Who this policy applies to
This policy applies to clients, publishers, authors, suppliers, visitors who submit an enquiry through our contact form, and any person whose information is provided to us for printing, binding, production, delivery or account administration. Printing House operates from Industria, Johannesburg and delivers nationwide, so information may be handled by our internal team and trusted service providers where needed for fulfilment.
For purposes of POPIA, Printing House is the responsible party for the information we collect directly from you. Where we process information on behalf of a client, we do so according to the instructions given by that client and the requirements of the law.
Information we collect and why
We collect only the information reasonably required to manage enquiries, prepare quotes, produce print jobs and arrange delivery. Depending on the service you request, this may include your name, company details, contact information, delivery address, VAT details, artwork files, publication specifications and order history. We may also keep notes about print preferences, repeat job settings and production instructions.
- To respond to your enquiry and prepare a quotation
- To produce, bind, finish and dispatch your print order
- To manage billing, accounts and proof approval
- To comply with tax, commercial and record keeping duties
- To improve turnaround times and customer service
How your information is used in production
Your information is used across the normal stages of a print job, from prepress checks and colour proofing through to finishing, packing and dispatch. This may include sharing job details with staff such as the production manager, prepress supervisor, client services lead, bindery coordinator, press operator and logistics planner, but only where they need the information to do their work.
We do not use your personal information for unrelated marketing without a lawful basis. If you send artwork or publication content, we treat that material as confidential and use it only for the purpose of completing the work requested. Files may be retained for reprints, colour reference or dispute handling where appropriate.
When information may be shared
We may share information with third parties when it is necessary to complete your order or when the law requires it. Examples include courier and delivery partners, payment service providers, IT support providers, and professional advisers who assist with legal, accounting or compliance matters. Where possible we only share the minimum amount of information required.
- Service providers acting under contract and confidentiality obligations
- Authorities, where disclosure is required by law or court order
- Business buyers or successors, if the business is restructured or transferred
We do not sell personal information. If a third party handles information on our behalf, they are expected to keep it secure and use it only for the agreed purpose.
Security, retention and access control
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse or alteration. These measures may include access controls, password protection, secure storage and limited user permissions. No system is completely secure, but we work to reduce risk across our office, production and dispatch processes.
Information is kept only for as long as needed for the purpose collected, or as required by law, tax rules and operational record keeping. Some production records are retained for reprint history, customer service and quality control, particularly where jobs are repeated over time.
Your rights under POPIA
You have the right to ask whether we hold personal information about you, request access to that information, and ask for correction where details are inaccurate or incomplete. In certain cases you may object to processing, request deletion where lawful and appropriate, or withdraw consent where processing depends on consent. We may still need to retain certain records to meet legal duties.
- Request access to personal information we hold
- Ask us to amend or correct any inaccurate personal information
- Object to processing in certain circumstances
- Withdraw consent where applicable
- Submit a complaint through the appropriate legal process if necessary
To exercise these rights, please use the enquiry form on our contact page and clearly state your request. We may need to verify your identity before acting on any request.
Changes to this policy and contact details
We may update this privacy policy from time to time to reflect changes in the law, our services or our internal procedures. The latest version will apply from the date it is published. Please review it periodically if you use our services regularly or send us information for recurring print work.
If you have a privacy question, concern or request, please contact us through the enquiry form on our contact page. Printing House is operated by Astros Marketing (Pty) Ltd and managed from Industria, Johannesburg. We will respond in line with POPIA and our normal business processes.