PAIA Manual

Last updated: 2026-06-01

This manual is prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”), as amended. It explains how to request access to records held by Coded Roots Software and includes information required under PAIA and relevant POPIA-related disclosures.

1. Private Body Details

Company Name: Coded Roots Software
Company Registration Number: 2026/333335/07
Registered Address: 36 La Rochelle Road, La Rochelle, Bellville, Cape Town, South Africa
General Contact Email: info@codedrootssoftware.co.za

2. Information Officer

Information Officer: Tyrone Booysen
Email: tyrone@codedrootssoftware.co.za

The Information Officer is responsible for PAIA and POPIA-related compliance and request handling for Coded Roots Software.

3. PAIA Guide

The official PAIA Guide on how to use PAIA is available from the Information Regulator:

Information Regulator – PAIA Guide

4. Records Available Without a Formal Request

The following records may be available without submitting a formal PAIA request, subject to website availability and any legal limitations:

Public website content.
Published privacy, cookie, and compliance notices.
This PAIA Manual.
Other records made publicly available by law or by Coded Roots Software.

5. Records Held by Coded Roots Software

We maintain records in categories that may include the following:

5.1 Company and Corporate Records

Company registration documents.
Governance and administrative records.
Internal policies, procedures, and compliance records.

5.2 Financial and Tax Records

Accounting records.
Invoices, quotations, and statements.
Tax-related records.
Banking and payment records, where applicable.

5.3 Human Resources Records

Employment contracts and personnel records, where applicable.
Payroll-related records, where applicable.
Leave and performance records, where applicable.

5.4 Client and Project Records

Client agreements and service records.
Project documentation, technical specifications, and implementation records.
Correspondence and support communications.

5.5 Technical and Operational Records

Website operation records.
System logs and security monitoring records.
Access control and authentication records, where applicable.
Backups and technical administration records, where applicable.

5.6 Legal and Compliance Records

PAIA and POPIA compliance records.
Contracts and legal correspondence.
Insurance and risk-related records, where applicable.

6. Records Available in Terms of Other Legislation

Depending on what is applicable to the business from time to time, records may also be held in accordance with legislation such as the:

Companies Act 71 of 2008.
Income Tax Act 58 of 1962.
Value-Added Tax Act 89 of 1991.
Labour Relations Act 66 of 1995, where applicable.
Basic Conditions of Employment Act 75 of 1997, where applicable.
Employment Equity Act 55 of 1998, where applicable.
Occupational Health and Safety Act 85 of 1993, where applicable.
Electronic Communications and Transactions Act 25 of 2002, where applicable.
Protection of Personal Information Act 4 of 2013.

7. Request Procedure

If you would like to request access to a record held by Coded Roots Software, you must submit a written request to the Information Officer. Your request should include:

Your full details and contact information.
Sufficient detail to identify the record requested.
The form of access required.
The right you seek to exercise or protect, where applicable, and an explanation of why the requested record is required.
Proof of identity, where necessary.

Requests should be sent to: tyrone@codedrootssoftware.co.za

8. Fees

Requesters may be required to pay the prescribed request fee and access fee, where applicable, in accordance with PAIA. A copy of this Manual may also be provided upon payment of a reasonable prescribed or permitted fee where applicable.

9. Grounds for Refusal

Access to requested records may be refused on lawful grounds set out in PAIA, including but not limited to:

The protection of personal information of a third party.
Commercially confidential information.
Privileged records.
Security, safety, or operational concerns.
Requests that are manifestly frivolous or vexatious, where PAIA allows refusal.

10. POPIA Processing Information

In terms of section 51, the following general POPIA-related information is provided:

10.1 Purpose of Processing

Responding to enquiries and communications.
Providing services and managing client relationships.
Maintaining website and system security.
Complying with legal, regulatory, financial, and contractual obligations.

10.2 Categories of Data Subjects and Personal Information

Website visitors: technical data, cookies, analytics data where consented to.
Enquirers and clients: names, email addresses, contact details, correspondence, project and service-related information.
Employees or contractors, where applicable: HR, payroll, and compliance-related information.

10.3 Recipients or Categories of Recipients

Hosting, infrastructure, cloud, and email providers.
Professional advisers and compliance providers.
Regulators, authorities, or courts where disclosure is legally required.

10.4 Planned Transborder Flows

Some service providers may process information outside South Africa. Where this occurs, appropriate contractual or legal safeguards are used to protect the personal information.

10.5 Security Measures

Coded Roots Software applies reasonable technical and organisational safeguards designed to protect the confidentiality, integrity, and availability of personal information, including access control, HTTPS transport protection, monitoring, and provider-level security measures where appropriate.

11. Availability of This Manual

This Manual is made available:

On our website.
At our principal place of business for public inspection during normal business hours.
To any person upon request, subject to any applicable fee.
To the Information Regulator upon request.