1. Information We Collect When You Enquire
Deephole collects personal information that you choose to submit through our contact and enquiry channels, together with information needed to respond to your request and support your operations. This may include your name, company details, role, location, the nature of your machine or tooling query, and any notes you provide about installation, commissioning, breakdown support or training. We may also keep records of correspondence and service interactions so that we can follow up properly.
We only collect information that is reasonably required for sales, service and support related to gun-drilling and deep-hole boring machines, tooling and related services. Where you provide technical details about your production environment, that information is used to assess the request and recommend an appropriate next step.
- Enquiry form submissions and related correspondence
- Service notes, commissioning records and support requests
- Contact details for relevant staff at your business
- Information needed for training, setup or troubleshooting
2. How We Use Your Personal Information
We use personal information to respond to enquiries, arrange site visits, manage service requests, prepare quotations, and provide ongoing support. Where you ask for machine installation, alignment checks, tooling selection or preventive maintenance, we may use your details to coordinate access, schedule work and keep a record of the work completed. This helps us maintain continuity when you return for further support or parts assistance.
We may also use your information to improve internal record keeping, manage customer relationships and meet legal obligations. Your information is not used for unrelated marketing without a lawful basis. If you contact us for production startup support or operator training, the information you provide is used only for that purpose and for follow up where needed.
- To answer enquiries and provide quotations
- To schedule installations, commissioning and support
- To manage tooling and spare parts requests
- To keep service and training records
3. Storage, Security and Retention of Records
We take reasonable technical and organisational steps to protect personal information against loss, unauthorised access, misuse or alteration. Access is limited to staff and service providers who need the information to carry out their duties. Records may be kept in paper or electronic form, depending on the type of interaction and the support needed.
We retain personal information only for as long as it is needed for the purpose it was collected for, or as long as required by law. In some cases, we may need to keep records longer for warranty, service history or compliance purposes. Once records are no longer required, they are securely deleted or destroyed. This policy is reviewed from time to time, and updates may be made when our processes change.
4. When Information May Be Shared
Deephole may share personal information only where it is necessary for legitimate business purposes, for example with internal staff handling your request, or with trusted service providers who assist with administration, record keeping or technical support. Any third party that receives personal information is expected to handle it in a responsible manner and to use it only for the purpose we have authorised.
We may also disclose information where the law requires us to do so, or where it is needed to protect our rights, property or safety, or that of our customers and staff. We do not sell personal information. If a request involves transport, site access or technical coordination, we may share only the minimum details needed to complete the work.
- Internal service and support staff
- Administrative or technical service providers
- Authorities where disclosure is legally required
- Third parties only for the specific task requested
5. Your POPIA Rights and How to Exercise Them
Under POPIA, you may have the right to ask whether we hold personal information about you, to request access to that information, and to ask for correction of inaccurate details. In certain cases you may also object to the processing of your information, subject to legal and contractual obligations. Where we are allowed to do so, we will assist with reasonable requests relating to your personal information.
If you would like to make a request, please use the enquiry form on our contact page and provide enough detail for us to identify your record. We may ask for proof of identity before we act on a request, especially where the request relates to confidential service records or business contact information. Please allow a reasonable period for us to respond.
- Request access to your personal information
- Ask for correction of inaccurate information
- Object to certain forms of processing
- Withdraw consent where consent was the lawful basis
6. Cross-Border Services, Support Records and Policy Contact
Deephole supplies and supports manufacturers and engineering shops across South Africa, including Benoni, Johannesburg, Pretoria, Durban, Cape Town and Gqeberha. If any information is processed or stored outside South Africa through a service provider, we will take reasonable steps to ensure that the information is handled with a level of protection that is appropriate under applicable law. This includes records linked to machine installation, commissioning, tooling support and follow up service work.
For privacy related queries, please use the enquiry form on our contact page. The operator of this site is Astros Marketing (Pty) Ltd, acting on behalf of Deephole for the purpose of online administration and enquiry handling. By submitting information to us, you confirm that the details provided are true and that you are authorised to share them where they relate to your business or employer.