PAIA Manual

1. Introduction and Purpose

This manual is published in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended. PAIA gives effect to the constitutional right of access to information held by private bodies, as set out in Section 32 of the Constitution of the Republic of South Africa, 1996.

The purpose of this manual is to assist you in submitting a request for access to records held by TimeWorks Data Solutions (Pty) Ltd. It describes the types of records we hold, the procedure for requesting access, and the associated fees.

This manual must be read together with PAIA and the Information Regulator's guides, which are available at www.inforegulator.org.za.

2. Contact Details of the Information Officer

The Information Officer is responsible for receiving and processing all requests made under PAIA:

3. Description of the Company

TimeWorks Data Solutions (Pty) Ltd was founded in 1999 and is based in Cape Town, Western Cape. We specialise in point of sale solutions for the South African hospitality and retail markets. Our products and services include:

• POS Software: Retail and hospitality point of sale software, built on Microsoft SQL Server
• Hardware Sales: Supply of POS terminals, receipt printers, barcode scanners, cash drawers and related peripherals
• Hardware Rentals: Monthly rental of POS hardware suitable for start-ups and event-based businesses
• Online Ordering: Integrated online ordering platforms for restaurants and takeaway businesses
• Kitchen Display Systems (KDS): Digital display systems for kitchen order management
• CCTV Integration: Security camera systems integrated with POS data
• Technical Support: Installation, training and ongoing technical support for all products

4. Guide on How to Use PAIA

The Information Regulator has published a guide on how to use PAIA. This guide is available in all official South African languages and can be obtained from:

5. Records Available Without a Formal PAIA Request

The following records are publicly available and do not require a formal PAIA request to access:

• Website content including product descriptions, pricing guides and service information at timeworksdata.co.za
• Company registration details available via CIPC (Companies and Intellectual Property Commission)
• This PAIA Manual and all legal documents published on our website
• Marketing materials such as brochures and case studies published on our website

6. Records Available Under Other Legislation

Certain records are accessible through other legislation and regulatory bodies without requiring a formal PAIA request to TimeWorks:

• Companies Act 71 of 2008: Annual financial statements and company registration documents available via CIPC
• Income Tax Act 58 of 1962: Tax records and returns are submitted to SARS and may be accessible through SARS
• Labour Relations Act 66 of 1995: Employment-related records may be accessible through the relevant bargaining councils or CCMA
• Basic Conditions of Employment Act 75 of 1997: Employment contracts and payroll records as required by the Department of Labour

7. Categories of Records Held

TimeWorks holds the following categories of records:

8. Request Procedure

To request access to records held by TimeWorks Data Solutions, follow these steps:

Step 1 - Complete Form C

All requests must be submitted using Form C as prescribed by the Information Regulator. This form can be downloaded from www.inforegulator.org.za. You must provide enough detail to identify the records you are requesting.

Step 2 - Submit to the Information Officer

Submit your completed Form C to the Information Officer by email or post at the contact details in Section 2 above. Include payment of the R140 request fee (see Section 9).

Step 3 - Response Timeframe

We will respond within 30 days of receiving your complete request. In exceptional circumstances we may request an extension of up to 30 additional days, in which case we will notify you in writing.

Step 4 - Internal Appeal

If your request is refused or you are not satisfied with our response, you may lodge an internal appeal with the head of TimeWorks within 30 days of receiving our decision.

Step 5 - External Appeal

If you are not satisfied with the outcome of your internal appeal, you may apply to the Information Regulator or approach the High Court for relief.

9. Fees Schedule

The following fees apply to PAIA requests, as prescribed by the Information Regulator:

All fees must be paid before access is granted. We will notify you of the total amount due before you commit to payment.

10. POPIA Integration

In addition to our PAIA obligations, TimeWorks Data Solutions processes personal information as regulated by POPIA. The following summarises our data processing activities:

Categories of Personal Information Processed

• Contact details (name, phone, email, physical address)
• Business information (company name, VAT number, business address)
• Financial details (invoices, payment records - no card data stored)
• Employment information (for employees only)
• Technical support data (system identifiers, fault history)

Categories of Data Subjects

• Prospective clients and website visitors
• Current and past clients
• Employees and contractors
• Suppliers and service providers

Purpose of Processing

Personal information is processed for the purposes described in our Privacy Policy, which includes providing services, invoicing, support, legal compliance and direct marketing (with consent).

Recipients

Personal information may be shared with cloud hosting providers, payment gateways, accounting integration partners and vetted technical contractors, all bound by appropriate data processing agreements.

Cross-Border Transfers

Some cloud services may process data on servers located outside South Africa. We ensure adequate safeguards are in place for all cross-border transfers.

Security Safeguards

We implement encryption, access controls, staff training and incident response procedures. Full details are in our Privacy Policy.

11. Version Control

This manual is reviewed annually or whenever there are material changes to our operations, applicable legislation or the Information Regulator's requirements. The latest version is always available on our website.