Effective date: 30 September 2026
This Privacy Policy explains how Playlist Packer (Pty) Ltd (‘Playlist Packer’, ‘we’, ‘us’ or ‘our’) processes personal information when you visit playlistpackerdj.com, request launch updates, buy or use Playlist Packer DJ, activate or validate a licence, or contact us. We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (‘POPIA’) and other applicable law.
1 Responsible Party and Information Officer
Responsible party: Playlist Packer (Pty) Ltd
Registration number: 2026/673767/07
Registered in: South Africa
Address and address for legal notices: Lot 1184 Brenchley Road, Ramsgate South, KwaZulu-Natal, 4285, South Africa
Telephone: 074 194 2809
Website: https://playlistpackerdj.com
Information Officer: Timothy Istvan Berente
Privacy and Information Officer enquiries: info@playlistpackerdj.com
Product support: support@playlistpackerdj.com
2 Privacy Principles
• We collect only information reasonably needed for a stated business or legal purpose.
• We use personal information only for compatible purposes and retain it only as long as reasonably necessary.
• We apply reasonable technical and organisational safeguards.
• We do not sell or rent personal information, music libraries, song lists or customer data.
• We do not use music-library information to build advertising profiles.
3 Personal Information We Collect or Process
Website and technical information
Our website, hosting and security systems may record an IP address, date and time, requested page, referring page, browser and device information, cookie or session identifiers, and diagnostic or security events. We use this information to deliver the site, maintain security, investigate faults and understand basic performance.
Launch updates and marketing
If you request launch updates, we collect your email address, your first name if you provide it, your consent status, and information needed to record when and through which form you subscribed. Your email address and affirmative consent are required to join the list; your first name is optional.
Orders, delivery and refunds
When checkout is enabled and you place an order, we may collect the name, email address, telephone number, billing address and country supplied at checkout; product, price and order information; payment status and transaction reference; delivery, licence and activation status; and refund or support records. We use this information to process and fulfil the order, deliver the software and licence, provide records, handle refunds and meet legal obligations.
Payment information
Payment credentials are submitted to the payment provider displayed at checkout. Playlist Packer receives limited information such as the payment result, transaction reference, amount and information needed to match the payment to the order. We do not intentionally collect or store your full card number, card-security code, online-banking password or similar payment credentials.
Licence activation and validation
For first activation, the app sends the purchase email address and licence key entered by the user, a product-specific device identifier derived on the computer, and a cryptographic public key or key fingerprint. Our licence service is designed to retain a one-way SHA-256 hash of the licence key rather than the plaintext key, together with the activation identifier, derived device identifier, public-key information, status, and creation and last-check timestamps. A limited support audit trail may record the action, responsible support account, time, target and reason.
The raw Windows MachineGuid or equivalent raw operating-system identifier, passwords, full payment credentials, music files and playlist contents are not required by or intentionally sent to the licence service. Later validation uses the activation identifier and cryptographic device proof.
Music playlists and imported material
Playlist Packer DJ processes the folder selections, filenames, supported audio metadata, local file locations, song lists, screenshots, PDFs and supported playlist or data files that you deliberately select. Matching and playlist organisation take place locally on your computer. The software may store a reference to an existing local file, such as its file path, but it does not create a new audio file or copy, move, rename, modify, overwrite or delete the existing audio. It is not intended to upload your music or playlist contents to Playlist Packer.
Local project and history information
Playlist Packer DJ may store project information, playlist organisation, match decisions, local-library references, preferences, and archive or history metadata on your computer so that projects and settings can be reopened or reused. This information remains local unless you deliberately send it to Playlist Packer, for example in a support request. The software does not store additional copies of your audio files as part of this project or history data.
We receive music, playlists or imported material only if you deliberately send it to us, for example as an attachment to a support request. Please remove unnecessary personal or confidential information before sending support material.
Support and correspondence
If you contact us, we may collect your name, contact details, purchase email, order number, operating system, app version, licence or activation reference, correspondence, screenshots, error messages and other diagnostic information you choose to provide. Never send passwords, full payment-card or banking details, or your entire music library.
4 Sources of Personal Information
We obtain personal information directly from you; automatically from the website, app, licence service or security systems when you use them; from a payment provider when it reports a transaction; and from service providers acting for us. If another person buys a licence for you or contacts us on your behalf, we may receive limited information from that person for the relevant order, licence or support purpose.
5 Purposes and Lawful Grounds
Depending on the circumstances, we process personal information with your consent; to take steps at your request before a purchase; to perform the purchase and licence agreement; to comply with tax, accounting, consumer-protection, court or regulatory duties; to protect your legitimate interests or ours, including security, fraud prevention, support and legal claims; or on another ground permitted by POPIA or applicable law.
6 Required and Optional Information
• You may browse the public website without joining the launch list.
• An email address and affirmative consent are required for launch or promotional emails; a first name is optional.
• Checkout information marked as required is needed to process and deliver an order.
• The described licence information is needed to activate and validate the software.
• Support information is generally voluntary, but insufficient information may prevent us from confirming a purchase or resolving a fault.
7 Third Party Service Providers
7.1 Email Delivery Verification and Communications
We use Brevo, a third-party email communications platform, to send and manage transactional and service-related communications. These communications may include email-address verification, purchase and payment confirmations, licence and activation information, download or installation instructions, account and security notices, support communications and, where permitted under the electronic direct-marketing rules set out below, Playlist Packer DJ news and launch updates.
Brevo processes subscriber email addresses, consent and communication preferences, message identifiers, sending dates and times, and delivery or failure status. Names and order or licence references are included only where needed for the relevant communication. Email open and link-click tracking is enabled in Brevo. Per-contact pixel tracking consent is enabled, and tracking of contacts whose consent is unknown is disabled. Consent to receive marketing emails is separate from consent to email tracking. Opening and clicking records, when collected, can be associated with an individual contact.
Brevo processes this information on our instructions as an operator or service provider. We remain responsible for deciding why and how the information is processed. We require service providers acting for us to handle personal information only for authorised purposes and to maintain appropriate confidentiality, security, access, retention and incident-management safeguards. Written operator terms must address authorised purposes, confidentiality, security safeguards, immediate security-compromise notification to Playlist Packer, deletion or return of information, and the use of subprocessors. We review provider arrangements and retain the applicable terms. Brevo’s standard Data Processing Agreement forms part of its Terms of Service and addresses processing instructions, confidentiality, security, deletion or export, and subprocessors. Its standard breach-notification clause requires notification without undue delay; immediate notification is the requirement we seek in our operator arrangements.
Brevo’s published Data Processing Agreement identifies hosting infrastructure in France and Belgium and subprocessors or group operations in other countries, including Germany, the United States and India. Personal information may therefore be stored or accessed outside South Africa and, for some processing, outside the European Union. Brevo’s DPA describes contractual and other safeguards for international transfers. Where section 72 of POPIA applies, we use an applicable lawful basis and reasonable contractual, organisational and technical safeguards for the transfer.
We retain email contact and communication records only for as long as reasonably necessary for the purpose for which they were collected, our contractual and legal obligations, security, complaint handling and the exercise or defence of legal rights. Brevo automatically deletes transactional email logs after one month for all senders. New transactional email previews are not stored. The retention periods and criteria for other communication records, marketing consent evidence and suppression records are set out in section 11.
We send electronic direct marketing only with the recipient’s consent or, where permitted by section 69 of POPIA, to an existing customer whose contact details were obtained in connection with a sale, for our own similar products or services, and who was given a reasonable opportunity to object when the information was collected and in every subsequent communication. Every marketing email identifies Playlist Packer and includes a functional unsubscribe mechanism. We honour opt-outs promptly and retain only the suppression information needed to prevent further marketing. You may withdraw consent or unsubscribe at any time by using the unsubscribe facility in the message or contacting info@playlistpackerdj.com. We may retain a limited suppression record so that your opt-out continues to be honoured. Withdrawing marketing consent does not prevent us from sending essential transactional, licence, verification, security or service-related communications.
Further information about Brevo’s privacy practices is available at:
https://www.brevo.com/legal/privacypolicy/
7.2 Payment Processing Through PayFast
We use PayFast as an external payment gateway to process payments for Playlist Packer DJ. When you choose to pay, the information necessary to initiate and verify the transaction is provided to PayFast. This may include your name, email address, billing or contact information, order number, transaction reference, payment amount, currency, payment method, IP address, device or browser information, fraud-prevention information and payment status.
PayFast processes payment information under its own legal and regulatory obligations and, where applicable, on our instructions in connection with the transaction. Depending on the selected payment method, information may also be processed by banks, card schemes and other authorised payment participants.
Playlist Packer does not receive or store your full payment-card number, card security code, banking password or one-time PIN when payment is completed in PayFast’s secure payment environment.
We receive transaction results and references from PayFast so that we can verify payment, fulfil the order, issue the licence, reconcile accounts, detect or investigate fraud, manage chargebacks and process or confirm refunds. We retain those records for the periods required by applicable tax, accounting, consumer, contractual, fraud-prevention and legal obligations.
PayFast states that it is a PCI DSS Level 1 service provider. The use of PayFast does not remove Playlist Packer’s responsibility to apply reasonable security and data-minimisation measures to the information under our control.
Further information about PayFast’s privacy practices is available at:
https://payfast.io/privacy-policy/
8 Cookies and Similar Technologies
The website uses WordPress and WooCommerce. Necessary cookies or similar storage support security, login, session continuity and checkout when those functions are used. Brevo website-activity automation is disabled. WooCommerce order-attribution tracking is disabled. Brevo email open and click tracking and its consent settings are described in section 7.1. We do not use website information for third-party behavioural advertising. You may restrict or delete cookies through your browser, although blocking necessary cookies may affect website, form or checkout functions.
Non-essential cookies, analytics or tracking will not be enabled without the required consent mechanism. Where such technologies are enabled, they must be blocked until consent is given, rejection must be as accessible as acceptance, and the consent choice must be recorded. The notice describing those technologies must identify the actual tools and settings in use.
9 Sharing Personal Information
We disclose personal information only where reasonably necessary to website, hosting, backup, security, email, licensing and technical-service providers acting for us; Brevo; PayFast, our payment gateway; banks, card schemes and payment networks involved in a transaction; professional advisers, insurers or auditors; courts, regulators or law-enforcement bodies where required or permitted by law; or a genuine purchaser or successor in a restructuring or sale subject to suitable safeguards.
10 Hosting and Processing Outside South Africa
HostFaddy hosts the Company’s server in Johannesburg, South Africa. Daily backups are managed using JetBackup, stored in encrypted storage in Germany and retained for five days. Personal information contained in those backups is therefore stored outside South Africa. Brevo processing may take place outside South Africa, including outside the European Union, as described in section 7.1. Where section 72 of POPIA applies, we use an applicable lawful transfer mechanism and reasonable contractual, organisational and technical safeguards. Encryption is a safeguard; it does not by itself replace a lawful transfer mechanism or appropriate written processing terms.
11 Retention
We keep personal information only for as long as reasonably needed for the purpose for which it was collected, a related lawful purpose, dispute handling, fraud prevention, suppression of unwanted marketing, or a legal retention duty. Retention periods differ by record type. When information is no longer required, we delete, destroy or de-identify it where reasonably practicable and legally permitted.
Retention periods
- Accounting, tax, paid-order, payment-reference and refund records: seven years from creation of the record, and never less than any applicable statutory period, including five years after the relevant tax return is submitted where required. Outstanding filings, audits, investigations, disputes and lawful holds override scheduled deletion.
- Licence and activation records: while the licence remains active or the records are needed to administer authorised use. Review records when they become unnecessary; retain only the minimum evidence needed for unresolved disputes, fraud prevention or other lawful obligations. Inactivity alone does not cancel a perpetual licence.
- Support correspondence: three years after final closure of the enquiry. Remove unnecessary attachments sooner; retain related accounting records under the financial schedule and preserve records subject to a lawful hold.
- Unpaid abandoned, failed and cancelled orders: 90 days after abandonment, failure or cancellation, once payment reconciliation is complete. Paid, refunded, disputed or legally held records follow the longer applicable schedule.
- Routine security logs: 90 days from creation. Preserve relevant incident evidence separately while an investigation, regulatory obligation or legal hold requires it.
- Brevo transactional email logs: automatically deleted after one month for all senders. New transactional email previews are not stored. Minimum fulfilment evidence retained separately with a paid order follows the financial schedule. Other email interaction records are retained only while reasonably needed for the disclosed purpose, subject to a lawful hold.
- Marketing consent evidence: while relied upon and three years after withdrawal or the end of reliance, unless a lawful hold requires longer. Retain only minimal suppression information for as long as needed to honour the opt-out.
- PAIA and POPIA request files: three years after final resolution, subject to any outstanding complaint, court, investigation or lawful hold.
- Backups: daily JetBackup backups are stored in encrypted storage in Germany and retained for five days. Access remains restricted. If deleted information is restored from a backup, the applicable deletion and marketing-suppression controls must be applied again.
12 Security and Incidents
We apply reasonable organisational and technical safeguards appropriate to the information and risks, including restricted access, authentication, encryption where appropriate, secure hosting, backups and incident investigation. No system is completely secure. Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, the Information Officer coordinates containment, investigation, preservation of evidence and an assessment of notification duties. We notify the Information Regulator and affected data subjects when POPIA requires it, as soon as reasonably possible subject to lawful delays and the applicable requirements. Notifications explain the known circumstances, possible consequences, protective measures and a contact for further information. We use the Regulator’s current security-compromise notification process and retain an incident record.
13 Your Rights
Subject to POPIA and other applicable law, you may ask whether we hold personal information about you; request access to it; request correction or deletion where appropriate; object to certain processing; withdraw consent; object to direct marketing; and lodge a complaint with the Information Regulator. We may request information reasonably needed to verify identity and locate the relevant records.
PAIA access requests
Our final signed PAIA Manual explains how to request records. Use Form 2: Request for Access to Record and send your request to info@playlistpackerdj.com. The Information Regulator’s PAIA forms page provides the current prescribed forms. For a POPIA objection, correction or deletion request, the POPIA forms page provides the relevant forms; these are distinct from PAIA Form 2.
14 Children
Playlist Packer DJ is intended for adults and businesses and is not directed at children. If we learn that a child’s personal information has been collected without an appropriate legal basis or authorisation, we will take reasonable steps to address it.
15 Changes to This Policy
We may update this policy to reflect product, service, provider or legal changes. We will publish the revised policy with a new effective date and provide additional notice where required by law. A material new online integration will be described before it is made available for use.
16 Contact and Complaints
Send privacy requests or concerns to the Information Officer at info@playlistpackerdj.com. You may also contact the Information Regulator at enquiries@inforegulator.org.za, telephone 010 023 5200, or through its official complaints portal at https://inforegulator.org.za/complaints/.