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PAIA and POPIA Manual

Version 1.0 · effective 30 October 2026

This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) and explains how to request records held by Ingenious Nexus, and how we process personal information under POPIA. Small private bodies may qualify for an exemption from compiling a manual; we publish one voluntarily so that requesters know how to reach us.

1. The private body

Ingenious Nexus (Pty) Ltd, a private company registered in South Africa (registration number 2025/198437/07).
449 Ramogotsi Section, Chaneng, Rustenburg, 0310, South Africa.

Requests and correspondence: use the contact form on our website or write to us at the address above, marked "PAIA request" or "POPIA request".

Head of the private body and Information Officer: the head of Ingenious Nexus (Pty) Ltd (for a company, the chief executive officer or equivalent officer, as PAIA and POPIA provide), who may designate deputy information officers. Their name is given on request.

2. The Information Regulator's guide

The Information Regulator publishes a guide on how to use PAIA and POPIA, available in all official languages on the Information Regulator's website. You can ask the Regulator for a copy, and request forms are available there too.

3. Records available without a request

4. Records we hold under other laws

Including, where applicable: the 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, Employment Equity Act 55 of 1998, Unemployment Insurance Act 63 of 2001, Skills Development Levies Act 9 of 1999, Broad-Based Black Economic Empowerment Act 53 of 2003, Consumer Protection Act 68 of 2008, Electronic Communications and Transactions Act 25 of 2002 and POPIA.

5. Categories of records

  • Company records: incorporation documents, shareholder and director records, B-BBEE documents, minutes.
  • Financial and tax records: accounting records, bank statements, tax returns and assessments, invoices issued to subscribers.
  • Customer (subscriber) records: account details, subscription and billing history, support correspondence, security logs.
  • Records held for subscribers: the business records our subscribers capture. We hold these as an operator; requests for them should go to the subscriber business concerned.
  • Supplier and service-provider records: contracts and correspondence.
  • Marketing records: waitlist entries and contact messages.
  • Information technology: system documentation, security policies, audit logs.

6. How to request access

  1. Complete the prescribed request form (Form 2 of the PAIA Regulations, available from the Information Regulator) and send it to the contact above.
  2. Give enough detail to identify the records and the right you want to exercise or protect, and say how you want to receive access.
  3. We may ask for proof of identity, and proof of authority if you request on behalf of someone else.
  4. A request fee and access fee may be payable as prescribed in the PAIA Regulations. We'll tell you before any fee is due. Requesters asking for their own personal information don't pay a request fee.
  5. We'll decide within 30 days (extendable once by up to 30 days with notice) and give reasons if we refuse, on the grounds PAIA allows.

If you disagree with a decision you may complain to the Information Regulator or apply to court, as PAIA provides.

7. Processing of personal information (POPIA)

  • Purposes: providing and securing the service, subscription billing, support, launching the service to waitlist members, meeting legal obligations.
  • Data subjects and information: account holders (identity, contact and sign-in information), subscriber businesses (business, banking and billing details), people captured in subscribers' records (as operator), waitlist members and enquirers (contact and business details), suppliers (contact and contract details).
  • Recipients: our hosting, database, storage and email providers; SARS and other authorities where the law requires; professional advisers.
  • Cross-border transfers: hosting and database providers process information in the United States, under POPIA s72 (see the Privacy Policy).
  • Security measures: encryption in transit and of sensitive fields at rest, hashed passwords, role-based access, two-step verification, account lockout, automatic sign-out, append-only audit logging, and per-business data separation.

8. Availability

This manual is available on our website and at our address on request, free of charge.

Changes to this document

We'll update this document when our services or the law change, and show the new version number and date at the top. For material changes affecting account holders we'll also notify you by email or in the app before they take effect.

  • Version 1.0 (30 October 2026): First version