PAIA Manual
PROMOTION OF ACCESS TO INFORMATION MANUAL
Compiler: MD: IT Business Solutions
Last Updated Date: 25/01/2024
Contact Number: (068) 328 7341
Subject:
TERATECH Solutions PAIA Manual
Reviewed By:
Strategic Committee: TERATECH Solutions
Document Version:
Version 1 (V1)
Signed-Off By:
Chief Executive Officer: TERATECH Solutions
1. INTRODUCTION
1.1. This is the Promotion of Access to Information Manual of TERATECH Solutions. Section 32 of the Constitution affords everyone the right to access any information that is held by another person and is required for the protection or exercise of any rights. The Promotion of Access to Information Act 2 of 2000 (PAIA) gives effect to the constitutional right to access information. In terms of section 51 of PAIA and section 17 of the Protection of Personal Information Act 4 of 2013 (POPIA); a private body is required to compile a manual documenting all processing operations under its responsibility.
1.2. TERATECH Solutions is a private body and has compiled this PAIA Manual in compliance with the requirements of PAIA and POPIA. This manual is intended to foster a culture of transparency and accountability, in support of and to promote a society in which the people of South Africa have effective access to information to enable them to exercise and protect their rights.
2. PURPOSE OF THIS INFORMATION MANUAL
2.1. To provide an outline of the types of records and the personal information held by TERATECH Solutions and set out the procedure to request access to these records and personal information.
3. COMPANY DETAILS:
Company Name
TERATECH SOLUTIONS
Registration No.
2020 / 425756 / 07
Street Address:
139 Willie Schaap Street, Lawaaikamp, George, Western Cape, 6530
Postal Address
139 Willie Schaap Street, Lawaaikamp, George, Western Cape, 6530
Contact:
(068) 285 1718
E-mail:
info@teratech.solutions
Information Officer
CEO & Managing Director: Marketing & Sales
Deputy Information Officer
Managing Director: IT Business Solutions
4. PAIA GUIDE
4.1. The right of access to information is protected in South Africa's Constitution. The Promotion of Access to Information Act, 2000 ("PAIA") gives effect to this right. PAIA aims to foster a culture of transparency and accountability in public and private bodies and enables the South African people to exercise and protect all their rights and to realise South Africa’s goals of an open and participatory democracy.
4.2. The Information Regulator of South Africa has put together a guide ("Guide") on PAIA, which has been designed as a user-friendly and accessible tool for any person who wishes to exercise any right in terms of PAIA, or in terms of the Protection of Personal Information Act, 2013 ("POPI").
4.3. A copy of the Guide is available on the Information Regulator's website.
Visit their website:
https://www.inforegulator.org.za
PAIA Guidelines:
https://inforegulator.org.za/paia-%20guidelines/
PAIA Forms:
https://inforegulator.org.za/paia-%20forms/
Street Address:
JD House 27 Stiemens Street Braamfontein Johannesburg 2001
Postal Address
P.O Box 3153, Braamfontein, Johannesburg, 2017
Telephone:
010 023 5200
E-mail:
enquiries@inforegulator.org.za - to request the guide PAIAComplaints@inforegulator.org.za – should your PAIA request be denied or there is no response from TERATECH Solutions for access to records you may use this email address to lodge a complaint.
5. PUBLICLY RECORDS AVAILABLE WITHOUT A FORMAL PAIA REQUEST
5.1. Please have a look around at our website, https://www.teratech.solutions/ – various information is available, such as:
5.1.1. Products and Services Information offered by TERATECH Solutions.
5.1.2. Company information.
5.1.3. This PAIA Manual, and a copy of our privacy policy.
6. RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION
6.1. Records are kept in accordance with all legislation applicable to TERATECH Solutions. The specific records which are available are set out in that legislation. These records may in certain instances be protected or confidential, only accessible by the persons specified in the relevant legislation, or subject to certain processes or procedures. A non-exhaustive list of such records appears below.
Operations
Companies Act, 2008: Notice of Incorporation, Memorandum of Incorporation, rules, register of auditors, notices and minutes of shareholders meetings, copies of annual financial statements, accounting records, records of directors, records of shareholders, minutes and resolutions of directors meeting, security controls register
Electronic Communication and Transactions Act, 2002: certain personal data and the purpose for which such data was collected, and third parties to whom the information has been disclosed.
Financial Records
Income Tax Act, 1962: Records showing employee remuneration, tax deductions, income tax numbers
Tax Administration Act, 2011: Records, books of account, returns and documents required by tax laws
Value-Added Tax Act, 1991: Records of goods and services supplied to and from TERATECH Solutions, invoices, credit noted, debit notes, bank statements, income statement
7. HOW TO REQUEST ACCESS TO A RECORD?
7.1. TERATECH Solutions is a private body. In terms of PAIA, requests for information must be submitted using "Form 2", which is available on the Information Regulator website (https://www.inforegulator.org.za). All PAIA requests must be directed to our Information Officer (whose details are indicated be).
7.2. Please note that, generally, fees need to be paid both for making a request and to cover the cost of providing access to the records. The fee structure is available on the Information Regulator website (https://www.inforegulator.org.za).
7.3. When submitting a PAIA request:
7.3.1. You must state which right (other than a right of access to information) you are protecting or exercising by asking for the information;
7.3.2. If you are requesting access to any of your personal information which may be held by us, you must produce adequate proof of your identity; and
7.3.3. Provide sufficient detail to allow us to identify the records you seek.
8. SUBJECTS AND CATEGORIES OF RECORDS
8.1. We hold records on the following subjects and categories:
Company Records
Incorporation documents, written resolutions, and minutes of board/strategic session meetings.
Business Records
Operational records and manuals, databases, internal correspondence, product records, and documentation relating to systems, solutions, information technology, and intellectual property.
Financial Records
Financial statements, management accounts, tax returns, banking records and statements, banking records, asset registers, invoices, and financial agreements.
Income Tax Records
PAYE, company tax and other related documents.
Personnel Records
Employee/shareholder details, personal information, supplier agreement, policies, and procedures and other related documents.
Agreements
Service Level Agreements (SLA), Operator Agreements, Contracts for Goods or Services, Service Agreements, and other related records.
Customer (Client) Information
Customer information, representative details, communications, billing information, transaction details, website URL, risk assessment reports, public customer information, performance records, CVs/Resume records.
9. PERSONAL INFORMATION
9.1. Please refer to our Privacy Policy for a comprehensive outline of how we process personal information, as contemplated in POPI. However, please note the following in respect of personal information processed by us:
9.2. Purpose.
9.2.1. We process personal information to pursue our business objectives and strategies, including as may be required to:
9.2.1.1. Contact our customers and partners;
9.2.1.2. Manage employees;
9.2.1.3. Comply with our financial, regulatory, and other legal obligations;
9.2.1.4. Pursue our legitimate business interests including the performance of risk assessments, data analysis, testing, and product development.
9.3. Categories of Data Subjects and Information.
9.3.1. We process personal information of:
9.3.1.1. Customer/ Clients (Client Details, Contracts, Representative Details and Contact Information, Bank Details, Invoices, Transaction Records And Volumes, Certain Customer Details Submitted As Part Of Transaction, Analytics, Correspondence, Support Tickets);
9.3.1.2. Technical Or Referral Partners, And Service Providers (Contact Details, Billing Information, Invoices, Technical Integration Data, Product Information).
9.4. Recipients of Personal Information
9.4.1. Personal information may be shared with:
9.4.1.1. Our employees on a need-to-know basis or other members of the TERATECH Solutions corporate family for internal administrative purposes;
9.4.1.2. Clients that may need access to information such as CVs, and invoices created for them.
9.4.1.3. Service providers that provide services on our behalf such as website hosting, data analysis, information technology and related infrastructure, customer service, and auditing services;
9.4.1.4. Third-party business partners when this is necessary to provide our payment processing services; As may be required by law.
9.5. Information Security Measures
9.5.1. We have put in place a range of technical and organisational measures designed to protect personal data within our organisation against unauthorised access, destruction, loss, alteration, or misuse. Our security measures have been implemented by us to ensure that personal information is respected and protected.
Issued & Signed-Off By
CEO & Managing Director: TERATECH Solutions
Date: 25/01/2024
