Personal information we collect for quotations and site work
We collect information that helps us manage enquiries, site checks, deliveries, setup, content loading, playback management and on-site technician support. This may include a name, organisation details, contact information, venue or roadshow locations, project notes, access instructions, content files, permit details and billing records.
Where a trailer or LED box installation is planned, we may also record technical information relevant to the job, such as screen size, pixel pitch, viewing distance, power arrangements, wind exposure, municipal requirements and live feed instructions. We keep only what is needed for the service, the record of the job and lawful administration.
How we use information on live campaigns and hire jobs
We use personal information to plan the work, prepare equipment, co-ordinate transport, manage setup and pack down, and support the playback or live feed on site. The same information may be used to communicate about permit guidance, weather monitoring, power planning and multi-stop routing where those details affect the event.
- To prepare quotations and confirm scope
- To schedule delivery, setup and collection
- To load approved content and manage playback
- To handle safety, access and municipal compliance matters
- To keep internal records and issue invoices or statements
Sharing limited details with people who help us deliver the service
We only share personal information when it is needed for the job or where the law allows it. That may include sharing with technicians, logistics staff, fabrication staff, or a venue contact who needs to coordinate access, loading areas or screen positions.
We may also share limited information with authorities, permitting offices or property managers when a municipal application, site access request or compliance check requires it. We do not sell personal information, and we do not trade client records for marketing purposes.
Storage, access and protection of records
We store records in controlled business systems and on devices used for operations, content playback and administration. Access is restricted to staff members and service providers who need the information to carry out their work.
- We protect files with role-based access where practical
- We keep operational records for lawful business and tax purposes
- We store content files and project notes only as long as needed
- We take reasonable steps against loss, unauthorised access and misuse
No method of storage is perfect, but we work to reduce the risk of unauthorised access, altered files or accidental disclosure.
Your POPIA rights and how to use them
You may request access to personal information we hold about you, ask for corrections to inaccurate details, or object to certain processing where POPIA allows it. You may also withdraw consent where consent is the legal basis for the processing, subject to any record keeping or contractual duties that still apply.
Requests can be made through our contact form. We may need enough information to verify the requester before releasing records or making changes, especially where project files or billing records are involved.
Cookies, browsing data and enquiry channels
When someone visits our site, standard technical data may be collected through normal browsing tools, such as page requests, device details and traffic logs. This information helps with site security, performance monitoring and basic administration, and it is not used to identify a person unless linked to an enquiry or service record.
Messages sent through our contact form are used only for the purpose of handling the enquiry, preparing a response, or managing a related job. Please avoid sending unnecessary personal details in content files or notes unless they are needed for the work.
Contact point for privacy matters
For privacy queries, correction requests or concerns about how your information is used, please contact the LEDBox team through our contact form. We review privacy matters within our normal business processes and keep a record of material requests for compliance purposes.
Operator: Astros Marketing (Pty) Ltd. Base: Germiston, Ekurhuleni. This policy applies to LEDBox operations linked to outdoor LED screen trailers, LED boxes and related event services across South Africa.