Privacy Policy

PRIVACY & POPIA NOTICE

YOUR DATA. YOUR BUSINESS. OUR RESPONSIBILITY.

Last updated: [●] 2026

Great experiences sometimes start with a little information.

A name. An email address. A project idea. A request to hear something spectacular.

When you give Planetworld personal information, we take responsibility for using it properly.

This Privacy & POPIA Notice explains how TOMS Sound & Music (Pty) Ltd, registration number 1997/004027/07, trading as Planetworld (“Planetworld”, “we”, “us” or “our”) processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

1. WHO IS RESPONSIBLE FOR YOUR INFORMATION?

The responsible party is:

TOMS Sound & Music (Pty) Ltd t/a Planetworld
Registration number: 1997/004027/07
Telephone: 0860 656 463
General email: info@planetworld.co.za
Address: 3 Ruacana Street, Waterfall Commercial District, Buccleuch, Sandton, 2191

Information Officer

Maurice van Heerden – CEO
Email: privacy@planetworld.co.za
Telephone: 0860 656 463

2. WHAT WE COLLECT

What we collect depends on what you ask us to do.

Mailing list

If you subscribe for Planetworld updates, we may collect:

• first name;
• last name; and
• email address.

Become a Dealer

If you apply to become a Planetworld dealer, we may collect:

• business name;
• contact person's name;
• job title;
• email address;
• telephone number;
• website;
• primary region;
• primary interests;
• applications or sectors relevant to your business;
• brands of interest; and
• information you provide about your business.

Book a Demo

If you request a demonstration or Planetworld experience, we may collect:

• business name;
• contact person's name;
• job title;
• email address;
• telephone number;
• website;
• primary region;
• primary interests;
• applications or sectors relevant to your business;
• brands of interest; and
• information you provide about your business.

Website use

When you use the Website, certain technical information may also be processed automatically through cookies and similar technologies. Depending on the tools enabled on the Website, this may include information such as:

• IP address;
• device and browser information;
• pages visited;
• interaction with the Website;
• referral information; and
• cookie or similar identifiers.

Our Cookie Notice explains this in more detail.

3. WHY WE USE YOUR INFORMATION

We use personal information for specific business purposes, including to:

• respond to enquiries;
• process and assess dealer applications;
• communicate with prospective and existing dealers;
• arrange demonstrations and visits to Planetworld facilities;
• understand your product, technical or project interests;
• put you in contact with the appropriate Planetworld team;
• manage and improve our customer, dealer and user experience;
• operate, maintain, secure and improve the Website;
• understand Website usage and performance;
• send Planetworld news, product, event and other marketing updates where you have agreed to receive them;
• maintain appropriate business and compliance records;
• exercise or defend legal rights; and
• meet our legal and regulatory obligations.

We do not collect personal information simply because we can.

4. WHY WE ARE ALLOWED TO PROCESS IT

Depending on the circumstances, Planetworld may process your information because:

• you have consented;
• the processing is necessary to take steps at your request;
• it is necessary for the performance of an agreement;
• it is required or permitted by law;
• it protects a legitimate interest of yours;
• it is necessary for Planetworld to pursue a legitimate business interest, subject to your rights under POPIA; or
• another lawful ground under POPIA applies.

Where the law requires your consent, we will ask for it.

5. MARKETING

If you deliberately sign up for the Planetworld mailing list, you are asking us to send you Planetworld news, launches, product information, events and related updates.

That choice is yours.

Marketing consent must be optional and will not be bundled into a dealer application, demonstration booking or other Website enquiry.

You can withdraw your marketing consent or unsubscribe at any time using the unsubscribe facility contained in our communications or by contacting us.

No drama. No guilt. No endless unsubscribe obstacle course.

6. MAILCHIMP & SERVICE PROVIDERS

Planetworld currently uses Mailchimp to help manage and distribute its electronic mailing list.

If you subscribe for Planetworld marketing, the personal information required for that subscription may therefore be processed through Mailchimp’s systems.

Planetworld may also use carefully selected service providers to provide services such as:

• Website development and maintenance;
• Website hosting;
• data storage and backup;
• security;
• analytics;
• email and communications infrastructure; and
• other technical services necessary to operate the Website.

These providers process information only for legitimate purposes associated with the services they provide and must be subject to appropriate confidentiality, security and data protection arrangements.

Planetworld does not sell your personal information.

7. WHERE OUR WEBSITE DATA IS HOSTED

Planetworld's Website and Website database are hosted through a South African hosting provider.

Information submitted through the Become a Dealer and Book a Demo forms is stored in the Website database and made available to appropriate internal Planetworld personnel so that they can deal with the enquiry.

Planetworld does not presently intend to pass information submitted through those forms to independent dealers, manufacturers or other third parties merely because the information was submitted through the Website.

If that practice changes, this Notice will be updated.

8. INFORMATION OUTSIDE SOUTH AFRICA

Although Planetworld's Website database is hosted locally, some third party technology providers used by Planetworld may process or store information outside South Africa.

This may include, in particular, the technology used to manage Planetworld's mailing list and, depending on the Website configuration, certain analytics or other third party technologies.

Where personal information is transferred outside South Africa, Planetworld will take reasonable steps to ensure that the transfer is permitted by POPIA and that the information receives an appropriate level of protection.

9. MAPS, SOCIAL MEDIA & THIRD PARTY SERVICES

The Website may contain links to Planetworld's social media pages and may use mapping or other third party functionality.

Clicking a link that takes you away from Planetworld places you on the relevant third party's platform, where that party's own privacy rules apply.

If Planetworld embeds third party functionality directly into the Website and that functionality processes personal information, its use will be dealt with through this Notice, our Cookie Notice and our consent management tools where appropriate.

10. COOKIES & ANALYTICS

Planetworld may use cookies and similar technologies to:

• make the Website function;
• keep it secure;
• remember appropriate settings;
• understand how users interact with the Website; and
• improve Website performance and content.

Non-essential analytics, advertising or tracking technologies will be managed through Planetworld's cookie consent mechanism where consent is required.

For more information, see our Cookie Notice.

11. HOW LONG DO WE KEEP INFORMATION?

Not forever.

Planetworld keeps personal information only for as long as reasonably necessary for:

• the purpose for which it was collected;
• the relationship concerned;
• legitimate operational or evidential requirements; or
• applicable legal, regulatory or contractual obligations.

When information is no longer reasonably required, we will delete, destroy or de-identify it as appropriate.

Marketing information may be retained for the purpose of recording an unsubscribe or objection so that we know not to contact you again.

12. SECURITY

Planetworld uses reasonable technical and organisational safeguards designed to protect personal information against:

• loss;
• damage;
• unauthorised destruction;
• unlawful access;
• misuse; and
• unauthorised disclosure or alteration.

No connected environment can be guaranteed to be completely risk free, but protecting information is something we take seriously.

Where Planetworld has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, it will deal with the incident in accordance with applicable law.

13. YOUR RIGHTS

Subject to POPIA and other applicable law, you may:

• ask whether Planetworld holds personal information about you;
• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion or destruction where legally appropriate;
• object to processing in appropriate circumstances;
• withdraw consent where processing is based on consent;
• object to direct marketing at any time; and
• lodge a complaint with the Information Regulator.

Requests may be sent to:

privacy@planetworld.co.za

Planetworld may need to verify your identity before giving access to information or acting on certain requests.

14. ACCESS TO INFORMATION

Access to records held by Planetworld is also regulated by the Promotion of Access to Information Act 2 of 2000 (“PAIA”).

Planetworld's PAIA Manual explains the categories of records held by the business and the procedure for requesting access.

[LINK TO PAIA MANUAL – TO BE INSERTED ONCE PREPARED]

15. INFORMATION REGULATOR

You are entitled to approach the Information Regulator (South Africa) regarding your rights under POPIA or PAIA.

The Regulator's current contact information and complaint procedures are available from its official website:

www.inforegulator.org.za

16. CHANGES TO THIS NOTICE

Planetworld's business and technology evolve.

We may update this Notice when our information practices, service providers, technologies or legal obligations change.

The version published on the Website is the current version.

17. TALK TO US

Privacy question? Data request? Something doesn't look right?

Talk to us.

Information Officer: Maurice van Heerden, CEO
Email: privacy@planetworld.co.za
Telephone: 0860 656 463
Address: 3 Ruacana Street, Waterfall Commercial District, Buccleuch, Sandton, 2191

Your information matters. We treat it that way.