PAIA Manual

Manual in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA)

Last updated: 30 June 2026

This manual explains what records Albertec IT Solutions CC holds and how you can request access to them under the Promotion of Access to Information Act 2 of 2000 (PAIA). PAIA gives effect to everyone's constitutional right of access to information held by the State or by private bodies, where that information is required to exercise or protect a right.

The short version: We're a small software business. This manual lists the kinds of records we keep, who to contact, and how to ask for access. Most personal data we handle is covered in more detail by our Privacy Policy.

1. About this private body

Information Officer

• Information Officer: Theuns Alberts (Managing Member)
• Email: [email protected]

All requests for access to records, and any questions about this manual, should be directed to the Information Officer at the address above.

2. The Information Regulator's Guide on how to use PAIA

The Information Regulator has compiled a guide (in terms of section 10 of PAIA) on how to use the Act. It contains information a person may need to exercise their rights under PAIA. The guide is available in each official language from the Information Regulator:

• The Information Regulator (South Africa)
• Website: https://inforegulator.org.za
• Email: [email protected]
• Postal: P.O. Box 31533, Braamfontein, Johannesburg, 2017

3. Records held under other legislation

In the ordinary course of business we keep records as required by various laws, which may include:

• Close Corporations Act 69 of 1984 / Companies Act 71 of 2008
• Income Tax Act 58 of 1962
• Value-Added Tax Act 89 of 1991
• Tax Administration Act 28 of 2011
• Basic Conditions of Employment Act 75 of 1997
• Labour Relations Act 66 of 1995
• Unemployment Insurance Act 63 of 2001 (and the UIC Act)
• Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Skills Development Levies Act 9 of 1999
• Protection of Personal Information Act 4 of 2013 (POPIA)
• Electronic Communications and Transactions Act 25 of 2002

Keeping these records does not mean they are automatically available on request — access is determined under PAIA, as set out below.

4. Categories of records we hold

We hold records in the following broad categories. Not all records are available for access; some are protected from disclosure (see section 7).

• Statutory & corporate records — founding statement, member details, statutory registers.
• Financial & tax records — invoices, management accounts, VAT and tax records, bank records.
• Customer records — account and contact details, subscription and billing information, contracts, and support correspondence.
• Customer data processed on their behalf — data our customers put into our software (such as asset records). For this data the customer is the responsible party and we act as operator; access requests for it should be directed to the relevant customer. See our Data Processing Addendum.
• Employee & HR records — where we have employees: contracts, payroll, and related records.
• Supplier & contractor records — agreements and contact details for our service providers.
• Operational & IT records — system, security, and product records needed to run the service. See our Security Overview and Subprocessors.
• Marketing records — mailing lists and consent records, where applicable.

5. How to request access to a record

1. Complete the prescribed PAIA request form (the form for access to records of a private body) and send it to the Information Officer at the contact details in section 1.
2. Provide enough detail to identify the record, the right you are seeking to exercise or protect, and how that record is required to exercise or protect that right.
3. Provide enough detail for us to identify you and to reach you with our decision, and state the form of access you prefer.
4. If you are requesting records on behalf of someone else, include proof that you are authorised to do so.

We will respond, as required by PAIA, within 30 days of receiving a valid request (this period may be extended in the circumstances PAIA allows). We will tell you whether access is granted and, if not, the reasons and your rights.

6. Fees

PAIA provides for two types of fee for requests to a private body:

• A request fee — payable before we process the request.
• An access fee — calculated on the time and materials needed to find, prepare, copy, and send the record.

The amounts are those prescribed in the regulations under PAIA from time to time. We will notify you of any fee payable before processing your request, and may require a deposit where the work involved is substantial.

7. Grounds on which we may refuse access

PAIA requires or allows us to refuse access in certain cases, including to protect:

• The personal information of a third party (mandatory protection of privacy).
• Commercial information of a third party or of Albertec (such as trade secrets, financial, commercial, scientific or technical information that could harm a party's interests).
• Information held in confidence that, if disclosed, could breach a duty of confidence.
• The safety of individuals or the protection of property.
• Records privileged from production in legal proceedings.
• The commercial activities of Albertec, where disclosure could prejudice them.
• Research information of a third party or of Albertec.

Where a ground for refusal applies only to part of a record, we will grant access to the remainder.

8. Your remedies

There is no internal appeal against a decision of a private body. If you are not satisfied with our decision, you may:

• Lodge a complaint with the Information Regulator, or
• Apply to a court for appropriate relief.

The Information Regulator (South Africa) — https://inforegulator.org.za — [email protected]

9. Availability of this manual

This manual is available:

• On our website at https://batapp.co.za/paia-manual
• From the Information Officer on request, at the contact details in section 1
• At the offices of the Information Regulator

10. Updates

We will update this manual when our records, contact details, or the law change.

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