Information we receive during an enquiry or contract
RelGen collects personal information that is needed to respond to an enquiry, prepare a service contract, carry out generator servicing, and keep proper records. This may include a name, business name, role, contact details, site address, billing details, and notes linked to equipment on site. In some cases we also record access instructions, callout history, and service preferences so that work can be arranged properly.
We may receive information directly from you, from an authorised representative at your business, or from records created during a maintenance visit. Technical records can include inspection findings, fault notes, battery condition, oil and filter changes, coolant observations, load bank results, changeover switch checks, and similar service details.
Why the records are kept
We use personal information to manage maintenance contracts, respond to emergency callouts, schedule preventive inspections, and complete the work agreed for each site. It also helps us maintain service records, track repeat faults, confirm attendance, and support warranty or compliance related queries where applicable.
RelGen may also use information for invoicing, account administration, safety coordination, and follow up on outstanding service items. Where electrical work is required, it is arranged only through qualified people acting in line with local regulations and site rules. We do not use personal information for unrelated purposes without lawful reason and, where required, your consent.
Who may see the information
Access to personal information is limited to staff and contractors who need it to carry out their duties. This can include operations, scheduling, technical support, stores and logistics, and contract administration. The information is handled on a need to know basis and is not shared casually.
- Service staff attending your site in Midrand, Johannesburg, Pretoria, Durban, Cape Town, Polokwane, Centurion or Sandton
- Administrative staff managing contract records and service schedules
- External parties where disclosure is required by law, or to protect safety, property, or lawful interests
We do not sell personal information. If a third party is used to assist with administration or record keeping, they must protect the information and use it only for the agreed purpose.
How records are protected in practice
RelGen uses reasonable technical and organisational measures to protect personal information against loss, unauthorised access, and unlawful use. This includes access control, limited user permissions, secure storage, and sensible handling of paper and digital records. Where records are moved between offices, sites, or service teams, they are kept under control and not left exposed.
Generator maintenance often involves site access details, load testing notes, and fuel system observations, so we keep records as accurate as possible. We also try to limit what is collected to what is necessary for the work. In a power related environment, accuracy matters, and a small error can cause delays or miscommunication.
How long we keep service and contact details
Personal information is retained only for as long as it is needed for the purpose it was collected for, or as required by law, tax requirements, contractual obligations, or dispute handling. Service records may need to be kept for a longer period because they support maintenance history, fault tracing, and contract administration over time.
When information is no longer needed, it is deleted, destroyed, or de-identified in a manner that is suitable to the type of record. Some records may remain in archived form where this is required for lawful business purposes, but they are not kept longer than necessary. We take care not to keep duplicates that serve no practical purpose.
Your rights under POPIA
You may ask whether we hold personal information about you, request correction of inaccurate details, or object to certain forms of processing where the law allows it. You may also withdraw consent where consent was the basis for processing, provided this does not affect information we must keep for lawful reasons or for an active service contract.
- Request a copy of the personal information we hold about you
- Ask for correction of outdated or inaccurate details
- Raise an objection to processing where permitted by law
- Raise a complaint if you think your information was handled badly
Requests are handled through our usual enquiry channel on the contact page and may be followed by verification steps so that information is only released to the correct person.