PAIA Manual

1. List of Acronyms and Abbreviations

1. 1.1“CEO” Chief Executive Officer
2. 1.2“DIO” Deputy Information Officer;
3. 1.3“IO“ Information Officer;
4. 1.4“Minister” Minister of Justice and Correctional Services;
5. 1.5“PAIA” Promotion of Access to Information Act No. 2 of 2000( as Amended;
6. 1.6“POPIA” Protection of Personal Information Act No.4 of 2013;
7. 1.7“Regulator” Information Regulator; and
8. 1.8“Republic” Republic of South Africa

2. Purpose of PAIA Manual

This PAIA Manual is useful for the public to-

1. 2.1check the categories of records held by a body which are available without a person having to submit a formal PAIA request;
2. 2.2have a sufficient understanding of how to make a request for access to a record of the body, by providing a description of the subjects on which the body holds records and the categories of records held on each subject;
3. 2.3know the description of the records of the body which are available in accordance with any other legislation;
4. 2.4access all the relevant contact details of the Information Officer and Deputy Information Officer who will assist the public with the records they intend to access;
5. 2.5know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;
6. 2.6know if the body will process personal information, the purpose of processing of personal information and the description of the categories of data subjects and of the information or categories of information relating thereto;
7. 2.7know the description of the categories of data subjects and of the information or categories of information relating thereto;
8. 2.8know the recipients or categories of recipients to whom the personal information may be supplied;
9. 2.9know if the body has planned to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and
10. 2.10know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

3. Key Contact Details for Access to Information

3.1. Information Officer

Name

Chante Groenewald

Tel

0846124464

Email

admin@femmlogic.co.za

3.3 Access to information general contacts

Email

info@femmlogic.co.za

3.4 Head Office

Postal Address

24 Van Goens Street, Bothasig, 7441, Cape Town.

Physical Address

24 Van Goens Street, Bothasig, 7441, Cape Town.

Telephone

0846124464

Email

info@femmlogic.co.za

Website

www.femmlogic.co.za

4. Guide on How to Use PAIA and How to Obtain Access to the Guide

1. 4.1.The Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA.
2. 4.2.The Guide is available in each of the official languages and in braille.
3. 4.3.The aforesaid Guide contains the description of
   1. 4.3.1.the objects of PAIA and POPIA;
   2. 4.3.2.the postal and street address, phone and fax number and, if available, electronic mail address of-
      1. 4.3.2.1.the Information Officer of every public body, and
      2. 4.3.2.2.every Deputy Information Officer of every public and private body designated in terms of section 17(1) of PAIA and section 56 of POPIA;
   3. 4.3.3.the manner and form of a request for-
      1. 4.3.3.1.access to a record of a public body contemplated in section 11; and
      2. 4.3.3.2.access to a record of a private body contemplated in section 50;
   4. 4.3.4.the assistance available from the IO of a public body in terms of PAIA and POPIA;
   5. 4.3.5.the assistance available from the Regulator in terms of PAIA and POPIA;
   6. 4.3.6.all remedies in law available regarding an act or failure to act in respect of a right or duty conferred or imposed by PAIA and POPIA, including the manner of lodging-
      1. 4.3.6.1.an internal appeal;
      2. 4.3.6.2.a complaint to the Regulator; and
      3. 4.3.6.3.an application with a court against a decision by the information officer of a public body, a decision on internal appeal or a decision by the Regulator or a decision of the head of a private body;
   7. 4.3.7.the provisions of sections 14 and 51 requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual;
   8. 4.3.8.the provisions of sections 15 and 52 providing for the voluntary disclosure of categories of records by a public body and private body, respectively;
   9. 4.3.9.the notices issued in terms of sections 22 and 54 regarding fees to be paid in relation to requests for access; and
   10. 4.3.10.the regulations made in terms of section 92.
4. 4.4.Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Regulator, during normal working hours.
5. 4.5.The Guide can also be obtained-
   1. 4.5.1.upon request to the Information Officer;
   2. 4.5.2.from the website of the Regulator (https://www.justice.gov.za/inforeg/).
6. 4.6A copy of the Guide is also available in the following two official languages, for public inspection during normal office hours-
   1. 4.6.1This Manual is compiled and available in English. Should a requester require the manual or communications in Afrikaans or any other official South African language, a request may be submitted to the Information Officer, who will make reasonable efforts to accommodate the request in accordance with the Act.

5. Categories of Records of Femmlogic (Pty) Ltd Which Are Available Without a Person Having to Request Access

The following categories of records are automatically available to the public and do not require a formal request under PAIA. These records can be accessed directly via our website or requested via a general email enquiry:

All other internal records, including but not limited to operational, financial, client database, and infrastructure records, are strictly available on request only and require the submission of a formal PAIA Form 2 request.

6. Description of the Records of Femmlogic (Pty) Ltd Which Are Available in Accordance With Any Other Legislation

Where applicable to our business operations, Femmlogic maintains records in accordance with the following pieces of South African legislation. Records kept in terms of these Acts may be requested via the formal PAIA request process where legally permissible:

• Basic Conditions of Employment Act, No. 75 of 1997
• Companies Act, No. 71 of 2008
• Consumer Protection Act, No. 68 of 2008
• Electronic Communications and Transactions Act, No. 25 of 2002
• Income Tax Act, No. 58 of 1962
• Protection of Personal Information Act, No. 4 of 2013
• Promotion of Access to Information Act, No. 2 of 2000
• Labour Relations Act, No. 66 of 1995

7. Description of the Subjects on Which the Body Holds Records and Categories of Records Held on Each Subject by Femmlogic (Pty) Ltd.

8. Processing of Personal Information

8.1 Purpose of Processing Personal Information

Femmlogic (Pty) Ltd processes personal information relating to both natural and juristic persons. This information is processed primarily to execute our contractual obligations, deliver our digital services, and manage our business operations.

Specifically, personal information is processed for the following purposes:

• Service Delivery: To register and manage website domains, provision website hosting infrastructure, and configure business email setups.
• Creative & Development Services: To design, build, and maintain client websites, and to create graphic branding and infographic assets.
• Digital Marketing: To establish, manage, and optimize social media pages and digital marketing resources on behalf of clients.
• Business Administration: To provide administrative support, manage projects, and communicate effectively with clients regarding their briefs.
• Financial Management: To process requests for quotations, issue tax invoices, manage incoming payments, and maintain statutory accounting records.
• Technical Support: To provide ongoing troubleshooting, system updates, and security maintenance for client digital environments.
• Legal & Regulatory Compliance: To maintain records required by South African law, fulfill tax obligations with SARS, and maintain our compliance with POPIA and PAIA.

8.2 Description of the Categories of Data Subjects and of the Information or Categories of Information Relating Thereto

Femmlogic (Pty) Ltd may possess and process records relating to the following categories of data subjects (both natural and juristic persons):

• Clients / Customers: Full names, registered business names, company registration numbers, identity numbers of representatives, physical/postal addresses, email addresses, contact numbers, domain names, website credentials, and billing/invoice data.
• Directors & Management: Full names, identity numbers, physical/postal addresses, contact numbers, direct tax details, bank account details, and corporate shareholding records.
• Suppliers / Third-Party Service Providers: Company names, registration numbers, VAT numbers, physical addresses, point-of-contact details, and banking information for payment clearance.

8.3 The recipients or categories of recipients to whom the personal information may be supplied

Below is the designated table mapping the specific categories of personal information processed by Femmlogic (Pty) Ltd to the corresponding recipients who may receive it:

8.4 Planned Transborder Flows of Personal Information

Personal information and business data handled by Femmlogic (Pty) Ltd may be stored, processed, or transferred outside the borders of South Africa. This happens when website hosting servers, remote data backups, or cloud-based digital administration tools are located in international jurisdictions.

In compliance with Section 72 of POPIA, Femmlogic ensures that all international third-party recipients and server operators are bound by stringent data privacy laws or binding corporate agreements that provide an adequate level of data protection substantially similar to POPIA.

8.5 General Description of Information Security Measures to be Implemented

Femmlogic (Pty) Ltd takes reasonable, industry-standard technical and organizational precautions to secure personal information against loss, theft, alteration, destruction, or unauthorized access. These measures include, but are not limited to:

• Access Controls: Restricting server, hosting, and systems access exclusively to authorized personnel who need it to execute client tasks.
• Credential Security: Enforcing strict password management and multi-factor authentication (MFA) protocols on all internal operational profiles.
• Infrastructure Defense: Deploying up-to-date firewalls, malware scanners, and endpoint security across business workstations.
• Data Redundancy: Running scheduled, secure electronic backups to ensure business continuity and guard against accidental data loss.

9. Availability of the Manual

1. 9.1A copy of the Manual is available-
   1. 9.1.1on www.femmlogic.co.za
   2. 9.1.2head office of the Femmlogic (Pty) Ltd for inspection during normal business hours;
   3. 9.1.3to any person upon request and upon the payment of a reasonable prescribed fee; and
   4. 9.1.4to the Information Regulator upon request.
2. 9.2A fee for a copy of the Manual, as contemplated in annexure B of the Regulations, shall be payable per each A4-size photocopy made.

10. Updating of the Manual

The head of FEMMLOGIC (PTY) LTD will on a regular basis update this manual.

Issued by
Chante Groenewald
Managing Director