Information collected for rentals and event logistics
We collect personal information needed to handle enquiries, prepare quotes, plan deliveries and manage venue set-up and collection. This may include a name, contact details, event date, venue address, access notes, billing details and any instructions needed for safe placement of LED lightboxes, marquee letters or illuminated signs.
We may also receive details sent through our online enquiry channel, together with correspondence that helps us confirm what is required for a wedding, party, launch or corporate event. Where a venue asks for proof of insurance, delivery instructions or loading details, we keep that record with the job file.
How we use personal information
Personal information is used to manage the rental process from first enquiry to post-event collection. That includes planning transport, checking venue power points where required, arranging safe cable routing, coordinating installation teams and recording any changes to the booking.
We may use information to prepare documents, update internal schedules, respond to account questions and keep a history of services provided. Where a client asks for multi-item install, indoor placement, outdoor placement or late night collection, the related details are stored so the job can be completed correctly.
- Booking administration and delivery planning
- Venue access and installation coordination
- Billing, records and account support
- Collection, damage reporting and follow-up notes
Sharing information with service partners
We share personal information only where it is necessary for the service requested or where law requires it. That may include passing delivery details to drivers, installation staff or other support personnel involved in the booking.
If a venue, landlord, security team or event coordinator needs access information to allow safe entry, we may share only the details required for that purpose. We never trade in personal information or pass it to other parties for marketing that is unrelated to your booking.
- Internal staff working on the booking
- Vehicle and installation personnel handling transport
- Venue contacts where access instructions are needed
- Professional advisers or authorities where law requires disclosure
Storage, security and retention of records
We keep records in controlled systems and paper files where needed for operational purposes. Reasonable technical and organisational safeguards are used to reduce the risk of unauthorised access, loss or misuse of personal information.
We hold records only while they are needed for the booking, service, tax, legal or operational needs linked to that booking. After that, information is deleted or archived in line with lawful recordkeeping requirements and internal retention practices.
Your rights under POPIA
POPIA lets every client check what LED-Lightbox Rental keeps on file, ask for a copy, correct mistakes and object to some uses of their details. Where information must be kept for a legal or contractual reason, we will explain that position.
Send any request about personal information through the contact form on our website. We may need to verify identity before actioning a request, especially where booking records, venue details or billing information are involved.
- Request access to your personal information
- Ask for correction of details that are wrong or incomplete
- Object to certain processing where lawful
- Request deletion where the law does not require retention
Cookies, website use and policy updates
We may use basic cookies and related tools on our website to help with performance, security and handling forms. These tools help us understand whether pages load correctly and whether form submissions are received properly, without giving us more information than is needed for the site to function.
Our policy may change when our services, legal duties or internal processes change. The version published on the website is the one that applies at the time of use. Where a material change affects the way personal information is handled, we will reflect that in the updated text.
Astros Marketing (Pty) Ltd operates LED-Lightbox Rental as the responsible operator for this service. If you use the enquiry form, you agree that the details you provide may be used for the lawful handling of your booking and related records.