SynthX Media

Privacy Policy

Effective date: 7 May 2026

This Privacy Policy explains how SynthX Media collects, uses, stores, shares, and protects your personal information when you visit our website, request a quotation, or engage our services. We comply with the Protection of Personal Information Act, 2013 (POPIA), and apply equivalent principles from the EU General Data Protection Regulation (GDPR) for clients and visitors based in the European Union.

By using synthxmedia.com or sharing information with us, you agree to the practices set out below.

1) Definitions

• “Company / we / us / our” means SynthX Media, a digital agency operating from Gauteng, South Africa.
• “You / your” means the visitor, prospect, or client interacting with our website or services.
• “Personal Information” has the meaning given to it under POPIA: any information that identifies, or could be used to identify, a natural or juristic person.
• “Processing” means any operation performed on personal information, including collection, storage, use, sharing, or deletion.
• “Service” means the SynthX Media website and the digital services we deliver to clients.
• “Cookies” are small text files placed on your device by websites you visit, used to store information about your browsing.

2) Who is responsible for your data

Responsible party (POPIA) / Data Controller (GDPR): SynthX Media.

Country of operation: Republic of South Africa.

Contact: [email protected]  |  +27 76 942 1814

If you have a privacy question, complaint, or want to exercise your rights, contact us using the details above and we will respond within a reasonable period.

3) Information we collect

3.1 Information you give us directly

When you contact us, request a quotation, sign up for a service, or fill in a form on our website, we may collect:

• First name and surname
• Email address
• Phone number
• Company name and role
• Project details, brief, budget range, and any content you share with us
• Billing information (note: card details are processed by our payment providers, not stored by us)

3.2 Information collected automatically

When you browse our website, we may collect:

• IP address and approximate location
• Device type, operating system, and browser
• Pages visited, time on page, referring URL, and click behaviour
• Date and time of access

3.3 Information from third parties

We may receive information about you from analytics platforms (e.g. Google Analytics), advertising platforms (e.g. Meta, Google Ads), and tools used to manage our client work, where you have consented to share that information with those platforms.

4) Why we collect your information

We process your personal information for the following purposes, on the lawful bases set out below:

1. To respond to your enquiries and quotations – performance of a contract or pre-contractual steps.
2. To deliver our services – performance of our contract with you.
3. To send invoices, manage payments, and keep records – legal obligation and legitimate interest.
4. To improve our website and services – legitimate interest in running and growing our business.
5. To send you marketing about services similar to those you’ve enquired about or purchased – legitimate interest, with the right to opt out at any time.
6. To comply with legal, tax, and regulatory obligations – legal obligation.

We do not sell your personal information.

5) Cookies and tracking technologies

Our website uses cookies and similar technologies to make the site work, understand how visitors use it, and improve performance.

5.1 Categories of cookies we use

• Strictly necessary cookies – required for the site to function (e.g. security, navigation). These cannot be switched off.
• Functional cookies – remember preferences such as language or layout choices.
• Performance / analytics cookies – help us measure traffic and improve content (e.g. Google Analytics).
• Marketing cookies – used by advertising platforms (e.g. Meta Pixel, Google Ads) to show relevant ads and measure campaign performance.

5.2 Managing cookies

You can accept, reject, or manage cookies through your browser settings or any cookie banner displayed on our site. Disabling certain cookies may affect site functionality.

6) When we share your information

We share personal information only when necessary, and only with parties bound by appropriate confidentiality and data-protection obligations. This may include:

• Service providers and contractors – hosting, email, CRM, accounting, payment processors, design tools, and analytics providers used to run our business and deliver work.
• Advertising and analytics platforms – such as Google and Meta, where you have interacted with our marketing.
• Professional advisors – legal, accounting, or compliance advisors where required.
• Authorities – where we are legally compelled to disclose information (e.g. court order, regulator request).
• Successors – in the event of a merger, acquisition, or restructure, your information may transfer as a business asset, subject to this Policy.

7) Cross-border transfers

Some of our service providers (e.g. cloud hosting, email, analytics) operate outside South Africa. Where personal information is transferred internationally, we take reasonable steps to ensure it is protected by adequate safeguards, including provider compliance with POPIA, GDPR, or recognised standards such as the EU Standard Contractual Clauses.

8) How long we keep your information

1. Enquiries that don’t become projects: up to 24 months from last contact, then deleted or anonymised.
2. Active client records: for the duration of our engagement and at least five (5) years thereafter, in line with South African tax and accounting requirements.
3. Marketing data: until you unsubscribe or object, after which we retain only the minimum needed to honour your opt-out.
4. Website analytics: typically 14 – 26 months in aggregated, non-identifying form.

We may keep certain records longer where required by law or to defend legal claims.

9) How we protect your information

We apply commercially reasonable technical and organisational measures to protect personal information, including:

• Access controls and password-protected systems
• HTTPS / TLS encryption on our website
• Vetted, reputable service providers (hosting, email, payments)
• Restricting staff access to information on a need-to-know basis

No system is fully immune to risk. We cannot guarantee absolute security, but we will notify you and the Information Regulator without undue delay if a security incident materially affects your personal information, as required by POPIA.

10) Your rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you.
• Correct or update inaccurate or incomplete information.
• Object to processing based on legitimate interest, including direct marketing.
• Request deletion of your personal information where we no longer have a lawful basis to keep it.
• Withdraw consent at any time, where consent is the basis of processing.
• Lodge a complaint with the Information Regulator (South Africa) or, if you are in the EU, your local data protection authority.

To exercise any of these rights, email us at [email protected]. We may need to verify your identity before acting on a request.

11) Direct marketing and opt-outs

If you receive marketing emails or messages from us, you can opt out at any time by clicking “unsubscribe” in any marketing email, replying “STOP” to a marketing SMS, or emailing us. Transactional messages (invoices, project updates, service notices) are not marketing and will continue while you are a client.

12) Children’s privacy

Our services are aimed at businesses and adults. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us and we will delete it.

13) Third-party websites

Our website may link to third-party sites (e.g. client work, partner platforms). We are not responsible for their content or privacy practices. We recommend reviewing the privacy policy of any third-party site you visit.

14) Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. The “Effective date” at the top of this page will indicate the latest version. Significant changes will be communicated via our website or, where appropriate, by email.

15) Contact us

If you have any questions about this Privacy Policy, want to exercise your rights, or wish to lodge a complaint, contact us: