1. Who we are and when this policy applies
Illumin8d is an architectural and decorative lighting design service based in Rosebank, Johannesburg, serving clients in Johannesburg, Pretoria, Cape Town, Durban and Umhlanga. This policy applies when you submit an enquiry, request a site visit, ask for a quotation, or otherwise interact with us in connection with our services.
For purposes of the Protection of Personal Information Act, 2013, the responsible party is Astros Marketing (Pty) Ltd, trading as Illumin8d. We act as an operator where we process personal information on behalf of a client or another party as part of a project.
2. What personal information we collect
We only collect information that is reasonably necessary to handle your enquiry and complete the work. Depending on the service, this may include your name, contact details, company name, project address, billing details and information about your lighting requirements.
- Contact and identity details supplied through the enquiry form
- Site information, photos and measurements relevant to the project
- Communication records, quotes, drawings and approvals
- Invoice and payment records for completed services
We may also collect technical information from your device or browser when you use our website, such as page visits and form submissions. This helps us keep records accurate and respond to requests properly.
3. Why we use your information
We use personal information to respond to enquiries, prepare concept designs, carry out site lighting audits, specify fixtures, develop layout plans and coordinate installation work. It also helps us provide post install support, manage project records and meet legal, tax and accounting obligations.
- To assess the scope of work and prepare a quotation
- To communicate about design decisions, samples and approvals
- To arrange site access, installation coordination and follow up visits
- To keep records for compliance, billing and dispute resolution
We do not use personal information for unrelated purposes. If we need to use it for a new purpose, we will only do so where the law allows it or where we have obtained consent.
4. Sharing information with project partners
We may share limited information with trusted service providers or contractors who assist with project delivery, such as installers, technical consultants or suppliers of lighting components. These parties are required to handle the information responsibly and only for the agreed project purpose.
We may also disclose information where required by law, court order or a lawful request from a regulator. Where practical, we keep shared information to the minimum necessary for the task at hand.
- Information shared is limited to what is needed for the project
- Third parties may not use the information for their own marketing
- We take reasonable steps to ensure confidentiality is maintained
5. Storage, protection and retention
We keep personal information secure using reasonable technical and administrative safeguards. This includes controlled access to records, careful handling of project files and practical steps to reduce loss, unauthorised access or misuse. No system is completely risk free, but we take protection seriously.
Information is retained only for as long as needed for the purpose for which it was collected, or for as long as the law requires. In some cases, records must be kept for tax, contractual or operational reasons after a project has been completed.
6. Your rights under POPIA
You have rights in relation to your personal information, subject to the requirements of POPIA and other applicable law. You may request access to information we hold about you, ask us to correct inaccurate details, object to certain processing or request deletion where it is lawful to do so.
- Request a copy of your personal information
- Ask for correction of outdated or incorrect details
- Withdraw consent where consent was the basis for processing
- Lodge a complaint with the Information Regulator if you believe your rights have been infringed
If you make a request, we may ask for enough information to confirm your identity and protect your privacy. We will respond within a reasonable time and in line with applicable law.
7. Cross-border processing and policy updates
Where it is necessary for a project, some information may be processed or stored outside South Africa by a service provider. In such cases, we take reasonable steps to ensure appropriate protection is in place and that the processing remains lawful.
We may update this Privacy Policy from time to time to reflect legal, operational or service changes. The latest version will apply from the date it is published. Please review it periodically so you remain informed about how we handle personal information.