PAIA Manual

1. Introduction

This manual has been prepared for Digital Treehouse (Pty) Ltd in accordance with section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), and updated in light of the Protection of Personal Information Act 4 of 2013 (POPIA).

2. Purpose of PAIA

PAIA gives effect to the constitutional right of access to information held by the State or by another person, where that information is required for the exercise or protection of any right. Where a request is made in terms of PAIA, the body to which the request is made is obliged to give access to the requested information, except where the Act expressly provides otherwise.

PAIA recognises limitations to this right, including limitations aimed at the reasonable protection of privacy, commercial confidentiality, and effective governance — balancing that right with other rights in the Bill of Rights.

POPIA was enacted in November 2013 to promote the protection of personal information processed by public and private bodies, and amended certain provisions of PAIA accordingly.

3. Information Manual

This document serves as Digital Treehouse's information manual, compiled in accordance with section 51 of PAIA and the Schedule to POPIA. It describes the records held by Digital Treehouse and outlines the procedure for requesting access to those records.

This manual is available free of charge at the address below, on this website, and on request. Administration of PAIA and POPIA compliance has been delegated to the Information Officer:

4. Information Regulator's Guide

An official guide has been compiled to assist persons wishing to exercise the right of access to information. Copies are available from the Information Regulator:

Information Regulator of South Africa
JD House, 27 Stiemens Street, Braamfontein, Johannesburg
Email: inforeg@justice.gov.za
Website: inforegulator.org.za

5. Types and Categories of Records

A requester may request information available in terms of applicable legislation, including:

• Companies Act 71 of 2008
• Income Tax Act 58 of 1962
• Value-Added Tax Act 89 of 1991
• Labour Relations Act 66 of 1995
• Basic Conditions of Employment Act 75 of 1997
• Unemployment Insurance Act 63 of 2001
• Financial Intelligence Centre Act 38 of 2001
• Consumer Protection Act 68 of 2008
• Compensation for Occupational Injuries and Diseases Act 130 of 1993

6. Subject Categories of Records

6.1 Personnel Records

Records relating to directors, employees, contractors and service providers, including employment records, payroll, correspondence, and training material.

6.2 Client Records

Records relating to clients, including engagement documentation, transactional records, correspondence, and financial records prepared in the course of providing services.

6.3 Internal Business Records

Financial records, operational records, contracts, statutory records, human resources records, and internal policies and procedures.

6.4 Third Party Records

Records pertaining to contractors, suppliers, and service providers, including contractual and correspondence records.

7. Processing of Personal Information

Digital Treehouse processes personal information only for specified, lawful purposes:

• Personnel data — for payroll, HR administration, and statutory compliance
• Client data — to provide accounting, tax, and financial management services
• Supplier/contractor data — for business administration and payment purposes

8. Recipients of Personal Information

Digital Treehouse may supply personal information or records to:

• South African Revenue Service (SARS)
• The Information Regulator
• Any court, administrative or judicial forum, or arbitration
• Contracted third parties who require the information to provide services on our behalf
• Auditing and accounting oversight bodies
• Anyone making a successful PAIA access request

9. Security Measures

Digital Treehouse takes appropriate technical and organisational measures to ensure the confidentiality, integrity, and availability of personal information in its possession — protecting it against unauthorised access, loss, damage, or destruction.

10. Grounds for Refusal of Access

Digital Treehouse may refuse a request for information where disclosure would involve:

• Unreasonable disclosure of personal information about a third party
• Disclosure of trade secrets or commercially sensitive information of a third party
• Information disclosed in confidence by a third party
• Threat to the safety of individuals or property
• Information that would be privileged in legal proceedings
• Commercially sensitive information of Digital Treehouse
• Requests that are frivolous, vexatious, or involve unreasonable diversion of resources

11. Access Request Procedure

To request access to a record, a requester must:

1. Complete the prescribed Access Request Form (Form C), available at justice.gov.za
2. Submit the completed form and proof of identity to the Information Officer at the address in section 3
3. Pay the prescribed request fee of R50.00 (non-personal requesters)

The Information Officer will respond within 30 days of receipt, notifying the requester in writing whether access has been granted or refused, with reasons if required. This period may be extended by a further 30 days where necessary.

12. Fees

Request fee: R50.00 (requesters other than personal requesters).
Reproduction fees: R1.10 per A4 page (photocopy or printed); R0.75 per A4 page (electronic copy); R70.00 per CD.
Search and preparation: R30.00 per hour or part thereof.
Deposit: Where preparation will exceed 6 hours, a deposit of one third of the access fee is payable in advance.

All fees are VAT inclusive. Payment may be made by direct deposit, bank-guaranteed cheque, or postal order. Proof of payment must accompany the Access Request Form.

13. Remedies for Refusal

A requester or third party may lodge a written complaint with the Information Regulator within 180 days of a decision, alleging non-compliance with PAIA. An application may also be brought before a court, including a Magistrates Court.

Questions about this manual or access requests?