Who is responsible for your information

This website is operated by Astros Marketing (Pty) Ltd, 2 Makro Place, Sunnyrock 1401. For the Personal Videos Memorial service, we act as the responsible party for personal information collected through the website enquiry form and for information you provide to us so that we can prepare a memorial tribute video or photo slideshow.

Because our work often involves sensitive family material, we aim to handle all personal information with care, confidentiality and respect. This policy applies to information submitted online and to physical material dropped off in person in Durbanville for scanning or restoration.

What personal information we collect

We collect only information that is reasonably necessary to respond to your enquiry and provide the requested service. The information may relate to the person making the enquiry, the deceased person being honoured, and family members or other people shown or mentioned in photos, video clips, captions or written notes.

Contact details and enquiry information submitted through the contact page.
Photos, albums, slides, prints, home video clips and scanned material sent to us or dropped off.
Names, dates, relationships, messages, tribute wording and service details you ask us to include.
Music preferences, file delivery details and instructions about how the tribute should be shared with family.
Limited technical information collected by the website, such as standard usage or device data, where needed for site operation and security.

Please do not send us information that is not relevant to the tribute. Where you provide material featuring other living people, you confirm that you have the right or permission to share it for this purpose where required.

How we use personal information

We use personal information to communicate with you, prepare tribute videos and slideshows, scan and restore photographs, arrange content in the order you request, add titles or written messages, and deliver the final files or USB keepsakes. We may also use information to protect our systems, keep records of instructions, and manage lawful business administration.

To respond to enquiries sent through the website.
To verify instructions and confirm the scope of the work requested.
To create, edit, export and deliver the tribute or slideshow.
To return original physical items where applicable.
To meet legal obligations, resolve disputes or enforce our terms where necessary.

We do not use your material for unrelated marketing without a lawful basis or your consent. We do not arrange funerals, film services live or provide grief counselling, and information sent to us is handled only in connection with the memorial media service requested.

Sharing and disclosure

We treat tribute material as private. We do not sell personal information. We may share information only where it is necessary to provide the service, operate the website, comply with law, or protect rights and safety.

In practical terms, this may include sharing limited information with service providers who assist with website hosting, file transfer, storage, backup or technical support, subject to appropriate confidentiality and security duties. If a family asks us to prepare files for wider distribution, we will do so according to the instructions received from the authorised contact person.

Where the law requires disclosure, or where we must protect our legal position, we may disclose information to regulators, advisers, insurers or law enforcement bodies as permitted by POPIA and other applicable law.

Storage, security and retention

We take reasonable technical and organisational steps to secure personal information against loss, unauthorised access, misuse, alteration or destruction. This includes access control, careful handling of physical media, and secure processes for receiving and delivering digital files.

Personal information is kept for as long as reasonably necessary to complete the work, communicate with the family, maintain required records and deal with any follow up relating to the tribute. Original materials and final files should be kept safely by the family as their own record.

Although we take reasonable care, no online transfer or electronic storage method is completely risk free. If you send files over the internet, you do so with an understanding of that ordinary risk.

Your rights under POPIA

Subject to POPIA and any other applicable law, you may ask to access, correct or delete personal information we hold about you, or object to certain processing where the law allows. You may also ask questions about how your information is being used or request that inaccurate information be updated.

Request confirmation of whether we hold personal information about you.
Request access to personal information, subject to lawful limitations.
Request correction, deletion or destruction of information that is inaccurate, irrelevant or excessive.
Object to processing in certain circumstances allowed by POPIA.
Lodge a complaint with the Information Regulator if you believe your rights have been affected.

To make a privacy related request, please use the enquiry form on our contact page and provide enough detail for us to identify your request and respond appropriately.