PAIA Manual

1. Purpose

This manual explains which records Project Tracker (Pty) Ltd holds and how to ask for access to them. It also sets out how we process personal information under the Protection of Personal Information Act (POPIA).

2. Contact details

3. The Regulator's guide

The Information Regulator publishes a guide on how to use PAIA and POPIA (section 10 of PAIA). It is available from the Regulator at https://inforegulator.org.za, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, and on request from our Information Officer.

4. Records available without a request

The content of our public website, including this manual, the Privacy Notice and the Terms of Service, is available without a formal request.

5. Records kept in terms of other laws

We keep records as required by, among others: the Companies Act 71 of 2008; the Income Tax Act 58 of 1962; the Value-Added Tax Act 89 of 1991; the Tax Administration Act 28 of 2011; the Basic Conditions of Employment Act 75 of 1997; the Labour Relations Act 66 of 1995; the Unemployment Insurance Act 63 of 2001; the Compensation for Occupational Injuries and Diseases Act 130 of 1993; the Skills Development Levies Act 9 of 1999; the Electronic Communications and Transactions Act 25 of 2002; and POPIA itself.

6. Subjects and categories of records

A record on this list is not automatically available. Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, for example to protect another person's privacy or confidential commercial information.

7. Processing of personal information (POPIA)

Purpose: to provide registration, tax, payroll, compliance and bookkeeping services; to communicate with clients; to bill and receive payment; to meet legal record-keeping duties; and to keep the platform secure.

Categories of data subjects and their information:

• Clients and their directors, members, shareholders and contacts: names, ID or passport numbers, contact details, addresses, tax numbers, bank details, signatures, correspondence.
• Client companies: registration and tax details, financial records, bank statements.
• Employees of payroll clients: names, ID and tax numbers, salaries and deductions, bank details.
• Our staff: employment, payroll and contact details.
• Suppliers and operators: contact and contract details.

Recipients: SARS, CIPC, the Department of Employment and Labour, the Compensation Fund, CIDB and other bodies when we file on a client's instructions; our staff; and these operators:

Transfers outside South Africa: to the operators listed above outside South Africa, under laws similar to POPIA or written agreements (POPIA section 72).

Security measures: role- and company-based access control, restricted confidential file types, hashed passwords, encrypted connections, login throttling, activity logging, off-site backups, and a security-compromise procedure.

8. How to request access to a record

1. Complete the prescribed request form (Form 2 of the PAIA Regulations, 2021), available to download under Request forms below.
2. Send it to the Information Officer at sales@projecttracker.co.za or deliver it to the address above.
3. Give enough detail to identify the record and say what right you are exercising or protecting. Include proof of identity, and proof of authority if you ask on someone else's behalf.
4. Pay the request fee and any access fee prescribed in the PAIA Regulations. We will tell you the amount before we process the request. A person asking for their own personal information pays no request fee.
5. We will answer within 30 days. If we need longer, we will tell you before the 30 days end.

To ask us to correct or delete your personal information, or to object to its processing, write to the Information Officer; use POPIA Form 1 (objection) or Form 2 (correction or deletion) under Request forms below.

9. Complaints

If you are unhappy with our response, you may complain to the Information Regulator (South Africa): PAIAComplaints@inforegulator.org.za (PAIA) or POPIAComplaints@inforegulator.org.za (POPIA), or apply to court.

10. Availability of this manual

This manual is published on our website and is available for inspection at our address during office hours, free of charge.