Information collected when you engage with PrintEngine
We collect personal information that you provide when you submit an enquiry, request a demonstration, discuss a project, or use our services. This may include your name, company details, contact information, role, billing details, delivery instructions and any information needed to configure your storefront or support your team.
We may also collect information generated through your use of our systems, including login details, product configuration data, artwork files, proofing notes, order histories and support records. Where a corporate client uses a B2B portal, we process user profiles, permission settings and order activity linked to that account.
How we use personal information in a print workflow
We use personal information to provide storefront setup, template build work, price matrix setup, artwork rules, proofing workflows, payment handling and delivery coordination. We also use it to train staff, review workflows, monitor order progress and support production-related admin.
- To create and manage client accounts and user access
- To process orders, proofs and approvals
- To configure product builders, pricing and catalogue items
- To provide support, training and client administration
- To meet legal, tax and record-keeping duties
Sharing data with service partners and production teams
We only share personal information where it is needed for service delivery, legal compliance or account administration. That may include sharing order details with people involved in payment processing, courier coordination, proof approval, printing workflow support or technical administration. We do not sell personal information.
Access is limited to the people who need the information for their work. If a client gives us authority to work with its internal team, branch staff or outside contractors, we process the relevant data for that purpose. Confidential artwork and order files are handled as part of the job and not used outside the client's instructions.
Security controls for artwork, orders and portals
We use reasonable technical and organisational safeguards to protect personal information against loss, unauthorised access and improper use. These measures may include access controls, password protection, role-based permissions, audit trails and secure storage practices for client files and order data.
- Restricted access for staff who do not need the data
- Controlled user permissions for portals and admin areas
- Secure handling of artwork uploads and proofs
- Recordkeeping for configuration, training and support activity
No system can be guaranteed to be completely secure. We therefore also rely on careful internal procedures and client-side account discipline, especially where multiple users manage the same store or portal.
Retention, records and lawful limits
We keep personal information for as long as it is needed for the purpose for which it was collected, for legal compliance, or for legitimate business record-keeping. This may include order files, payment records, communications, training records and configuration histories linked to a client account.
When information is no longer required, we take steps to delete, destroy or de-identify it where appropriate. Some records must be retained because of tax, accounting, contractual or regulatory duties. We keep that material only for the period required by law or practical administration.
Your rights under POPIA and how to raise a concern
You may request access to personal information we hold about you, ask for corrections where details are inaccurate, or object to processing in certain circumstances allowed by law. You may also raise concerns about how your information is handled or ask about the basis on which we process it.
Requests and concerns can be sent through our contact form. We may need to verify your identity before dealing with a request, especially where the information relates to a corporate portal, an order record or a stored proof. If a matter involves another party, we may need to protect their rights too.
- Access to records held about you
- Correction of inaccurate personal details
- Objection to certain processing
- Concerns about use, storage or disclosure
Cross-border services, cookies and policy changes
If any service provider, hosting environment or support tool processes information outside South Africa, we take reasonable steps to protect that information and expect suitable safeguards to be in place. Some systems may use cookies or similar technologies to keep sessions working, remember preferences and support secure sign-in.
We may update this policy when our services, legal duties or technical environment change. The current version applies to PrintEngine and the services delivered by Astros Marketing (Pty) Ltd from Durbanville, Cape Town to clients across South Africa.