complete work at a client site or service a contract
- To process payments, accounting or tax records
- To comply with a court order, law or municipal requirement
- To protect our rights, property, staff or customers
How we protect and store your information
We take reasonable technical and organisational measures to protect personal information from loss, unauthorised access, misuse or disclosure. These measures may include access controls, password protection, restricted file handling, and secure storage of paper and electronic records. Only staff who need the information to do their work may access it.
Records are kept for as long as needed for operational, contractual, tax or legal purposes. When information is no longer required, we take steps to delete or dispose of it in a secure manner. Because we work with service contracts and refrigeration compliance, certain records may need to be kept longer than ordinary correspondence.
Your rights under POPIA and how to contact us
You have the right to ask whether we hold your personal information, to request access to it, and to ask for correction where it is inaccurate or incomplete. You may also object to certain processing in line with POPIA, where that objection is permitted by law. If you have concerns about how we handle your information, please contact us first so that we can assist.
- Email: service@coastalcoolings.co.za
- General enquiries: info@coastalcoolings.co.za
- Responsible party: Coastal Cooling Systems, Glen Anil, Durban
- Operator reference: Astros Marketing (Pty) Ltd
If you believe we have not resolved your complaint, you may contact the Information Regulator in South Africa. We may update this policy from time to time to reflect changes in our business, legal duties or information handling practices.