PAIA manual

Company and information officer

• Company: ProperSA (Pty) Ltd, registration number 2026/691748/07, a private company
• Head of the company and information officer: J Blignaut, director. There are no deputy information officers.
• Street and postal address: 8 Auret Road, Nortons Home Estate, Benoni, Gauteng, 1501
• Email: privacy@propersa.co.za
• Phone and WhatsApp: 060 660 8299

This manual is published under section 51 of PAIA and covers the extra details that section 51 of the Protection of Personal Information Act (POPIA) asks for. A printed copy is free on request from the email address above.

The Information Regulator's guide

The Information Regulator publishes a guide on how to use PAIA and POPIA. It is available in every official language on the Regulator's website at inforegulator.org.za, or from the Regulator directly:

• Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Phone 010 023 5200 or toll free 0800 017 160
• Email enquiries@inforegulator.org.za

Records you can get without a request

Everything on this website is open to anyone: our services and prices, the guides, our terms, our privacy policy and this manual. If you are a client, your own order, invoices and the documents we prepared for you are in your client portal or can be emailed to you on request, with no PAIA form needed.

Records we keep because a law requires it

• Companies Act 71 of 2008: memorandum of incorporation, registration certificates, registers of directors and shareholders, resolutions and minutes
• Tax Administration Act 28 of 2011 and Income Tax Act 58 of 1962: accounting records, invoices and tax returns
• Protection of Personal Information Act 4 of 2013: records of how personal information is processed
• Electronic Communications and Transactions Act 25 of 2002: records of online orders and of acceptance of our terms
• Consumer Protection Act 68 of 2008: records of complaints and how they were resolved
• Financial Intelligence Centre Act 38 of 2001: client identification records, where the Act applies to the service
• Employment laws, including the Basic Conditions of Employment Act 75 of 1997 and the Unemployment Insurance Act 63 of 2001, if and when the company employs staff

What records we hold

• Company records: incorporation documents, CIPC records, registers, resolutions and statutory registrations.
• Financial records: invoices, payment records, bank statements, accounting records and tax records.
• Client records: orders, questionnaires, mandates and powers of attorney, identity and company documents received, documents prepared and lodged, authority reference numbers and correspondence.
• Supplier and operator records: agreements and correspondence with partners, suppliers and service providers.
• Website and marketing records: enquiries, leads, support tickets, chat questions, analytics and advertising reports.
• Technical records: system and security logs.

How we process personal information

Why we process it: to deliver the services clients order, including filings with CIPC, SARS, the Department of Employment and Labour, the Compensation Fund and other authorities on the client's instruction; to invoice and keep accounting records; to answer questions; to keep the site secure; and to meet our legal duties.

Whose information: clients and their directors, members, shareholders, employees and other people named in their filings; people who make enquiries or use the site; partners and suppliers.

What information: names, contact details, identity numbers and copies of identity documents, company and tax details, payroll and employee details where a service needs them, banking details where an authority asks for them, order history and correspondence. We collect only what the specific service needs.

Who receives it: the government authority a filing goes to, because that is the service; our operators, such as our database and login provider, email and document storage, payment processor and analytics providers, under agreements that bind them; and anyone a law compels us to give it to.

Information sent outside South Africa: some operators store data abroad, including our database and login provider, Google and Meta. We only use operators bound to protect information to a standard at least as high as POPIA.

How we protect it: encrypted connections, access controlled storage and mailboxes, row level security in the client portal so each client sees only their own records, and limited access inside the company. Full detail is in the privacy policy.

How to ask for a record

1. Complete Form 2 of the PAIA Regulations (request for access to a record). It is on the Information Regulator's website, or we will email it to you.
2. Say which right you want to exercise or protect, and why you need the record for it. PAIA requires this for requests to a private company.
3. Email the form to privacy@propersa.co.za with a copy of your identity document. If you ask on behalf of someone else, add proof that you may act for them.
4. Pay the request fee when we ask for it. We start once it is paid.

We decide within 30 days and tell you in writing. We may extend this once by up to 30 days, and we will tell you why. If we do not answer in time, the law treats the request as refused.

We may refuse access only on the grounds PAIA allows, for example to protect another person's privacy, a third party's commercial information, a confidential relationship or legal privilege. If you ask for your own personal information, POPIA gives you the right to it and we will not charge the request fee.

Fees

These are the fees the PAIA Regulations set for private bodies. ProperSA is not a VAT vendor, so no VAT is added.

• Request fee: R140
• Copies or printouts: R2 a page
• Searching for and preparing the record: R145 an hour after the first hour, at most R435
• Postage or courier: the actual cost

If the search will take more than six hours, we may ask for a deposit of one third of the access fee before we start. If access is refused, any deposit is refunded.

If you are unhappy with our decision

You may complain to the Information Regulator at PAIAComplaints@inforegulator.org.za, or apply to court, within 180 days of our decision.

Updates

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

Last updated: 17 October 2026.