Astron Energy Call Agenda — Privacy Policy

Last updated: 10/10/2026

This Privacy Policy explains how personal information is handled in the Astron Energy Call Agenda platform — the web portal (callagenda.aecrm.co.za) and the iOS and Android mobile apps (together, the “Platform”). It supplements the Astron Energy Privacy Policy, which governs our general processing of personal information. Where this policy and the main policy differ in respect of the Platform, this policy applies.

The responsible party (data controller) is Astron Energy (Pty) Ltd. For any privacy query or request, contact our Information Officer at privacy@astronenergy.co.za. We process personal information in accordance with South Africa’s Protection of Personal Information Act, 2013 (POPIA).

1. Who the Platform is for

The Call Agenda Platform is an internal business tool for Astron Energy employees and authorised contractors — primarily Territory Managers and field staff — to plan and record retail site evaluations. It is not intended for the general public and is not directed at anyone under 18.

2. Information we collect

We collect only the information needed to operate the Platform:

• Account & identity — your work email address (and name) when you sign in with your Astron work account via Microsoft, so the Platform can load the sites allocated to you.
• Location (GPS) — the mobile apps record the GPS coordinates of a site when you begin an evaluation, to confirm the visit location. (The web portal does not collect GPS.)
• Photos & media — photographs you capture or attach to document site conditions as part of an evaluation.
• Evaluation data — the answers, measurements, notes and signatures you enter on the inspection and discussion forms.
• Device & usage data — basic technical and log information needed to run, secure and sync the Platform.
• Cookies (web portal only) — the web portal uses strictly necessary cookies to keep you signed in and maintain your session.

3. How we use your information

We use the information solely to provide the Platform’s function:

• Authenticate you and load the retail sites allocated to you;
• Capture, store and complete site evaluations (including offline on the mobile apps);
• Synchronise completed evaluations to Astron’s systems; and
• Maintain the security and integrity of the Platform.

We do not use this information for advertising, and we do not sell personal information.

4. How your information is stored and shared

On the mobile apps, evaluations are stored securely on your device so you can work offline, and are synced to Astron’s backend when you are online. We share information only with service providers who process it on our behalf, under appropriate safeguards:

Personal information is encrypted in transit (HTTPS/TLS). We may also disclose information where required by law or to protect our rights.

5. Platform permissions (iOS & Android apps)

The mobile apps request only the permissions needed for site evaluations. You can review or change these at any time in your device settings; some features will not work without them.

6. Retention

We retain evaluation and related personal information for as long as needed for the purposes above and in line with Astron Energy’s record-keeping and legal obligations, after which it is deleted or anonymised.

7. Your rights

Subject to POPIA, you may request access to, correction of, or deletion of your personal information, and you may object to certain processing. To exercise these rights, contact our Information Officer at privacy@astronenergy.co.za.

8. Children

The Platform is a workplace tool and is not intended for, or directed at, anyone under 18. We do not knowingly collect information from children.

9. Changes to this policy

We may update this policy as the Platform evolves. We will revise the “Last updated” date above and, where appropriate, notify users within the Platform.

10. Contact