What we record when you send a file or an enquiry
When you make contact through the enquiry form on our contact page, we may collect your name, company details, delivery address, contact details and the information needed to assess your panel order. This can include image files, preferred sizes, finish choices, mounting requests and notes about colour correction or cropping.
We also keep technical records linked to your order, such as file specifications, production notes and delivery instructions. If you ask for test panels, reprint matching or a split layout, those details form part of the job record.
- Contact and billing details
- Image files and related production notes
- Delivery and collection instructions
- Communications linked to your order
Why your information is used in our production flow
We use personal information to prepare quotations, check file suitability, confirm specifications, manufacture sublimation aluminium photo panels and organise packing and delivery. It also helps us handle colour preparation, size confirmation, finish selection and any follow up needed to complete the order.
Where practical, we may use your details to resolve delivery queries, repeat an order accurately or keep a record of what was supplied. We do not use customer information for unrelated purposes.
Image rights and customer responsibility
Customers must own the images they send or have the lawful right to use them. By submitting files for printing, you confirm that you have the permission needed to reproduce the images on coated aluminium panels and that the content does not infringe another party’s rights.
If a file is supplied by a photographer, artist, company or agent, it remains the customer’s responsibility to ensure that any required rights, releases or approvals are in place before production starts. We may decline work where ownership or usage rights are unclear.
- You must have the right to print, reproduce or display each image
- We may request clarification on ownership before proceeding
- We are not responsible for disputes arising from supplied content
Who may see information inside the business
Access to customer information is limited to staff who need it for production, client service, finishing, dispatch or administration. This includes the Managing Director, Production Manager, Colour and Prepress Lead, Client Services Coordinator, Finishing and Mounting Specialist, and Logistics and Dispatch Lead where their duties require it.
Information is handled on a need-to-know basis and only for the purpose of completing the order or managing an enquiry. We take practical steps to reduce unauthorised access, loss or alteration of records.
Storage, retention and safe keeping
We keep order records for as long as needed to manage production, handle queries, support reprints and meet legal or accounting duties. Files may be stored electronically or in paper form, depending on the stage of the job and the record type.
We use reasonable safeguards to protect stored information, including controlled access and responsible handling of job files. While no system is completely risk free, we take care to protect details from unauthorised access or misuse.
- We keep records only as long as necessary for business and legal purposes
- Completed job files may be retained for matching future reprints
- Archived information is not used for unrelated marketing
Your POPIA rights and requests
You may ask what personal information we hold about you, request correction of inaccurate details, or object to certain processing where POPIA allows it. You may also ask us to review or delete information where retention is no longer required by law or by the order record.
Requests must be made through the enquiry form on our contact page so that we can verify the request and respond in an orderly way. If you believe your information has been handled improperly, you may raise the matter with us for review.
We may update this policy from time to time to reflect changes in law, operations or record keeping practices. Any updated version will apply to future processing and to existing records where lawful.