Protection of Personal Information Act 4 of 2013 (POPIA)
Version 1.0 | Effective date: 9 September 2026
SonixSystems (Pty) Ltd (registration number 2026/289253/07) is a South African software company providing managed lead-management and automation services to businesses. For personal information that SonixSystems determines the purpose and means of processing, SonixSystems acts as the responsible party under POPIA.
Business address: 62 Nanyuki Rd, Sunninghill, Sandton, Johannesburg, 2191.
Information Officer: Andreo Burton Murugan.
Email: admin@sonixsystems.co.za
2. Purpose of This Privacy Notice
This Privacy Notice explains how SonixSystems collects, uses, stores, shares and protects personal information, and how data subjects may exercise their rights. It is intended to support the transparency requirements of POPIA, including section 18.
3. Who This Notice Applies To
This Notice applies to personal information processed by SonixSystems in its own capacity, including information relating to:
• prospective and existing customers and their authorised representatives;
• people who contact SonixSystems, request information, book or request a demonstration, or submit an enquiry through our website or other communication channels;
• suppliers, service providers and business contacts; and
• other individuals who interact with SonixSystems in a business context.
Where SonixSystems processes lead or customer information on behalf of a SonixSystems client as part of the managed service, the relevant client remains responsible for determining the purpose of that processing and SonixSystems processes the information in accordance with the applicable customer agreement and Data Processing Agreement.
4. Personal Information We May Collect
Depending on how you interact with us, we may collect information such as:
• name and surname;
• business or company name and role;
• email address and telephone number;
• business address, registration or billing information where required;
• information contained in enquiries, messages, forms and correspondence;
• service, package, configuration, support and account information relating to SonixSystems customers;
• payment and transaction-related information necessary for billing and account administration; and
• technical or usage information that may be generated when you use our website or online services, where applicable.
We aim to collect only personal information that is reasonably necessary for the relevant purpose.
5. How We Collect Personal Information
We may collect personal information directly from you when you:
• submit a website form or request a demonstration;
• contact us by email, telephone, WhatsApp or another business communication channel;
• enter into or administer a commercial relationship with SonixSystems;
• complete onboarding, configuration, support or billing documentation; or
• otherwise provide information to us in the course of doing business.
Where permitted by law, information may also be received from authorised representatives, customers, service providers or publicly available business sources.
6. Why We Process Personal Information
SonixSystems may process personal information for legitimate and lawful business purposes, including to:
• respond to enquiries and demonstration requests;
• prepare quotations and communicate with prospective customers;
• onboard, configure, provide, support and administer SonixSystems services;
• route and manage communications required to provide agreed services;
• manage customer accounts, subscriptions, billing and payment administration;
• maintain business, contractual, compliance and operational records;
• protect the security and integrity of our systems and services;
• manage relationships with suppliers and service providers; and
• comply with legal and regulatory obligations.
Where consent is required by law for a particular processing activity, SonixSystems will seek the required consent. Other processing may be permitted on another lawful basis under POPIA.
7. Is Providing Personal Information Mandatory?
Providing personal information to SonixSystems is generally voluntary unless it is required by law or is necessary to enter into, administer or perform a requested service or commercial relationship. If information necessary for a particular purpose is not provided, SonixSystems may be unable to respond to the request, provide a quotation, complete onboarding, process payment, or provide the relevant service.
8. Sharing and Use of Service Providers
SonixSystems may share or make personal information available to trusted service providers, technology providers, payment processors, professional advisers, regulators or other parties where reasonably necessary to provide our services, operate our business, meet contractual obligations, protect our rights, or comply with law.
We do not sell personal information. Where third parties process personal information on our behalf, we take reasonable steps appropriate to the relationship to require that the information is handled securely and lawfully.
9. Cross-Border Processing
Some technology or cloud service providers used by SonixSystems may process or store information outside South Africa. Where personal information is transferred across borders, SonixSystems will take reasonable steps to ensure that the transfer is handled in accordance with POPIA and applicable safeguards.
10. Retention of Personal Information
SonixSystems retains personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide or administer services, to meet legitimate record-keeping requirements, or as required or permitted by applicable law. Information that is no longer required will be deleted, destroyed or de-identified as appropriate.
11. Security
SonixSystems takes appropriate and reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised destruction, unlawful access or unlawful processing. No system can guarantee absolute security, but we review and manage safeguards appropriate to the nature of the information and the services we provide.
12. Your Rights
Subject to POPIA and other applicable law, a data subject may have the right to:
• ask whether SonixSystems holds personal information about them and request access to it;
• request correction or deletion of personal information that is inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained;
• object to certain processing of personal information;
• withdraw consent where processing is based on consent, subject to applicable legal consequences; and
• lodge a complaint with the Information Regulator.
Requests relating to personal information may be sent to the SonixSystems Information Officer at admin@sonixsystems.co.za. SonixSystems may need to verify the identity and authority of the person making the request before acting on it.
13. Information Regulator
A person who believes that their personal information has been processed in contravention of POPIA may lodge a complaint with the Information Regulator (South Africa).
Information Regulator contact details:
• Website: inforegulator.org.za
• General enquiries: enquiries@inforegulator.org.za
• Telephone: 010 023 5200
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
14. Changes to This Privacy Notice
SonixSystems may update this Privacy Notice when its processing activities, services, legal obligations or business practices change. The latest version will be made available through the SonixSystems website. Where a change is material and appropriate, additional notice may be provided.
15. Contact Us
Questions about this Privacy Notice or the way SonixSystems processes personal information may be directed to:
SonixSystems (Pty) Ltd
Information Officer: Andreo Burton Murugan
Email: admin@sonixsystems.co.za
Business Address: 62 Nanyuki Rd, Sunninghill, Sandton, Johannesburg, 2191
Website: sonixsystems.co.za