How Phanda Studios Protects Your Data

Effective date: 17 March 2025. Phanda Studios (Pty) Ltd respects your privacy and is committed to safeguarding personal information collected through our websites, booking platforms, studios, and production services.

Scope

This policy applies to personal data processed by Phanda Studios when you browse our site, request a quote, rent equipment, visit our facilities, collaborate on productions, or interact with our support team. Where we provide services on behalf of a client, we act as a processor and follow their instructions.

Controller Details

Phanda Studios (Pty) Ltd is the responsible party under South African POPIA and, where applicable, the EU/UK GDPR. Registered office: Office 1005, 38 Melle Street, Management House, Braamfontein, 2001. Contact: privacy@phandastudios.com | +27 10 023 2939.

Information We Collect

Account & Identity Data

Names, email addresses, phone numbers, company information, billing details, and government-issued identification supplied when creating an account, booking rentals, or onboarding as a new client.

Rental & Service Information

Equipment selections, studio bookings, project briefs, preferred dates, delivery addresses, and associated communications that help us plan and execute your production.

Payment & Transaction Data

Invoices, quotes, payment confirmations, deposit records, and refund instructions processed via trusted payment partners such as Stripe, Paystack, or EFT providers.

Usage & Technical Data

Log data, device identifiers, browser type, pages viewed, and interaction events collected through analytics tools (for example, Firebase Analytics or Vercel Insights) to improve product performance.

Support & Communications

Emails, chat messages, call recordings, and support tickets so we can resolve enquiries, provide technical assistance, and maintain service history.

Media & Production Assets

Creative briefs, run-of-show documents, graphics packages, and media uploaded for production purposes. We store these securely and only for as long as required to deliver the project.

How We Use Personal Data

• Preparing quotes, rental agreements, production schedules, and support documentation.
• Managing accounts, authenticating users, and enabling secure access to project portals.
• Coordinating deliveries, pickups, crew schedules, and studio access control.
• Processing payments, deposits, and refunds; communicating invoices and statements.
• Sending operational updates, booking confirmations, production checklists, and critical alerts.
• Improving our website, platforms, and services via analytics, testing, and audit logs.
• Enforcing contractual obligations, resolving disputes, and protecting against fraud or misuse of equipment.
• Complying with legal duties, insurance requirements, health and safety guidelines, and audit requests.

Legal Bases for Processing

• Performance of a contract when preparing quotes, fulfilling rentals, or delivering production services.
• Legitimate interests such as maintaining platform security, improving our services, and preventing fraud.
• Compliance with legal obligations including financial record keeping, equipment insurance, and safety requirements.
• Consent, which we will request before sending marketing communications or enabling optional analytics cookies.

When We Share Data

Service Providers

Trusted suppliers that host our infrastructure (for example, Vercel), manage analytics (Firebase, Google Analytics), facilitate payments (Stripe, Paystack, Yoco), provide customer messaging, or deliver equipment and logistics.

Production Partners

Crew members, freelancers, or subcontractors engaged for a project who require limited access to your information in order to perform their duties and uphold NDAs.

Legal & Compliance

Regulators, insurers, legal counsel, or law enforcement when required by law or necessary to protect Phanda Studios, our clients, or the public.

Business Transfers

In connection with a merger, acquisition, restructuring, or sale of assets, provided the receiving party agrees to respect this policy.

Retention, Security & International Transfers

We retain personal data only as long as necessary for contract performance, legal obligations, or legitimate interests. Equipment contracts and financial records are typically stored for seven (7) years. We employ layered security controls including encryption, access logs, segregated environments, and staff training. Data may be stored or processed outside South Africa; when we transfer data internationally we rely on recognised safeguards such as Standard Contractual Clauses or equivalent agreements.

Cookies & Similar Technologies

Essential cookies power authentication and session management. Optional analytics and performance cookies help us understand usage trends. You can control cookies through your browser settings or by adjusting preferences via any consent banner we present.

Your Rights

• Request access to the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data where we do not have a legal reason to retain it.
• Object to or request restriction of our processing in certain circumstances.
• Withdraw consent at any time for processing that relies on consent.
• Request a portable copy of your data in a structured, commonly used format.
• Lodge a complaint with the Information Regulator (South Africa) or your local supervisory authority.

To exercise your rights, please email privacy@phandastudios.com. We may need to verify your identity before responding. If you believe we have not resolved your request satisfactorily, you may contact the Information Regulator of South Africa at complaints.IR@justice.gov.za.

Children & Sensitive Data

Our services are intended for business users. We do not knowingly collect personal data from anyone under 18 years old. We also avoid collecting sensitive personal data (such as health or biometric information) unless it is strictly necessary and consented to for a specific production requirement.

Policy Updates

We may update this policy to reflect operational, legal, or regulatory changes. Significant updates will be communicated via email or prominent notice on our platforms. Continued use of our services after an update constitutes acceptance of the revised policy.

Questions?

Reach out to our privacy team at privacy@phandastudios.com or call +27 10 023 2939. We are happy to assist with any questions about how we protect your information.