PAIA Manual

PAIA MANUAL: PRO FORMAL (PTY) LTD
Prepared in accordance with Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 (PAIA) and the Protection of Personal Information Act, No. 4 of 2013 (POPIA).
Version: 1.0
Last Updated: February 6, 2026

1. INTRODUCTION
The purpose of this manual is to assist potential requesters in requesting access to information (documents or records) from Pro Formal (PTY) LTD as required by the Act.

2. COMPANY CONTACT DETAILS
- Name of Body: Pro Formal (PTY) LTD
- Registration Number: [Your CIPC Reg Number]
- Head of Body: [Director Name]
- Information Officer: [Name of Officer]
- Email: support@proformal.co.za
- Physical Address: [Street Address], [Suburb, City], [Postal Code]

3. GUIDE OF THE INFORMATION REGULATOR
A guide on how to use PAIA is available from the Information Regulator. Queries can be directed to: The Information Regulator (South Africa). JD House, 27 Stiemens Street, Braamfontein, Johannesburg. Website: https://inforegulator.org.za

4. RECORDS AVAILABLE WITHOUT A REQUEST
The following records are automatically available on our website without a formal PAIA request: Terms of Service, Privacy Policy, Product pricing, feature lists, and marketing materials.

5. RECORDS AVAILABLE ON REQUEST
Access to these records may be subject to the grounds of refusal set out in the Act.
- Company Records: MOI, Directors' names/IDs, Statutory registers.
- Financial Records: Annual Financial Statements, Tax returns, VAT records, Accounting records.
- Income Tax Records: PAYE Records, employee tax documents, SARS payment records.
- Personnel Documents: Employment contracts, disciplinary records, salary and leave records.
- Customer Information (SaaS Data): Registration details, transaction history, and invoices. (Note: Financial PDFs uploaded for conversion are purged within 24 hours).

6. PROCESSING OF PERSONAL INFORMATION (POPIA)
We process personal information only for providing our service, managing accounts, and legal compliance. We may share information with trusted third parties (Operators) such as Paystack, DigitalOcean, and Zoho Mail under strict confidentiality agreements.

7. HOW TO REQUEST ACCESS
1. Use the prescribed Form 2 (Request for Access to Record).
2. Address your request to the Information Officer at support@proformal.co.za.
3. Provide sufficient details to identify the record, the requester, the form of access, and contact details.
4. Pay the prescribed request fee (if applicable).

8. FEES
A request fee may be payable before the request is processed. If the request is granted, an access fee may also be payable for reproduction and search.