Compli-Tech PAIA Manual

COMPLI-TECH PAIA MANUAL
Prepared in accordance with Section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) and the Protection of Personal Information Act 4 of 2013 (POPIA)

Effective Date: March 23, 2025
Company Name: Compli-Tech
Company Registration Number: 112483764
Website: www.compli-tech.co.za
Email: info@compli-tech.co.za
Address: 18 Hout Street, Paarl, WCP 7646, South Africa

1. Introduction

The Promotion of Access to Information Act (PAIA) and the Protection of Personal Information Act (POPIA) aim to promote transparency, accountability, and governance in public and private bodies. This manual outlines the categories of records held by Compli-Tech and procedures for accessing them.

The Information Regulator oversees compliance with PAIA and POPIA, ensuring that individuals can exercise their rights regarding access to information.

2. Guide on How to Use PAIA and POPIA

The Information Regulator has published a guide that explains PAIA and POPIA, available in all official languages and braille. It includes:

  • Objects of PAIA and POPIA
  • Contact details of the Information Officers of public and private bodies
  • How to request access to records
  • Assistance available from the Information Regulator
  • Legal remedies for access requests

For inquiries, contact:

South African Human Rights Commission (SAHRC):
PAIA Unit, Private Bag 2700, Houghton, 2041
Tel: +27-11-877-3600
Fax: +27-11-403-0668
Email: PAIA@sahrc.org.za
Website: www.sahrc.org.za

Information Regulator:
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: enquiries@inforegulator.org.za
Website: www.inforegulator.org.za

3. Information Officer Details

Information Officer: Mr. C J Janse van Rensburg
Email: info@compli-tech.co.za
Phone: 082 565 8081

4. Records Automatically Available

Certain records are publicly available on our website: www.compli-tech.co.za. No formal request is needed for these.

5. Categories of Records Held by Compli-Tech

Statutory Records:

  • Company incorporation documents
  • Share register
  • Memorandum of Incorporation
  • Board of directors’ meeting minutes

Financial Records:

  • PAYE records
  • Tax documents
  • VAT compliance records
  • Financial statements and contracts

Labour Relations Records:

  • Employment contracts
  • Medical aid and pension fund records
  • Disciplinary and grievance records

Processing of Personal Information (POPIA Compliance)

We process personal data lawfully, in accordance with POPIA, for employees, clients, shareholders, and directors. This includes:

Employees:

  • Identity numbers
  • Contact details
  • HR and finance data
  • Disciplinary and training records

Clients:

  • Identity numbers
  • Financial and tax information
  • Due diligence and compliance records

Shareholders & Directors:

  • Identity and tax information
  • Contact details
  • Compliance and company records

All personal data is protected through reasonable security measures, and information is shared only with authorized parties such as auditors, attorneys, and regulatory bodies.

6. Transborder Data Transfers

Currently, Compli-Tech does not engage in cross-border transfers of personal information. Should this change, all transfers will comply with Section 72 of POPIA.

7. Information Security Measures

We implement robust technical and organizational measures to secure personal data, including:

  • Encrypted data storage
  • Regularly updated firewalls
  • User authentication and access control
  • Server monitoring and audits
  • Two-factor authentication for email access

8. Data Access Requests Under PAIA

How to Request Access to Records

Requests for information must be made using the prescribed PAIA request form, available on the SAHRC website: www.sahrc.org.za. Requests should be directed to:

Information Officer: Mr. C J Janse van Rensburg
Email: info@compli-tech.co.za
Address: 18 Hout Street, Paarl, WCP 7646, South Africa

Fees for Access Requests

  • Personal Information Requests: Free
  • Other Information Requests: R50 (as prescribed by SAHRC regulations)

9. Availability of This Manual

This manual is available at no cost for inspection at our registered office:

Address: 18 Hout Street, Paarl, WCP 7646, South Africa

Copies may also be obtained (subject to prescribed fees) by contacting info@compli-tech.co.za.

This PAIA Manual is effective as of March 23, 2025 and will be updated periodically in compliance with legal requirements.