PAIA manual

1. About this manual

PAIA gives everyone the right to ask for access to records held by private bodies, such as companies, where the record is needed to exercise or protect a right. This manual explains:

• which records Simplifico holds, and which you can see without a formal request;
• how to make a request, what it costs and how long it takes;
• who to contact; and
• how we process and protect personal information, as the Protection of Personal Information Act, 2013 (POPIA) requires.

If you only want to see, correct or delete personal information we hold about you, you don't need this process. Email duane@simplifico.xyz, as our privacy notice explains.

2. Contact details

3. The Regulator's guide to PAIA

The Information Regulator has published a guide on how to use PAIA and POPIA to get access to information. It is available in every official language and in braille. It explains, among other things, the purpose of PAIA, how to make a request, the help available from Information Officers and the Regulator, the fees, and what you can do if a request is refused.

You can download the guide from the Information Regulator's website, or ask the Regulator for a copy:

• Information Regulator (South Africa): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Email: enquiries@inforegulator.org.za
• Website: inforegulator.org.za

An English copy of the guide can also be inspected at our office during business hours, by appointment.

4. Records available without a request

Simplifico has not published a notice under section 52(2) of PAIA. The following records are available to anyone without a formal request:

5. Records kept under other laws

Simplifico keeps records as required by the following laws, where they apply to us. Some of these records may be available under that law, or by request under PAIA.

• Basic Conditions of Employment Act 75 of 1997
• Broad-Based Black Economic Empowerment Act 53 of 2003
• Companies Act 71 of 2008
• Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Consumer Protection Act 68 of 2008
• Electronic Communications and Transactions Act 25 of 2002
• Employment Equity Act 55 of 1998
• Income Tax Act 58 of 1962
• Labour Relations Act 66 of 1995
• Promotion of Access to Information Act 2 of 2000
• Protection of Personal Information Act 4 of 2013
• Skills Development Levies Act 9 of 1999
• Tax Administration Act 28 of 2011
• Unemployment Insurance Act 63 of 2001

6. Records we hold, by subject

7. How we process personal information

7.1 Why we process it

We process personal information to reply to enquiries, prepare proposals and deliver the services clients engage us for, send free tool results when people ask for them, deliver shop orders, run and secure our website, understand how our website and advertising perform (only with consent), and meet our legal, tax and accounting obligations.

7.2 Whose information, and what information

7.3 Who receives it

• Service providers who process information for us (operators): Google, Microsoft, Netlify, Zoho, Calendly and PayFast, only as far as they need it.
• Contractors working on a client's project, only for that project and under confidentiality.
• Our accountant and other professional advisers.
• SARS, the CIPC and other authorities, where the law requires it.

7.4 Information sent outside South Africa

Yes. Several of our service providers store information outside South Africa, mainly in the United States and the European Union. These are Google, Microsoft, Netlify, Zoho and Calendly. We use only providers that are bound by laws, rules or agreements that protect information to a standard substantially similar to POPIA, as section 72 requires.

7.5 How we keep it secure

• Our website is only served over an encrypted connection (HTTPS), and browsers are told never to use an unencrypted one.
• Every business account uses two-step sign-in, and passwords are kept in a password manager.
• Access to personal information is limited to the people who need it for their work.
• Our domain has a transfer lock, so it cannot be moved without our approval.
• We use established service providers with their own security safeguards.
• If we believe personal information has been accessed without authorisation, we notify the people affected and the Information Regulator, as section 22 of POPIA requires.

8. How to request access

1. Complete Form 2 (Request for Access to Record), published by the Information Regulator.
2. Describe the record clearly enough for us to find it, say how you want to receive it (for example a copy by email), and explain which right you want to exercise or protect, and why you need the record for that.
3. If you are asking on someone else's behalf, include proof that you may act for them.
4. Send the form to duane@simplifico.xyz, or deliver it to 87 Robyn Road, Lyttelton, Centurion, 0157.
5. We tell you whether we will give access within 30 days. In limited cases PAIA allows one extension of up to 30 more days, and we will tell you why.

When we may refuse. PAIA requires or allows a private body to refuse access in some cases, for example to protect another person's privacy, commercial information of a third party, confidential information, someone's safety, legally privileged records, or our own commercial information. If we refuse, we explain why. Where only part of a record is protected, we give access to the rest.

If you disagree with our decision. There is no internal appeal for private bodies. You may complain to the Information Regulator within 180 days of our decision, using Form 5 (Complaint Form), or apply to a court.

9. Fees

These are the fees for private bodies published by the Information Regulator. A request fee applies to every request except one for your own personal information. We tell you in advance about any access fee before we prepare the record.

10. Where to find this manual

• On this website, at simplifico.xyz/paia/.
• At our office, for inspection during business hours, by appointment.
• As a copy on request, at the fee for copies above.
• From us, for the Information Regulator, on request.

We review this manual at least once a year and whenever our records or processing change.

Issued by: Duáne Kellerman, Information Officer, Simplifico (Pty) Ltd.
Effective date: 22 October 2026.