PAIA Manual

1. About this manual

PAIA gives effect to the constitutional right of access to information. This manual is intended to help members of the public understand the type of records held by Ubuntu Digital Systems and the procedure for requesting access to those records. It is available free of charge on this website.

2. The purpose of PAIA

PAIA promotes transparency and accountability by giving people a right of access to records held by public and private bodies, where that access is required for the exercise or protection of any right. It also sets out the limited grounds on which access may lawfully be refused.

3. About the company

• Legal name: Ubuntu Digital Systems (Pty) Ltd
• Registration number: 2026/508712/07
• Nature of business: digital, web, software, hosting, infrastructure, marketing and related technology and professional services
• Location: Johannesburg, Gauteng, South Africa
• Email: enquiries@udsystems.co.za
• Website: udsystems.co.za

Requests and correspondence in terms of this manual may be submitted by email to enquiries@udsystems.co.za.

4. Information Officer

The Information Officer of a private body is the head of that body, who may designate one or more Deputy Information Officers. Requests for access to records should be directed to the Information Officer by email at enquiries@udsystems.co.za.

5. Records held by the company

The company may hold records in the following broad categories. Access to some records is restricted by law, by confidentiality obligations, or by the privacy rights of others:

• Company and governance records (incorporation, statutory and administrative)
• Client and project records held under service agreements and non-disclosure obligations
• Financial, accounting and tax records
• Employee and human-resources records
• Supplier, contractor and third-party service records
• Marketing, website and general correspondence records

6. Records held under other legislation

Certain records are kept in accordance with other legislation that may apply to the company, such as the Companies Act, the Tax Administration Act, labour legislation and POPIA. Access to those records remains subject to the provisions of PAIA and the relevant legislation.

7. How to request access to a record

A request for access must be made using the prescribed PAIA request form and submitted to the Information Officer at the contact address above. To help us respond, a request should include:

• Sufficient detail to identify the record requested
• The requester's name and contact details, including an address, email or fax to receive our response
• The right the requester seeks to exercise or protect, and why the record is required for that purpose
• The form of access preferred (for example inspection, a copy or an electronic copy)
• Proof of identity, and of authority where the request is made on behalf of another person

8. Processing of the request

The Information Officer will decide on the request within the period prescribed by PAIA (ordinarily 30 days), which may be extended in the circumstances allowed by the Act. We will notify the requester of the decision, any fees payable, and the requester's rights to lodge an internal or external appeal where applicable.

9. Fees

PAIA provides for a request fee and, where a request is granted, an access fee calculated in accordance with the fees prescribed in the PAIA regulations. The applicable, currently-prescribed amounts are those set out in the regulations from time to time; we will confirm any fee payable before processing the request. Fees are not applicable to a request by a person for their own personal information.

10. Grounds on which access may be refused

PAIA sets out mandatory and discretionary grounds for refusing access, which the company will apply where they arise. These include, among others:

• Protection of the personal information and privacy of a third party
• Protection of commercial information of the company or a third party
• Protection of confidential information supplied by a third party
• Legal privilege and information relating to legal proceedings
• Protection of the safety of individuals and the security of property and systems

11. Relationship between PAIA and POPIA

PAIA governs access to records generally, while POPIA governs the processing of personal information. Where you seek access to, or correction of, your own personal information, that request is handled in line with POPIA and our Privacy Policy & POPIA. Both Acts are overseen by the Information Regulator (South Africa).

12. The Information Regulator

The Information Regulator (South Africa) oversees the implementation of both PAIA and POPIA. Prescribed forms, guidance and complaint procedures are available from the Regulator at inforegulator.org.za.