PAIA Manual

1. Purpose of this manual

This manual is published in compliance with Section 51 of PAIA. It is intended to:

• Give effect to the constitutional right of access to information.
• Promote transparency regarding Deis Technologies' activities as a technology service provider.
• Provide guidelines for how members of the public, clients and data subjects can request information.
• Balance the right of access with privacy, confidentiality and commercial protections.
• Demonstrate compliance with both PAIA and POPIA.

2. Introduction

Deis Technologies (Pty) Ltd is a technology company that provides GovernIQ, a governance, risk and compliance platform, to the organisations that subscribe to it.

3. Key contact information

Company name:

Deis Technologies (Pty) Ltd

Registration number:

2022/595177/07

VAT number:

4730310002

Address:

24 Sand Olive Close, Sagewood, 1685

Website:

www.deistech.co.za

Information Officer:

Yasvanth Singh (Managing Director)

Email:

[email protected]

Phone:

+27 78 872 6405

Regulator:

Information Regulator (South Africa)

Address:

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Phone:

010 023 5200

Email:

[email protected]

Website:

www.inforegulator.org.za

4. Section 10 guide on how to use PAIA

The Information Regulator has published a guide on how to exercise rights under PAIA and POPIA. It is available in all official languages from the Information Regulator's website: https://inforegulator.org.za/paia-guidelines/

5. Records available in terms of legislation

Deis Technologies holds records in compliance with, but not limited to, the following laws:

• Companies Act 71 of 2008
• Basic Conditions of Employment Act 75 of 1997
• Employment Equity Act 55 of 1998
• Labour Relations Act 66 of 1995
• Income Tax Act 95 of 1967
• Value Added Tax Act 89 of 1991
• Financial Intelligence Centre Act 38 of 2001 (FICA)
• Promotion of Access to Information Act 2 of 2000 (PAIA)
• Protection of Personal Information Act 4 of 2013 (POPIA)
• Electronic Communications and Transactions Act 25 of 2002

6. Categories of records held

• Automatically available records: Deis Technologies website content; marketing materials and product brochures; this PAIA manual and request forms; public pricing information.
• Personnel records (request required): employment contracts and agreements; HR policies and procedures; payroll, leave and training records.
• Customer and client records (request required): client contracts and service agreements; billing, invoices and payment records; support tickets and correspondence.
• Statutory and corporate records (request required): CIPC registration and incorporation documents; shareholder and director records; minutes of board and shareholder meetings.
• Operational records (request required): company policies and SOPs; POPIA compliance framework; financial statements and audit reports.
• Third-party records (request required): supplier and partner agreements; data processing agreements; integration partner documentation.

7. Procedure for requesting access

• Complete Form 2 (2021 Regulations), available from the Information Regulator.
• Submit the request in writing to the Information Officer by email or post.
• Provide sufficient detail to identify the records required.
• Pay the applicable fees. A request fee and an access fee may apply, as prescribed by the regulations.
• Deis Technologies will respond within 30 calendar days. An extension (not exceeding 30 days) may apply for complex requests.

8. Grounds for refusal

Deis Technologies may refuse access if disclosure would:

• Section 63: violate the personal privacy of a third party
• Section 64: reveal confidential commercial information
• Section 65: endanger the safety of individuals
• Section 66: endanger life, security or property
• Section 67: breach legally privileged documents
• Section 68: prejudice commercial activities
• Section 69: concern records relating to research information

9. Remedies in case of refusal

Deis Technologies, as a private body, has no internal appeal mechanism. Requesters may lodge a complaint with the Information Regulator or approach the High Court of South Africa for relief.

10. POPIA compliance

In terms of Section 17 of POPIA, Deis Technologies processes personal information for the following purposes:

• Providing and operating the GovernIQ platform for its customers
• Customer support and service delivery
• Billing, invoicing and payment processing
• Legal and regulatory compliance

Data subject rights

Data subjects may exercise their rights under POPIA by contacting the Information Officer. See the Privacy Policy for more detail.

Availability of this manual

This manual is available on our website and on request by email to [email protected].