PAIA Manual

This manual is published by JWD Website Design (Pty) Ltd ("JWD") in terms of section 51 of the Promotion of Access to Information Act, 2000 ("PAIA"). It explains which records we hold, how to ask for access to them, what it costs, and how we process personal information under the Protection of Personal Information Act, 2013 ("POPIA").

1. Contact details of the head of the body

• Private body: JWD Website Design (Pty) Ltd, registration number 2026/436461/07
• Head of the body and Information Officer: Shane Michiel Snyman (director)
• Postal and street address: 50 Buitendag Street, Monte Vista, Western Cape, 7460
• Telephone: +27 72 821 0139
• Email: info@jwd.co.za
• Website: www.jwd.co.za

2. The Information Regulator's guide (section 10)

The Information Regulator has published a guide on how to use PAIA, in all official languages. You can download the English version, Guide on how to use the Promotion of Access to Information Act, from the Regulator's website, or ask the Regulator for a copy:

• Information Regulator (South Africa): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Telephone: 010 023 5200 · toll free 0800 017 160
• Email: enquiries@inforegulator.org.za · inforegulator.org.za

3. Records available without a request

The following are freely available on our website without a PAIA request: our Terms & Conditions, Privacy Policy, this manual, our published service descriptions and prices, articles, and portfolio case studies. We have not published a notice under section 52(2) of PAIA.

4. Records kept in terms of other legislation

We keep records as required by, among others, the following laws. Some of these records are available to the persons the relevant law allows:

• Companies Act, 2008
• Income Tax Act, 1962, and Tax Administration Act, 2011
• Value-Added Tax Act, 1991 (JWD is not currently registered for VAT)
• Consumer Protection Act, 2008
• Electronic Communications and Transactions Act, 2002
• Protection of Personal Information Act, 2013
• Basic Conditions of Employment Act, 1997, Labour Relations Act, 1995, and Unemployment Insurance Act, 2001 (where JWD employs staff)

5. Subjects and categories of records we hold

• Company records: incorporation documents, memorandum of incorporation, CIPC filings, directors' and shareholder records, resolutions.
• Financial and tax records: invoices, receipts, bank statements, accounting records, tax returns and correspondence with SARS.
• Client records: quotes, orders, agreements, project briefs and files, website content supplied by clients, correspondence, and support history.
• Hosting and domain records: hosting accounts, domain registrations, registrant details, DNS and nameserver change logs, renewal records.
• Website and account records: customer accounts, orders and payment references, enquiries and quote requests, reviews, and consent records.
• Supplier and contractor records: agreements, invoices and correspondence with suppliers, upstream providers and freelance contractors.
• Marketing records: website analytics (with consent), campaign and referral statistics.
• Information technology and security records: system, security and audit logs.
• Personnel records: where JWD employs staff, employment contracts, payroll, leave and tax records.

6. How to request access to a record

1. Complete Form 02: Request for Access to Record (Regulation 7). Give enough detail for us to identify the record, the form of access you want, and, if you are asking for a record about someone else's rights, which right you want to exercise or protect.
2. Send it to our Information Officer at info@jwd.co.za, or deliver it to the address in section 1.
3. Pay the request fee (see section 7). You can also ask what personal information we hold about you through our Privacy Policy.
4. We decide on your request within 30 days. This period may be extended once, by up to 30 more days, in the circumstances PAIA allows, and we will tell you if it is.
5. Access may be refused only on the grounds set out in PAIA (for example, to protect someone else's privacy, commercial information or confidential information). If we refuse, we tell you why and how to complain.

7. Fees

The fees are those prescribed for private bodies in the Information Regulator's PAIA fee schedule, currently:

• Request fee: R140.00, payable by every requester
• Copies: R2.00 per page or part of a page
• Search and preparation: R145.00 per hour after the first hour, up to a maximum of R435.00
• Deposit: if the search will take longer than 6 hours, one third of the access fee is payable as a deposit
• Other forms of access (electronic copies, transcriptions) at the rates in the schedule

8. Complaints

If you are unhappy with our decision, you may lodge a complaint with the Information Regulator using Form 05: Complaint Form, sent to PAIAComplaints@inforegulator.org.za, within 180 days of our decision, or apply to a court.

9. Processing of personal information (POPIA)

Purposes. We process personal information to respond to enquiries, provide and bill for our website, hosting, domain and SEO services, register and manage domain names, manage customer accounts, keep our systems secure, understand how visitors find us (analytics with consent), and meet our legal and tax obligations.

Categories of data subjects and their information:

• Clients and prospective clients (people and businesses): names, contact details, company details, billing and physical addresses, order and payment references, correspondence.
• Domain registrants: full legal or company name, contact person, email, phone and physical address, as the registries require.
• Website visitors: technical data such as IP address and browser details, and analytics data with consent.
• Suppliers and contractors: contact, banking and contract details.
• Visitors to clients' websites we host: processed only as our clients' operator, on their instructions.

Recipients. Payment processors, the domain registrar and domain registries, hosting and email infrastructure providers, our content delivery and security provider, analytics and advertising providers (with consent), our live chat provider, and professional advisers and authorities where the law requires. Full details are in our Privacy Policy.

Cross-border transfers. Some recipients process information outside South Africa, including domain registry escrow and .com registration services, and our security, analytics, advertising and live chat providers. We transfer personal information across borders only as section 72 of POPIA allows.

Security measures. Encrypted (HTTPS) connections, hashed passwords, access controls, one-time email codes for sensitive account changes, a web application firewall, audit logs of account and domain changes, and daily backups of our own database.

10. Availability and updates

This manual is available on our website, at our address in section 1, and from our Information Officer on request. We update it regularly, and the date it was last updated is shown at the top of this page.