PAIA Manual

Registered name

[LEGAL ENTITY]

Registration number

[REG NO]

Service / brand

Dignita

Registered address

[REGISTERED ADDRESS]

Information Officer

[INFORMATION OFFICER] — [INFORMATION OFFICER EMAIL]

General contact

[SUPPORT EMAIL]

PAIA gives effect to the constitutional right of access to information. This manual is intended to help a requester understand what records we hold and how to request access to them, and to set out the procedure, fees and grounds on which a request may be refused.

The Information Regulator has compiled a guide, in terms of section 10 of PAIA, on how to use the Act. It is available from the Information Regulator (enquiries@inforegulator.org.za, https://inforegulator.org.za) in each official language.

We hold, among others, the following categories of records:

• Account and customer records — employer accounts, household details and subscription records.
• Employment records — worker details, contracts, payslips, attendance, leave and loan records created through the service.
• Operational records — correspondence, support enquiries and free-tool lead records.
• Financial records — billing and payment records (card data is held by our payment processor, not by us).
• Statutory and corporate records — records required by company, tax and labour law.

Some records are also accessible under other laws (for example payslips and employment records under the Basic Conditions of Employment Act).

1. Complete the prescribed PAIA request form (Form 2) — available from the Information Regulator’s website.
2. Send the completed form to the Information Officer at [INFORMATION OFFICER EMAIL].
3. Provide enough detail to identify the record and the right you are seeking to exercise, and proof of identity.
4. Pay the prescribed request fee (and, where applicable, an access fee). We will tell you the amount before processing.
5. We will respond within the period prescribed by PAIA (generally 30 days, which may be extended in limited circumstances).

PAIA prescribes a request fee and access fees (for reproduction, search and preparation). The current amounts are set out in the PAIA regulations. We will provide a fee estimate where the access fee is likely to exceed the prescribed threshold, and may require a deposit.

We may refuse a request on the grounds set out in PAIA, including to protect the privacy of a third party, commercial information of a third party, confidential information, the safety of individuals, or where the record is legally privileged. Where part of a record may be refused, we will give access to the remainder where reasonably possible.

If a request is refused, the requester may lodge a complaint with the Information Regulator (POPIAComplaints@inforegulator.org.za) or apply to court, as provided for in PAIA.