Who this policy applies to
This privacy policy applies to visitors to our contact pages, sellers, buyers, suppliers, site contacts, and any other person who shares personal information with Machine Africa for the purpose of valuations, auctions, asset inspections, catalogue preparation, collection coordination, or related services. It also applies to information handled by our office teams in Kempton Park and by staff working on site in Johannesburg, Pretoria, Durban, Cape Town, Gqeberha, Germiston, Midrand, and other locations across South Africa.
For purposes of POPIA, Machine Africa is the responsible party for the personal information we collect in the ordinary course of business. Astros Marketing (Pty) Ltd may act as operator on our instructions where technical or administrative support is provided.
What personal information we collect
We only collect information that is reasonably needed for lawful business purposes. This may include details you submit through our enquiry form, information shared during a site visit, and records created while preparing an auction or valuation. We may also collect information from your company, appointed agents, or documents you provide for inspection or verification.
- Name, surname, company name, and role or title
- Contact details such as a telephone number, email address, and physical address
- Business and asset information linked to machinery, equipment, and site access
- Identification or authorisation details where needed for access, collection, or seller verification
- Records of correspondence, viewing attendance, inspection notes, and catalogue details
We do not knowingly collect more information than is needed for the task at hand. If you choose not to provide certain details, we may not be able to assist with a valuation, listing, or auction related service.
How we use your information
Personal information is used to respond to enquiries, arrange valuations, plan auctions, confirm access for site visits, prepare lot lists and catalogues, coordinate viewing days, and manage the practical steps involved in the sale or collection of machinery. We may also use it to maintain accurate business records and to communicate about the progress of a matter.
- To assess equipment and prepare an opinion of value
- To arrange site inspections, photography, and listing preparation
- To organise viewing days, collection, clearance, and closure support
- To verify authority to act for a seller or site owner
- To comply with legal, contractual, or regulatory duties
A valuation is an opinion of value based on the information available at the time. It is not a guarantee of sale price, and it does not create a promise of outcome.
Lawful basis and consent
We process personal information where it is necessary to take steps at your request, to perform a contract, to meet a legal obligation, or for our legitimate business interests, provided those interests do not override your rights. In some cases, we may ask for consent before using information for a specific purpose, and you may withdraw that consent where the law allows.
By submitting an enquiry or working with us on a valuation or auction process, you confirm that the information supplied is accurate to the best of your knowledge and that you are authorised to share it.
Sharing information with trusted parties
We may share personal information only when needed to carry out the services requested or where disclosure is required by law. This may include sharing with site representatives, collection teams, photographers, catalogue support, legal advisers, or other service providers acting under instruction.
- With authorised staff involved in valuations and auction administration
- With operators or service providers who assist with records, storage, or communications
- With regulators, courts, or law enforcement where required
- With a buyer or seller where the disclosure is necessary for the transaction
We do not sell personal information. Any third party who receives information from us is expected to keep it secure and use it only for the agreed purpose.
Storage, security, and retention
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, or alteration. Access is limited to staff and operators who need the information for their work. Records may be kept in electronic and paper form, depending on the nature of the transaction and operational requirements.
We retain personal information only for as long as necessary for the purpose for which it was collected, or as required by law, accounting practice, insurance needs, or dispute management. When information is no longer needed, we take steps to delete, destroy, or de-identify it in a secure manner.
Your rights under POPIA
You have rights in relation to your personal information, subject to the law. You may ask us to confirm whether we hold your information, request access to it, ask for correction where it is incomplete or inaccurate, or object to certain processing in lawful circumstances.
- Request access to your personal information
- Ask for correction or deletion where lawful and appropriate
- Object to processing in certain circumstances
- Withdraw consent where processing is based on consent
- Lodge a complaint with the Information Regulator if you believe your rights have been infringed
Requests relating to privacy can be made through our contact page enquiry form. We will deal with reasonable requests in line with POPIA and our internal procedures.