Who controls your personal information
This privacy policy applies to Beloved, operated by Astros Marketing (Pty) Ltd, from our keepsake studio in Lynnwood, Pretoria. It covers personal information supplied when you enquire, place an order, request a quote, approve a proof, arrange collection from one of our pickup areas, or receive a courier delivery anywhere in South Africa.
We are responsible for deciding how and why your information is used for our services. Our team may handle information only for the purpose of assisting you with personalised gifts, memorial items, engraving, photo book design, packaging and delivery.
- Operator: Astros Marketing (Pty) Ltd
- Base: Lynnwood, Pretoria
- Service area: Nationwide courier delivery and selected pickup points
Information we collect for orders and enquiries
We collect only the details needed to process your request and complete your order properly. This may include your name, contact details, delivery address, billing details, order notes, inscription text, photographs, and any other information you choose to share with us for a keepsake or memorial product.
Because many of our items are personalised, we may also receive names, dates, short messages, and image files intended for engraving, printing or album creation. If you request a bulk family order, we may receive details for several recipients at once. Please ensure any information you submit is accurate and up to date.
- Contact details and delivery information
- Personalisation text, dates and special instructions
- Photo files for books, covers and memorial items
- Proof approval responses and order preferences
How we use your information
We use your personal information to prepare quotations, process orders, confirm payment status, produce your personalised item, and arrange collection or courier delivery. We also use it to send order updates, proof requests, packaging notices and follow up communication where needed.
We may use limited information for internal record keeping, quality control and service improvement. This helps us avoid errors in names, dates and inscriptions, especially where items are intended for memorial use and accuracy matters greatly. We do not use your information for unrelated purposes without a lawful basis.
Payments, proofs and courier handling
When you submit an order, your details may be shared with staff involved in production, engraving, customer care and logistics. This includes the people who prepare your proof, check spelling and dates, package the item, and hand it over to a courier or collection point.
Courier and packaging information is shared only to complete delivery. If you choose a pickup point in Lynnwood, Menlyn, Brooklyn, Centurion, Silverton, Garsfontein, Montana or Midrand, we use the details needed to release the order correctly. We may retain proof records and delivery records for reasonable administrative purposes.
- Proof approval records
- Delivery instructions and address labels
- Collection verification where applicable
- Packaging and dispatch notes
How we protect and store your information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss or misuse. Access is limited to staff who need the information to do their work. Files and order records are stored in a controlled manner, and we use care when handling photographs and personal inscriptions.
While we take privacy seriously, no system can be guaranteed completely secure. If you send information over the internet, there is always some risk. Please avoid sending anything unnecessary and only share content that is required for your order. Our studio also follows practical security steps for physical records and completed items.
Your rights under POPIA
You have rights in relation to your personal information, and you may contact us through the enquiry form on our contact page to exercise them. Subject to lawful limits, you may ask to access, correct or delete certain information, or object to specific processing where appropriate.
You may also withdraw consent where consent was the basis for processing, although this may affect our ability to complete your order. If you believe your information has been used incorrectly, you may raise the matter with us so we can investigate and respond in a fair way.
- Request access to information we hold
- Ask for corrections to inaccurate details
- Object to certain processing where allowed
- Raise a privacy concern about your order or record
Retention, changes and contact through our form
We keep personal information for as long as needed to complete your order, meet legal obligations, resolve disputes and maintain appropriate business records. When information is no longer required, we will take reasonable steps to delete or anonymise it where appropriate.
We may update this policy from time to time to reflect legal, operational or service changes. The latest version will apply when published. If you have a privacy question, or want to discuss how your details are handled, please use the enquiry form on our contact page. That is the correct channel for all privacy requests.