1. Information we collect when you use our services
Machines Africa Hub collects personal information that is necessary to manage import planning, shipping coordination, customs clearing, document management and related logistics services. This may include contact details, company details, ID or passport numbers where required, tax numbers, delivery addresses, cargo details, and information needed for tariff classification or port release. We may also keep records of correspondence through our contact form, phone, WhatsApp, and in-person instructions received at our Durban base in Umbilo or at branch offices in Johannesburg, Cape Town, Durban, Springfield Park, Jet Park, City Deep and Paarden Eiland.
In some cases we also collect vehicle, fleet, and cargo information relevant to transport, bonded storage, site offloading, cargo insurance, and inland movement. We only ask for information that is reasonably needed to provide the service, meet legal obligations, or protect your shipment from delay at port or at inland terminals.
2. Why we process personal information
We process personal information to carry out our day-to-day freight and clearing work, and to meet legal, contractual, and compliance requirements. This includes preparing shipping instructions, lodging customs entries, coordinating port collection, arranging transport, and communicating updates to clients and their authorised representatives.
- To provide import, shipping, clearing, and logistics services
- To classify goods for customs and determine duties and taxes
- To manage invoices, payments, and account records
- To respond to queries, claims, and service requests
- To comply with customs, port, tax, and trade rules
- To protect against fraud, loss, and unauthorised release of cargo
We may also use information to improve our service flow, including planning around load-shedding, port congestion, public holidays, and coastal humidity conditions that can affect certain machinery and packed equipment.
3. Sharing information with third parties
We only share personal information where it is necessary for the service, where the law allows it, or where you have authorised us to do so. This may include sharing information with customs authorities, port terminals, shipping lines, transport providers, insurers, warehouse operators, and other logistics partners involved in the movement or release of cargo.
Where we work with service providers or contractors, they are expected to keep information confidential and use it only for the purpose we specify. If information must be sent outside South Africa for a shipment or regulatory reason, we take reasonable steps to ensure appropriate safeguards are in place.
4. How we protect your information
We use reasonable technical and operational measures to protect personal information against loss, misuse, unauthorised access, and improper disclosure. These measures include access control, password protection, secure record handling, and limiting access to staff who need the information to do their work. Our team, including operations, clearing, client services, fleet coordination, and trade compliance, is trained to handle information carefully and only for lawful purposes.
- Secure storage of paper and electronic records
- Restricted access to client files and customs documents
- Controlled release of instructions and supporting documents
- Retention of records only for as long as required by law or contract
No method of transmission is fully risk free, but we work to reduce risk where information moves between offices, ports, depots, and clearing agents.
5. Your rights under POPIA
You have rights in relation to your personal information, subject to applicable law and trade requirements. You may ask us to confirm whether we hold your information, request access to it, ask for correction of inaccurate details, or object to certain processing where the law permits.
To update your contact details, request a copy of records, or ask how your information is used, write to us through our contact form. We may need to verify your identity before making changes or sharing records, especially where cargo, customs, or payment matters are involved.
- Access your personal information
- Request correction or deletion where the law allows it
- Object to processing in certain cases
- Withdraw consent if consent was used as the lawful basis for processing
6. Retention, operator details, and policy contact
We keep personal information for as long as needed to provide services, resolve disputes, meet tax and customs recordkeeping duties, and comply with applicable South African law. Some records must be retained for longer periods because customs and trade rules require it. When information is no longer needed, we dispose of it securely.
Machines Africa Hub is operated by Astros Marketing (Pty) Ltd. Our principal contact is Sibusiso Ntuli, Managing Director, and our support team includes Tumisang Mahlaba, Retief Labuschagne, Nomsa Dlamini, Luthando Mchunu and Fatima Cassim. Questions about this policy can go to Sibusiso Ntuli through our contact form. By using our services, you acknowledge that we may process personal information as set out in this policy and as required for lawful freight and clearing operations.