PAIA Manual

This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended by the Protection of Personal Information Act 4 of 2013 (POPIA). It explains what records we hold and how you can ask for access to them.

1. Our details

Name	Digital Xpression (Pty) Ltd
Registration number	2021/891315/07
Head of the body and information officer	Sibongiseni Nomcebo Bhengu, Director
Email	info@digital-xpression.com
Physical and postal address	Unit R201A, Kramerville Corner (CRB House) Second Floor, Building 6 Cnr Kramer & Desmond Streets, Kramerville Sandton, 2060
Website	digital-xpression.com

2. The Information Regulator’s guide

The Information Regulator publishes a guide on how to use PAIA and POPIA, in all official languages. You can get it from the Information Regulator’s website at inforegulator.org.za. We also keep a copy you can inspect at our address during office hours.

3. Records available without a request

The following are available on our website without a formal request: information about our services and prices, our Privacy Policy, our Terms of Use, this manual and our company information.

4. Records kept in terms of other laws

We keep records as required by the following laws, where they apply to us:

• Companies Act 71 of 2008
• Tax Administration Act 28 of 2011 and Income Tax Act 58 of 1962
• Basic Conditions of Employment Act 75 of 1997, Labour Relations Act 66 of 1995, Unemployment Insurance Act 63 of 2001 and Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Electronic Communications and Transactions Act 25 of 2002
• Consumer Protection Act 68 of 2008
• Protection of Personal Information Act 4 of 2013
• Copyright Act 98 of 1978

5. Records we hold

Subject	Categories of records
Company records	Registration documents, memorandum of incorporation, directors’ records, resolutions and statutory registers
Financial and tax records	Accounting records, invoices, bank records, tax returns and correspondence with SARS
Client records	Enquiries, quotations, agreements, invoices, correspondence and project files
Supplier and contractor records	Agreements, invoices and correspondence with suppliers and contractors
Staff records	Employment or contractor agreements, payroll and statutory records, where applicable
Website and IT records	Hosting and domain records, backups, security logs and website content
Marketing records	Brochures, website content, portfolio material and marketing consents

Listing a record here does not mean access to it will be given. Every request is considered in terms of PAIA.

6. How to make a request

1. Complete Form 2 (Request for Access to Record) under the PAIA Regulations, 2021. You can get it from the Information Regulator’s website or from us.
2. Send it to our information officer by email at info@digital-xpression.com or deliver it to our address.
3. Give enough detail for us to identify the record, say which form of access you want, and say which right you are exercising or protecting and why the record is needed for it.
4. If you are asking on behalf of someone else, include proof that you are authorised to do so.

We will respond within 30 days of receiving a complete request. We may extend this once by up to 30 more days where the law allows, and we will tell you if we do.

7. Fees

Fees are payable as set out in the PAIA Regulations, 2021. A request fee of R140.00 applies, except where you ask for records that contain your own personal information. An access fee may apply for searching for, preparing and copying records. If the search will take more than six hours, we may ask for a deposit of one third of the access fee before we start.

8. Grounds for refusal

We may refuse access on the grounds set out in Chapter 4 of Part 3 of PAIA. These include protecting the privacy of other people, commercial information of third parties or of our business, confidential information, and the safety of individuals and property. If we refuse, we will give reasons.

9. If you are unhappy with our decision

You may complain to the Information Regulator, or apply to court, within 180 days of our decision.

10. How we process personal information

Purpose

We process personal information to respond to enquiries, prepare quotations, provide and invoice our services, manage suppliers and contractors, meet our legal and tax obligations, and keep our systems secure.

Categories of people and information

People	Information
Website visitors and enquirers	Name, business name, email address, phone number, message content, IP address and device information
Clients	Contact details, registration and VAT numbers, billing details, agreements and project information
Suppliers and contractors	Contact details, identity or registration numbers, banking details and agreements
Staff, where applicable	Contact details, identity numbers, tax and banking details, and employment records

Who receives it

Our hosting and domain provider, email provider, payment provider and accountants, to the extent they need it, and government bodies such as SARS where the law requires it.

Transfers outside South Africa

Some of our service providers, such as our email provider, may store information on servers outside South Africa. We use providers that are bound by laws or agreements that give a comparable level of protection, as section 72 of POPIA requires.

Security measures

Encrypted connections, access limited to people who need it, strong passwords and two-factor authentication where available, security software and monitoring, and off-site backups.

11. Availability of this manual

This manual is available on our website and at our address. We will update it when our details or records change.