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Privacy policy

This policy explains how Vectorization Studio, operated by Astros Marketing (Pty) Ltd, collects, uses and protects personal information in line with POPIA. It applies to enquiries, project requests and any information shared with us through our contact page.

What this policy covers

Vectorization Studio provides logo redraws and hand-drawn vector illustration services for clients in South Africa. Our base is in Observatory, Cape Town, and we work with customers in Cape Town, Johannesburg, Durban, Pretoria, Bloemfontein and surrounding areas. This policy applies to personal information collected when you contact us, ask for a quote, brief a project, send artwork or otherwise communicate with us.

For purposes of the Protection of Personal Information Act, 2013, we are the responsible party for the information you give us. We handle that information in a careful and lawful way, and only for purposes connected to our services and day to day business operations.

2. Information we collect from you

We collect information that helps us respond to an enquiry, manage a project and keep proper business records. This may include your name, company name, contact details, invoice details, project briefs, reference files and any notes you choose to share. If you send logos, sketches, scanned artwork or other files, we may also process the content of those files as part of the work.

  • Contact and identity details supplied on an enquiry form
  • Business information relevant to the project
  • Artwork, files and instructions you upload or send
  • Communication records relating to the brief, revisions and approval
  • Billing and tax records where applicable

You should only send artwork you own, or for which you have the right to request redraw, tracing, adaptation or illustration work. If you provide third party material without permission, you remain responsible for that instruction and for ensuring the rights position is in order.

3. Why we use personal information

We use personal information to reply to enquiries, prepare estimates, manage artwork stages, deliver finished vector files and keep a record of the work agreed. In some cases we may also use information to follow up on a project, issue invoices, manage payments or resolve a support query. We do not use your information for purposes unrelated to the service you requested.

  • To assess your brief and respond to your enquiry
  • To create logo redraws, illustrations and related artwork files
  • To deliver files in formats such as SVG, EPS, PDF or AI
  • To keep a project history for revisions and approvals
  • To meet legal, tax and accounting obligations

Where we process artwork, the purpose is usually to redraw, trace or recreate a design in vector format, or to produce an original illustration based on your approved brief. We only use the information needed to complete that work.

4. Sharing information and third parties

We do not sell personal information. We may share information with service providers who help us run our business, for example hosting providers, cloud storage services, accounting systems or professional advisers. These parties are only given access to the information they need and are expected to handle it responsibly.

We may also disclose information where required by law, by a court order or where it is necessary to protect our rights, property or safety. If a project requires transfer of files to a specialist prepress or production workflow, the relevant artwork and instructions may be shared on a need to know basis only.

  • Service providers bound by confidentiality or similar duties
  • Qualified advisers such as accountants or attorneys
  • Authorities where disclosure is required by law

Where practical, we try to limit the amount of personal information shared and we take reasonable steps to ensure it is protected from unauthorised access.

5. Retention, storage and security

We keep personal information only as long as it is needed for the purpose it was collected, or for as long as legislation requires us to retain it. Project files, correspondence and invoicing records may be stored for a reasonable period so that we can handle queries, revisions or accounting matters. Once information is no longer required, we take steps to delete, archive or destroy it in a secure manner.

We use reasonable technical and organisational measures to protect information from loss, misuse, unauthorised access or unlawful disclosure. This includes access control, secure storage and careful handling of client files.

6. Your rights and how to contact us

You may request access to the personal information we hold about you, ask us to correct inaccurate details, object to certain processing where allowed by law, or request deletion where we are not required to keep the information. If you believe any information is wrong or outdated, please let us know so we can review it.

Enquiries about this policy, requests relating to your personal information, or complaints should be sent through the enquiry form on our contact page. We will review valid requests and respond within a reasonable time. If you are not satisfied with our response, you may have further rights under POPIA and related South African law.

  • Request access to your information
  • Ask for correction of inaccurate details
  • Withdraw consent where processing relies on consent
  • Lodge a complaint about the way your information is processed

We may revise this policy when legal or operational needs shift. The version shown here applies from the day it is posted.