Legal

    PAIA Manual

    Last updated: 9 November 2026

    Manual prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) and the Protection of Personal Information Act 4 of 2013 (POPIA).

    1. Introduction

    This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA). It tells you what records Element UI holds and how to request access to them. It also sets out how we process personal information, as required by section 51(1)(c) read with the Protection of Personal Information Act 4 of 2013 (POPIA).

    2. Contact details and Information Officer

    Trading name
    Element UI
    Registered name
    Available on request from info@elementui.co.za
    Registration number
    Available on request from info@elementui.co.za
    Information Officer
    The owner of Element UI acts as Information Officer
    Email
    info@elementui.co.za
    Telephone and WhatsApp
    +27 76 332 8765
    Physical address
    Pretoria, Gauteng, South Africa (full street address available on request from info@elementui.co.za)
    Website
    www.elementui.co.za

    All requests for access to records must be sent to the Information Officer at the email address above.

    3. Guide by the Information Regulator

    The Information Regulator has published a Guide on how to use PAIA and POPIA, as required by section 10 of PAIA. The Guide is available in all official languages from the Information Regulator, and a copy can be inspected at our office on request.

    Name
    Information Regulator (South Africa)
    Physical address
    JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
    Complaints
    PAIAComplaints@inforegulator.org.za
    General enquiries
    enquiries@inforegulator.org.za
    Website
    inforegulator.org.za

    4. Records available without a request

    The following records are freely available on our website without a formal PAIA request (section 52):

    5. Records kept in terms of legislation

    Where applicable to our business, we keep records in terms of the following legislation:

    • Basic Conditions of Employment Act 75 of 1997
    • Companies Act 71 of 2008
    • Compensation for Occupational Injuries and Diseases Act 130 of 1993
    • Consumer Protection Act 68 of 2008
    • Electronic Communications and Transactions Act 25 of 2002
    • Employment Equity Act 55 of 1998
    • Income Tax Act 58 of 1962
    • Labour Relations Act 66 of 1995
    • Protection of Personal Information Act 4 of 2013
    • Skills Development Levies Act 9 of 1999
    • Tax Administration Act 28 of 2011
    • Unemployment Insurance Act 63 of 2001
    • Value-Added Tax Act 89 of 1991 (where applicable)

    6. Subjects and categories of records held

    Company and statutory
    Registration documents, founding documents, statutory registers and correspondence with regulators.
    Financial and tax
    Accounting records, bank statements, invoices, quotes, payment records, tax returns and assessments.
    Clients
    Contact details, quotes, agreements, project files, hosting records, invoices and correspondence.
    Suppliers and service providers
    Agreements, invoices, contact details and correspondence.
    Employees and contractors
    Contracts, payroll, leave, tax and statutory records, and commission records.
    Information technology
    System documentation, licences, security policies and access records.
    Marketing
    Website content, published articles, portfolio, reviews, promotional material and enquiry records.

    7. Processing of personal information

    Purposes of processing

    Responding to enquiries, preparing quotes, delivering web, software, hosting and marketing services, invoicing and payments, publishing approved reviews, improving our website with consent, meeting legal and tax obligations, and managing employees and suppliers.

    Categories of data subjects and information

    • Website visitors: cookie choice and, with consent, analytics data.
    • Prospective clients: names, contact details, company details and project information.
    • Clients and their staff: names, contact details, company and billing details, VAT numbers, project content and payment records.
    • Reviewers: names, company names and review content.
    • Employees and contractors: identity, contact, banking, tax and employment details.
    • Suppliers: company and contact details, banking and tax details.

    Recipients

    Hosting, database, email and analytics providers acting as operators; PayFast for online payments; domain and software suppliers; professional advisers; and authorities where the law requires.

    Transfers across borders

    Some operators store information outside South Africa. Transfers take place only in line with section 72 of POPIA.

    Security measures

    Encrypted connections, role-based access controls, database access rules, secured credential storage, rate limiting and spam protection on public forms, and keeping personal information out of system logs.

    8. How to request access to a record

    1. Complete Form 2 (Request for Access to Record) prescribed by the PAIA Regulations, 2021, available from the Information Regulator's website.
    2. Email the completed form to the Information Officer at info@elementui.co.za. Include proof of identity and, if you act for someone else, proof of your authority.
    3. Describe the record clearly, state the form of access you want, and identify the right you want to exercise or protect and why the record is needed for it.
    4. We will decide on your request within 30 days. We may extend this once by up to 30 days in the circumstances allowed by section 57, and will tell you if we do.

    9. Fees

    Requesters other than personal requesters pay the request fee prescribed in the PAIA Regulations, 2021. A personal requester (someone asking for their own personal information) pays no request fee. Access fees for searching, preparing and reproducing records may be payable in line with the prescribed tariffs, and a deposit may be required where the search and preparation will take longer than the prescribed period. We will tell you in advance of any fees payable.

    10. Grounds for refusal

    We may refuse access only on the grounds set out in Chapter 4 of Part 3 of PAIA, including to protect the privacy of third parties, commercial information of third parties or of Element UI, confidential information, the safety of individuals and property, and records privileged from production in legal proceedings. If we refuse a request, we will give reasons.

    11. Remedies

    We do not have an internal appeal procedure. If you are not satisfied with our decision, you may lodge a complaint with the Information Regulator within 180 days (section 77A) or apply to a court for appropriate relief (section 78).

    12. Availability of this manual

    This manual is available on our website and can be emailed to you on request at no charge. It is reviewed regularly and updated when our business or the law changes.

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