Privacy policy

Who we are

The responsible party for this site is Fonck (Pty) Ltd, registration number 2021/619083/07, 15 Grieg Street, Van der Hoff Park, Potchefstroom, 2520, North West, South Africa. Our information officer is Rikus Frederik Jonck, and you can reach him at support@sanctuarymix.com. This policy explains how we handle your information under South Africa's Protection of Personal Information Act (POPIA).

What we collect, and why

When you buy or give a copy

When you buy a copy, you give us your email address and the name your copy is licensed to (and, for a team licence, your church's name and town) at checkout. When you give a copy, you may give us your email address, so we can thank you. Either way, our host tells us which country you're in, from your internet address. You then pay on the secure page of Yoco, our payment provider, and type your card details there, not on our site. We pass Yoco the amount, what you're buying and an order reference, and Yoco tells us when you've paid, with its own payment reference. We keep all of this with your order. We keep your country as a record, for tax purposes, of where each sale was made. To stop one connection from starting so many checkouts that nobody else can buy, we also keep a scrambled code made from your internet address (not the address itself) with each checkout you start, for up to a day.

The name your copy is licensed to (and, on a team licence, your church's name) is printed at the foot of every page of your PDFs, and each PDF's file details carry your order reference. We use your details to email your download link, send fresh links when you ask, answer your questions, handle refunds and keep our accounting and tax records. Your full card number never reaches us: you type it on Yoco's page. Yoco's payment notice to us can include the card type, a masked card number, its expiry date and the cardholder's name. We don't keep them.

Download links

We store your order and count how many times each file is downloaded, so links can expire and be renewed. If Yoco tells us about a payment our site can't match to its checkout, we keep Yoco's details of the payment (the amount, its payment reference and when it was made) with the details you gave at checkout until we've matched it and sent your download. If you start a checkout and don't pay, we delete what you typed there after 30 days.

If you ask for an upgrade link, we email it to the address you bought with. We keep only a scrambled copy of the link (a hash), the order it's for and when you asked, and delete them after 7 days.

Email lists

We don't run an email list at the moment. If we start one, this page will say how to join and leave it before anyone is added.

Sanctuary Mix Training

If you join the training site, we keep your name, your email address, your church and your role on its team, and your progress: lessons done, tasks ticked, your answers to the "Check yourself" questions (so the ones you missed can come back later), quiz scores and your practical sign-offs, with the name and church of the person who signed you off. If you choose your desk on your account page, we keep which one you chose from our list (a model, "another digital desk" or "an analogue desk") and when, so the lessons show the steps for that kind of desk on any phone you sign in on. If you lead a church on the training, we keep the desk you choose for it on the team page, and when; everyone on its team and its view-only people can see it. If you lead a church, we also keep its setup: its leaders' answers to nine questions about its sound gear (what it uses now and what it's moving to, from the desk and the mics to a stream, and how many services it runs on a Sunday), when they last changed and which leader changed them; everyone on its team and its view-only people can see the answers. We keep your answers to "About you" (your job on the team, how much you already mix and which services you serve), the mentor a leader chooses for you, and that you've finished, or put off, the first steps after your first sign-in. Your church's leaders and anyone there with Level 3 see your answers and your mentor on the team page; you see who your mentor is, and your mentor sees that they mentor you. Your church's leaders, anyone in your church who holds Level 3 (they can sign others off too), an experienced mixer a leader names to sign people off (they see adults only), and up to three view-only people a leader adds, such as your pastor or an elder, see your name and progress, not your email address. View-only people see where you are on the training, how recently you were active, whether you need a leader's help and why, and your counts (lessons, quiz and sign-off), not who signed which item or when, and they can't change anything. A leader, or anyone there with Level 3, can also print the same overview as a one-page team report for your church's pastor or elders. Everyone in your church sees who its leaders are, and your account page lists who can see your progress. Don't want a view-only person to see yours? Tell your church's leader or write to support@sanctuarymix.com, or leave your church's team on your account page. We use your email only to send sign-in links and six-digit codes (each works once and expires after 30 minutes), and to tell you if a leader takes you off a church's team; leaders get an email when someone joins their team. When you fill in the join form, we keep what you typed (your name, email address and age answer) with the emailed link, and make your account only when you use that link or its code. If you don't, we delete them within two days. If a leader gives you a view-only place, we keep your name, email address and church, that you have a view-only place, which leader made your link and when you were added (and, once it ends, when and which leader ended it). Everyone on your church's sound team can see your name and that you have a view-only place. Nothing you do in the lessons is saved, and nobody is emailed about it. When a church buys the team licence, we set the church up on the training under the church name given at checkout, and email the buyer the leader link. Everyone in that church can then download the church's copy of the guide from their training home. We count those downloads on the church's order, and note when each person downloads it, so nobody takes too many copies in a day.

Since 30 September 2026, everyone who joins tells us whether they're under 18, and we keep the answer on their account. If you're under 18, we email your church's leaders to say so. A leader then checks with your parent or guardian and confirms it by pressing "Parent or guardian agreed" on the team page, and we keep that too, with that leader's name and which wording your parent or guardian agreed to. Until then you can read the lessons, but we don't save your progress and nothing is signed off. Your church's leaders, and anyone there with Level 3, see that you're under 18 and whether your parent or guardian has agreed. View-only people never see your age, and neither they nor the printed team report show your progress until a leader has checked that your parent or guardian agrees to that too. A parent or guardian can also ask us to delete their child's account and training record at support@sanctuarymix.com. Volunteers under 18 should serve alongside a trusted adult, in line with their church's safeguarding policy.

Joined before 30 September 2026, and under 18? You weren't asked your age then. Please open your church's join link again and choose "I'm under 18". We'll let your church's leaders know, and we'll stop saving your progress until a leader confirms that your parent or guardian agrees.

If the signal drops, the training saves your progress on your phone (or computer) first, and sends it to us when the signal is back. So that the latest change wins, we keep the time you did each thing, and for the Five before Sunday review, when you last saw each question and how it went. Until it's sent, your browser keeps the changes waiting to go, a copy of your progress (without your name, email address or church, or the name of whoever signed you off), quiz answers you haven't sent yet, and the lesson you last opened and how far down it you were. That stays on that phone or computer, and signing out clears it, with the drafts of the handover note, the network cards, the team audit and rota, and the budget list, and any stage plot saves still waiting to reach your church (they all stay on your device until then). If your sign-in there ends (after 90 days, or when you sign out everywhere from another device), the training notes that on that phone too, so the top bar says "Sign in" again; signing in again or signing out clears the note. The training also remembers, on that phone, that it has shown you how to put it on your home screen and the notice about view-only places, so it doesn't show you them again. It also remembers which kind of desk you mix on, digital or analogue, where that was chosen (on that phone, on your account page or by your church's leader) and when you chose it on that phone, so the lessons show your desk's steps. Each practice tool remembers, on that phone or computer, how many rounds you've passed, so a tool you've finished still shows Done when you come back. That is never sent to us, and signing out doesn't clear it: clearing your browser's data for this site does.

When a leader ticks a sign-off with no signal, it reaches us later, with the time they ticked it. A church's leader can mark the band network item "not used at this church"; we keep that with their name, like a sign-off. With each sign-off we also keep which version of the item it was for (on wedges, say, or recording the service instead of the stream), so the certificate says so. Your church's setup can mark other items "not used at this church" for the whole team; if a leader keeps one after all, we keep that with your church's team, and when. Once you finish a level, the items the setup marked not used for it are kept with your own record, so your certificate stays as it is if the setup changes or you leave. If a leader names you to sign people off, we keep that with your church's team until a leader takes it back or you leave the team.

The free lessons at sanctuarymix.com/train/try need no account. Which of their questions you answered right, how many rounds you've passed in their practice tools, their task ticks, whether you marked each one complete and which kind of desk you chose stay in your browser only, and are never sent to us. Clearing your browser's data for this site removes them.

Stage plots

The free stage plot tool at sanctuarymix.com/stage-plot needs no account. A plot you make there is kept in your browser on that phone or computer, and isn't sent to us. A link you share to a plot carries the plot in the part of the address after the #, which browsers don't send to us. If your church is on the training, its leaders and anyone there with Level 3 can also keep up to 10 plots for the church. Then we keep what's in each plot (the stage, who and what is on it, and anything typed in it, such as names and notes), when it was last saved and which account saved it. Everyone on your church's team, and its view-only people, can open them, and while the person who saved a plot last is on the team, they see that person's name. We keep a church's plots until someone who may change them deletes them, or the church closes on the training. To stop anyone flooding the training with saves, we count how many each person makes in an hour. If you can change your church's plots, a copy of each one you open or save, and any save waiting for a signal, is also kept on that phone or computer. After you sign out, those copies go the next time you open the tool, but a plot you changed that hasn't reached your church stays there as your own.

Requests and ideas

If you send us a request or idea from the box in the training, we keep what you type, your name if you give it, the page you sent it from and when, and we email it to our support mailbox. We don't keep your account or email address with it, so if you'd like a reply, write how to reach you. We use it only to improve the guides and the training, and we don't add anyone to a list. We delete it once we've dealt with it. To stop the box being flooded, we count how many each person sends in an hour.

You can leave your church's team, or delete your training account and your training record, any time from your account page (sign in, then "Your account"), or ask us to do it. Sign-offs, parent or guardian confirmations and view-only places that you gave other people keep your name on their records.

Reviews

Only people who bought a guide, and volunteers 18 or older on the training who have passed a level's quiz, can write a review. If you write one, we keep your star rating, your words, the name and the church or town you choose to show (or that you'd rather not show your name), the role you pick, whether you know Rikus personally, whether you said we may quote it in our own posts, when you wrote and changed it, which wording you agreed to, and which order or training account it came from, so we know it's from a real buyer or volunteer. We also keep your country (from your order, or from your internet address when you write it on the training), notes that help us spot fake reviews (for example, that it was written within an hour of buying), our own private notes about it, and a record of what we did with it and when.

We read every review before it goes up. Then we show it on sanctuarymix.com with the details you chose and, only if you ticked the box to allow it, in our own posts, for example on Instagram. Beside it we say how you used Sanctuary Mix (what you bought, or the highest level you'd passed on the training) and the month, and, when it's true, that you know Rikus personally, that your church got it free or as a gift, or that your order was refunded. If you're outside South Africa, it shows your country too. We never change your words, and we may reply under your review. A church's name can show what faith you follow, so we show it only if you type it in and tick the box.

To get a review link, you type the email address you paid with. We use it only to email you that link, which works for 30 days. We keep a scrambled copy of the link (a hash) and of your email address, the order it's for and when it runs out, and delete them once it has. If you write a review with the link, the review keeps that scrambled copy of your email address, so each person writes one review of each guide. To stop the forms being misused, we count how many links each address asks for, and how many reviews each person sends, in a day.

We show your review because you agreed to it when you sent it, and you can take that back at any time. Change your review or take it down with your link, from the training, or by writing to support@sanctuarymix.com. When you take it down yourself, it leaves the site within a couple of minutes; when you write to us, within 7 days. If we quoted it in one of our own posts, we delete that post within 7 days too. If you untick the box that lets us quote it, we delete any post of ours that quotes it within 7 days too. If you delete your training account, your review of the training goes with it.

If you press Not now when the training asks for a review after a quiz, that phone or computer remembers it for that level. That isn't sent to us.

When you email us

We keep your message and our reply so we can help you. If you ask us to tell you when orders open, we'll use your address for that one email.

Visiting the site

We don't use analytics (tools that count and follow visits to a site), and we don't use cookies for advertising or tracking. The training site sets one sign-in cookie, so you stay signed in for 90 days, and keeps the few things described under Sanctuary Mix Training in your browser's own storage. Our host, Netlify, uses your approximate location (your country, from your internet address) to show prices in rand in South Africa, Namibia, Lesotho and Eswatini, and in your own currency or US dollars elsewhere, and keeps short-lived server logs for security.

Do you have to give it to us?

No, but we need some of it to do what you ask. Without your email address we can't send your download or sign you in to the training, and without the name your copy is licensed to we can't complete your order. For a team licence we also need your church's name and town, and to join the training we need to know whether you're 18 or older. Once you've bought, South Africa's Companies Act requires us to keep an accounting record of the sale. Writing a review is up to you.

Who processes it for us

• Netlify (United States) hosts the site and stores orders, training records and reviews.
• Yoco (South Africa) processes card payments.
• Resend (United States) sends the emails our website sends: download links, sign-in links and codes, review links, team notices, and the notes we send to our own support mailbox (each order, each request or idea from the training, each new review, and each review we may have quoted that's taken down or may no longer be quoted).
• GoDaddy (United States) runs our support mailbox, so it holds the emails you send us, our replies, our note of each order, the requests and ideas from the training and our notes that a review is waiting or that one we may have quoted was taken down or may no longer be quoted.

Our accountant, in South Africa, keeps our accounting records, and we give the South African Revenue Service (SARS) what tax law requires. We also give information to courts, the Information Regulator or other authorities when the law requires it.

So your information is stored in, and sent through, the United States. The United States has no single national privacy law like POPIA. Netlify, Resend and GoDaddy each have a data processing agreement with us, which is part of their terms: they may use your information only on our instructions, to provide their service to us, and must keep it secure. We rely on these agreements, and on the transfers being needed to provide what you ask us for.

We don't sell your information.

How long we keep it

We keep order and accounting records until seven years after the end of the financial year they belong to (our financial year ends in February), as the Companies Act asks, and then delete them. A payment notice we couldn't check is kept until we've matched it to an order. What you type at a checkout you don't pay for is deleted after 30 days. Your training account is kept for as long as it's open. A church's stage plots are kept until someone who may change them deletes them, or the church closes on the training. A church's desk, its setup and its mentors are kept until a leader changes them, or the church closes on the training. Your "About you" answers are kept while you're on your church's team, and you can clear them on your account page at any time. A request or idea from the training is deleted once we've dealt with it. A review is kept while it's shown, and deleted as soon as you take it down; one we don't show is deleted 12 months after we decide not to show it. Emails with us are kept for as long as they're useful for helping you, and no longer than five years.

Your rights

You may ask what information we hold about you, ask us to correct or delete it (unless the law requires us to keep it), and object to how we use it. Write to support@sanctuarymix.com. You can also complain to the Information Regulator of South Africa at any time, using its complaint form (Form 5): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191; POPIAComplaints@inforegulator.org.za; 010 023 5200; inforegulator.org.za.

Our PAIA manual explains what records we keep and how to ask for them.

Changes

If we change this policy, we'll update it here and change the date below.

Last updated: 27 October 2026.