Privacy Policy

Lawful Basis for Processing

We process your personal information lawfully and in a reasonable manner that does not infringe your privacy. Our processing is justified on one or more of the following grounds recognised by POPIA:

• Your consent, given when you submit an enquiry, booking, or contact form
• The performance of a hire agreement, or steps taken at your request before entering into one
• Compliance with a legal or regulatory obligation that applies to us
• Our legitimate interests in operating, securing, and improving our hire business

Information We Collect

We may collect the following personal information when you interact with us:

• Full name and surname
• Email address
• Phone number
• Physical or delivery address (for delivery and collection)
• An optional map pin (GPS coordinates) you drop to mark your venue, used only to plan delivery and confirm the distance, and kept with your booking
• A copy of your identity document, for new customers collecting equipment
• Proof of residence, for new customers collecting equipment
• The licence disk of the vehicle used to collect equipment, recorded at collection
• Event details relevant to your booking or enquiry
• Payment information (EFT proof of payment and reference details)

We collect this information directly from you when you make an enquiry, place a booking, submit a contact form, create an account, or correspond with us via email, phone, or our website. We do not operate an online payment gateway: payment is made offline by EFT or cash, so we do not collect or store card details on our website.

How We Use Your Information

Your personal information is used for the following purposes:

• Processing and fulfilling rental bookings and enquiries
• Communicating with you about your booking, delivery, and collection
• Issuing invoices, receipts, and damage reports
• Verifying your identity for new customer collections
• Improving our services, website, and customer experience
• Sending relevant service updates (we do not send unsolicited marketing without consent)
• Complying with legal and regulatory obligations

Data Storage & Security

Your personal information is stored securely using industry-standard measures, including encrypted databases and secure server infrastructure. Access to personal data is restricted to authorised Party Time personnel who require it to perform their duties.

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. When information is no longer needed, it is securely deleted or anonymised.

While we take all reasonable steps to protect your data, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security but are committed to maintaining the highest practical standards.

Your Rights Under POPIA

As a data subject, you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete personal information
• Request deletion of your personal information, subject to legal retention requirements
• Object to the processing of your personal information for specific purposes
• Withdraw consent for processing where consent was previously given
• Lodge a complaint with the Information Regulator if you believe your rights have been infringed

To exercise any of these rights, please contact us using the details below. We will respond to your request within a reasonable timeframe, as required by POPIA.

Cookies & Website Analytics

Our website uses cookies and similar technologies. Strictly necessary cookies, which keep the site working and secure, are always active. Analytics cookies, which help us understand how visitors use the site so we can improve it, are only set with your consent through our cookie notice.

Where you consent, we use a privacy-respecting analytics service to collect aggregated, de-identified usage data. You may withdraw your consent or disable cookies at any time through your browser settings or our cookie notice. Please note that disabling certain cookies may affect parts of the website.

Third Parties Who Process Your Information

We do not sell, trade, or rent your personal information. We share it only with trusted operators (third-party processors) who help us run our website and hire business under written agreements that require them to protect your information and use it solely on our instructions:

• Our email and SMTP provider – sending booking, enquiry, and invoice correspondence
• Google reCAPTCHA – protecting our forms against spam and abuse
• Our analytics provider – aggregated website usage statistics, used only where you have consented

Some of these providers may process information on servers outside South Africa. Where this happens, we take reasonable steps to make sure your information enjoys a level of protection comparable to that required by POPIA. We may also disclose information where required to do so by law.

Retention of Your Information

We keep your personal information only for as long as necessary to fulfil the purpose for which it was collected, to meet our operational needs (such as honouring deposits, damage claims, and warranties on a completed hire), or to comply with legal, tax, and accounting obligations. When information is no longer needed, we securely delete or anonymise it. In practice:

• Contact enquiries: kept for 1 year after we have dealt with your message, then deleted.
• Financial records (invoices, receipts, payments, and the delivery address and distance that support each invoice): kept for a minimum of 5 years, as required by the South African Revenue Service (SARS). These records are not deleted on request during that period, even where you ask us to erase your other information.
• Identity and collection-verification documents (your ID copy, proof of residence, and the vehicle licence disk recorded at collection): kept only for the duration of the hire and a short period afterwards to resolve any deposit or damage dispute, then securely deleted.
• Saved delivery addresses: the addresses you choose to save for faster checkout are kept until you remove them or delete your account.
• Account details: kept while your account is active. If you delete your account we anonymise your details immediately, retaining only the financial records above for the SARS period.
• Consent records: we keep a dated record of the consent you gave (for example to marketing emails) for as long as we rely on it, so we can show it was freely given.
• Security and admin activity logs: kept for 12 months, then automatically removed.