PAIA Manual

This PAIA Manual has been prepared for SoloStack (Pty) Ltd in accordance with the Promotion of Access to Information Act 2 of 2000, as amended ("PAIA").

The purpose of this Manual is to provide information about the records held by SoloStack, the functions of the company, the process for requesting access to records, and the contact details of the person responsible for assisting with information requests.

This Manual should be read together with SoloStack's Privacy Policy, which explains how personal information is processed in accordance with applicable privacy laws.

1. About SoloStack

SoloStack (Pty) Ltd is a South African technology company providing digital and software development services.

Our services may include:

• Website development
• Web application development
• Business systems
• E-commerce solutions
• Booking systems
• Custom software
• API and system integrations
• UI/UX and digital product design
• Deployment and technical services
• Maintenance and support

2. Purpose of this Manual

This Manual is intended to assist members of the public and other interested persons in understanding:

• The functions and structure of SoloStack;
• The types of records that may be held by SoloStack;
• Records that may be available without making a formal request;
• How to request access to records held by SoloStack; and
• The contact details to be used for information-related enquiries.

3. Contact Details

Requests relating to access to records may be directed to the above contact details, subject to the applicable PAIA requirements and procedures.

4. Records Held by SoloStack

The following categories describe records that SoloStack may hold in the ordinary course of its business. The existence of a category does not mean that every record listed is available on request or that disclosure will necessarily be granted.

4.1 Company and Corporate Records

• Company registration and corporate records
• Internal policies and procedures
• Business correspondence
• Records relating to company administration

4.2 Financial and Accounting Records

• Invoices and quotations
• Accounting records
• Payment-related records
• Tax and statutory records

4.3 Client and Service Records

• Project enquiries
• Client correspondence
• Proposals and quotations
• Service agreements and project documentation
• Maintenance and support records
• Project-related technical records

4.4 Human Resources Records

• Employment-related records, where applicable
• Personnel records, where applicable
• Contractor or service-provider records, where applicable

4.5 Technical and Website Records

• Website and application source code
• Technical documentation
• System configuration information
• Deployment and maintenance records
• Information relating to website hosting and infrastructure

5. Automatically Available Information

Certain information about SoloStack may be made available without requiring a formal PAIA request, including information published publicly on the SoloStack website and official communication channels.

This may include:

• Information about SoloStack and its services
• Publicly displayed contact details
• Public website content
• Publicly displayed project or portfolio information

6. Requesting Access to Records

A person seeking access to a record held by SoloStack must make a request in accordance with PAIA and the applicable prescribed procedures.

A request should provide sufficient information to enable SoloStack to identify:

• The record or records being requested;
• The requester and their contact details;
• The form in which access is requested, where applicable; and
• The purpose of the request where this is required by the applicable PAIA procedure.

SoloStack may require the prescribed request form and supporting information before a request can be processed.

7. Grounds for Refusal or Limitation

Access to information is not automatic. PAIA provides grounds on which a request for access may be refused or limited.

These may include circumstances relating to the protection of privacy, confidential information, commercially sensitive information, privileged information, protection of third-party interests, or other grounds recognised by applicable law.

Where applicable, SoloStack will process requests in accordance with the requirements and grounds set out in PAIA.

8. Personal Information

SoloStack may process personal information in the ordinary course of its business, including information relating to prospective clients, clients, suppliers, service providers, employees, and other persons with whom the company interacts.

Details about how SoloStack processes personal information are contained in our Privacy Policy.

A request for access to personal information may also be subject to the applicable provisions of POPIA and related procedures.

9. Third-Party Records

Some records in SoloStack's possession may contain information belonging to or relating to third parties.

Access to such information may be subject to the provisions of PAIA concerning the protection of third-party information, confidentiality, privacy, and other applicable grounds for refusal.

10. Fees

PAIA provides for prescribed fees and, where applicable, other costs relating to certain requests for access to records.

Where a fee is applicable, SoloStack will provide the relevant information regarding the fee and payment requirements in accordance with the applicable legal process.

11. Remedies and Complaints

If a request for access is refused or a requester has another concern regarding the handling of a PAIA request, the requester may have remedies available under PAIA.

Depending on the circumstances and applicable legal procedures, this may include approaching the Information Regulator or a competent court.

12. Information Regulator

The Information Regulator is responsible for monitoring and enforcing compliance with PAIA and POPIA in South Africa.

13. Availability of This Manual

This Manual is made available on the SoloStack website for information and access purposes.

A copy may also be made available at SoloStack's principal place of business in accordance with applicable requirements.

The Information Regulator states that private bodies must make their PAIA Manuals available on their websites and at their principal places of business.

14. Updates to This Manual

SoloStack may update this Manual from time to time to reflect changes to its business, records, procedures, legal requirements, or applicable guidance from the Information Regulator.

The latest version will be published on this page together with the applicable update date.