Privacy Policy

How Printer Rental collects, uses and protects your personal information

Effective date: 29 September 2026

This policy explains what personal information Printer Rental collects through printerrental.co.za, why we collect it, who we share it with, and what rights you have. It is written to meet our obligations under South Africa’s Protection of Personal Information Act 4 of 2013 (POPIA).

In this policy, “we”, “us” and “Printer Rental” refer to the business operating printerrental.co.za from 45 Namar Road, Sanddrift, Century City, Milnerton, 7441.

1. Who is responsible for your information

Printer Rental is the responsible party (data controller) for the personal information described here.

Address: 45 Namar Road, Sanddrift, Century City, Milnerton, 7441
Telephone: 021 555 2334 or 021 555 1895
Email: info@printerrental.co.za
Office hours: Monday to Thursday 08:00–17:00, Friday 08:00–16:30. Closed weekends and public holidays.

Questions about this policy, or any request relating to your personal information, should be sent to our Information Officer at info@printerrental.co.za, marked for the attention of the Information Officer.

2. What we collect, and when

We only collect information you give us, or that is generated automatically when you browse the site.

When you request a quote or contact us — through the quote form, a branch contact form, or the enquiry forms on our Cape Town, Johannesburg and Durban pages — we collect your name, email address, telephone number, company name, town or city, and whatever you write in your message.

When you book a service or repair we additionally collect the service address, whether you hold a service plan with us, the type of service required, and your preferred date and time.

When you apply to rent a printer we collect the information needed to assess and set up a rental agreement. This is the most sensitive information we handle, and is covered separately in section 3.

When you browse the site our analytics and advertising tools record technical information such as your IP address, browser and device type, the pages you view, and how you reached the site. This is covered in section 6.

When you use live chat on our Virtual SIM page, the chat provider records the messages you send and basic technical details of your visit.

We do not knowingly collect information from children, and we do not sell your personal information to anyone.

3. Rental applications and credit checks

A printer rental application is a request for credit, so it requires more information than a general enquiry. Depending on whether you apply as a business or an individual, we may collect:

Company registration documents (CIPC / CK / CoR) and your VAT registration number
Identity document copies for each director
Three months of bank statements or financial statements
Proof of business address, trading name, nature of business and date established
Contact details for the applicant and the business

Please read this carefully. When you submit a rental application you are asked to consent to your details being shared with credit bureaux, credit authorities and finance institutions so that we (or the finance house funding the rental) can perform a credit assessment. That consent is given by ticking the consent boxes on the application form. A credit check may leave a record with the credit bureau concerned.

If you would prefer not to give this consent, you can still contact us by phone or email to discuss rental options — but we will not be able to process a formal rental application without it.

Identity documents and bank statements are used solely to verify your application and to prepare a rental agreement. They are not used for marketing.

4. Why we use your information

We use personal information for the following purposes, and no others:

To respond to your enquiry and prepare a quote
To assess a rental application and, if approved, to prepare and manage the rental agreement
To schedule deliveries, installations, services, repairs and collections
To supply toner, maintenance and technical support during a rental
To record meter readings and issue accurate invoices
To keep accounting, tax and company records required by law
To improve the website and understand which pages and adverts are useful
To detect and block spam and fraudulent submissions

Our lawful bases under POPIA are: performance of a contract with you, compliance with a legal obligation, our legitimate business interests, and — for credit checks and marketing — your consent.

5. Who we share it with

We share personal information only where it is necessary, and only with:

Credit bureaux and finance institutions — for rental applications, with your consent (section 3)
Our service and delivery technicians — so they can reach you and attend site
Our hosting and IT providers — the website is hosted on servers in South Africa; our forms, analytics, advertising, spam-filtering and live-chat providers are named in section 6
Our professional advisers and auditors — where they need it to do their work
A regulator, court or law-enforcement body — where we are legally required to disclose it

We do not sell, rent or trade your personal information.

6. Cookies, analytics and advertising

This site uses cookies and similar technologies. Some are necessary to make the site work (for example, remembering the contents of a basket or keeping a form session alive). Others help us measure and advertise.

The third-party services that may set cookies or receive technical data about your visit are:

Google Analytics and Google Tag Manager — to measure how the site is used
Google Ads — to measure advertising performance and show relevant adverts
Google reCAPTCHA — to protect our forms from automated abuse
Zoho SalesIQ — live chat on our Virtual SIM page
Akismet — to filter spam submissions

You can block or delete cookies in your browser settings. If you do, parts of the site may not work as intended.

7. Sending information outside South Africa

Our website is hosted in South Africa. However, some of the providers listed in section 6 — notably Google and Zoho — process information on servers outside South Africa. Where that happens, we rely on those providers’ contractual safeguards and their own data-protection commitments, as permitted by section 72 of POPIA.

8. How we protect your information

We take reasonable technical and organisational steps to protect personal information, including encrypted (HTTPS) connections across the whole site, restricted administrator access, security headers, activity logging, and regular backups.

No website can promise perfect security. If a breach occurs that creates a real risk of harm to you, we will notify you and the Information Regulator as POPIA requires.

9. How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, and then for as long as the law requires us to retain records. In practice:

Enquiries and quotes that do not proceed — kept for a limited period so we can follow up, then deleted
Rental agreements, invoices and accounting records — kept for the periods required by South African tax and company law
Supporting documents for declined applications — deleted once the application is closed, unless we are required to keep them

10. Your rights

Under POPIA you have the right to:

Ask what personal information we hold about you, and request a copy
Ask us to correct information that is inaccurate, misleading or out of date
Ask us to delete information we no longer have a lawful reason to keep
Object to us using your information for direct marketing, at any time
Withdraw a consent you previously gave, including consent to a credit check (this will not undo a check already performed)
Complain to the Information Regulator

To exercise any of these rights, email info@printerrental.co.za. We may ask you to verify your identity before we act, so that we do not disclose your information to someone else.

11. Complaints

If you are unhappy with how we have handled your personal information, please contact us first at info@printerrental.co.za so we can try to put it right.

You also have the right to complain directly to the Information Regulator (South Africa). Their current contact details and complaint forms are published at inforegulator.org.za.

12. Changes to this policy

We may update this policy as our services or the law change. The effective date at the top of the page shows when it was last revised. Please check back from time to time.