Who we are and what this policy covers
Nvirocool is a refrigeration and cooling service based in Newton Park, Gqeberha, serving clients in Gqeberha, Uitenhage, Despatch, Jeffreys Bay, Graaff-Reinet and Port Alfred. We provide planned maintenance, emergency breakdown support, cold room repairs, chiller servicing, low-GWP conversions, leak detection, energy audits, coil cleaning, control upgrades and temperature monitoring.
This policy applies to personal information we receive from clients, suppliers, landlords, contractors, employees, job applicants and any person who contacts us for service or support. It also applies to information collected when we attend a site, issue a quotation, complete a job card or manage an account.
Information we collect and why we need it
We collect only the information needed to run our business and to provide refrigeration and cooling services properly. This may include a name, company name, contact number, email address, physical address, billing details, site access notes, service history and technical information relevant to the equipment we inspect or maintain.
- To respond to enquiries and book service visits
- To prepare quotations, invoices and statements
- To carry out maintenance, repairs and energy audits
- To keep temperature, fault and compliance records
- To manage warranties, warranty-like service records and follow up work
- To meet legal, tax and safety obligations
We may also collect job related photos, readings, logs and notes from a site visit where this is needed to confirm the condition of equipment or the work completed.
How we use and share personal information
We use personal information for legitimate business purposes connected to service delivery, administration and communication. We do not sell personal information. We only share it where it is necessary for the work, where the law requires it, or where you have asked us to do so.
- With our internal team, including service coordination, accounts and technical staff
- With subcontractors or suppliers who assist with a specific job
- With auditors, insurers, legal advisers or regulators when required
- With the operator of this website, Astros Marketing (Pty) Ltd, for hosting, maintenance and support purposes
Any third party who handles personal information on our behalf must keep it confidential and use it only for the purpose we authorise.
Storage, security and retention
We take reasonable technical and organisational steps to protect personal information against loss, unauthorised access, misuse and unlawful disclosure. Access is limited to staff and service providers who need the information to do their work. Records may be kept in paper form, on secure devices or in cloud based systems used for administration and service management.
We retain records for as long as needed for the purpose they were collected for, and for any period required by law, tax rules or contract requirements. When records are no longer needed, we delete, destroy or de-identify them in a secure manner.
Your rights under POPIA
You have rights in relation to your personal information, subject to the limits set out in POPIA and other applicable laws. You may ask us to confirm what information we hold, correct inaccurate details, or request that certain information be deleted where we are allowed to do so.
- Request access to your personal information
- Ask us to update or correct your details
- Object to processing in certain circumstances
- Withdraw consent where processing is based on consent
- Lodge a complaint about the way we handle your information
If you want to make a request, we may ask for enough detail to verify your identity before we act on it.
Cookies, email and online enquiries
When you contact us by email or through our online channels, we keep the information needed to answer your query and manage the matter. Our online systems may use basic cookies or similar tools to support site performance, security and usage monitoring. These tools are not used to identify you for unrelated purposes.
If you receive service updates, quotations or account notices from us, those messages are sent for business communication. You may still ask us to stop sending non essential marketing communication, although we may continue to send messages needed for active work, billing or compliance.
How to contact us about privacy
If you have any questions about this policy or the way Nvirocool handles personal information, please contact us at hello@nvirocool.co.za. You may also contact our office regarding access requests, corrections, objections or complaints, and we will respond within a reasonable time.
We may update this policy from time to time to reflect changes in the law, our services or our operating procedures. Any updated version will apply from the date it is published on our usual communication channels.