PAIA Manual

Last Updated: August 6, 2026

PROMOTION OF ACCESS TO INFORMATION ACT MANUAL PREPARED IN ACCORDANCE WITH SECTION 51 OF THE PROMOTION OF ACCESS TO INFORMATION ACT, NO. 2 OF 2000 ("PAIA") AND ALIGNED WITH THE PROTECTION OF PERSONAL INFORMATION ACT, NO. 4 OF 2013 ("POPIA").

1. List of Acronyms and Abbreviations

PAIA: Promotion of Access to Information Act, No. 2 of 2000
POPIA: Protection of Personal Information Act, No. 4 of 2013
MOI: Memorandum of Incorporation
IT: Information Technology
CEO: Chief Executive Officer
CFO: Chief Financial Officer

2. Purpose of the PAIA Manual

This PAIA Manual is designed to provide transparency regarding the records maintained by Plinth-Cloud (Pty) Ltd and to facilitate access to information in accordance with the provisions of PAIA and POPIA. It outlines the types of records available, the procedures for requesting access, and the rights of individuals under these Acts.

This PAIA Manual is helpful for the public to:

Understand the types of records maintained by Plinth-Cloud (Pty) Ltd.
Learn how to request access to records in accordance with PAIA and POPIA.
Know the rights of individuals regarding access to information and the protection of personal information.
Identify the appointed Information Officer and contact details for further assistance.

3. Company Overview and Information Officer Parameters

Plinth-Cloud (Pty) Ltd operates as a private corporate body in South Africa, delivering cloud-hosted property asset management automation and enterprise software (operating as Plinth). In a lean, autonomous operational structure, the Managing Director or designated technical representative serves as the legally accountable Information Officer. This manual fulfills statutory transparency guidelines by providing a formal map of records maintained by the entity.

Full Corporate Name: Plinth-Cloud (Pty) Ltd
Registration Identifier: 2026/515142/07
Registered Physical Base: 12 Cunene Road, Emmarentia, Randburg, 2195, South Africa
Appointed Information Officer: Edward Whitehead
Direct Compliance Routing: compliance@plinthcloud.com

4. Guide of the Information Regulator

The South African Information Regulator maintains an officially published, multi-language Guide containing explicit instructions on how any individual can exercise rights granted under PAIA and POPIA. This Guide can be accessed directly via the Regulator's digital portal (www.inforegulator.org.za) or by writing to their administrative head offices in Braamfontein, Johannesburg.

5. Classification of Records Maintained by the Private Body

Plinth structures its records into specific categories, access to which is evaluated against statutory protection thresholds:

Automatically Available Records: Public marketing documents, software capabilities descriptions, standard pricing matrices, and this published compliance manual. These do not require a formal application.
Internal Operational Records: Memorandum of Incorporation (MOI), director logs, and company secretarial documentation.
Financial and Revenue Records: VAT filings, annual financial statements, tax assessment summaries, and vendor payment records.
Technology and Engineering Infrastructure: System configuration maps, software repository logs, data dictionaries, automated database audit trails, and access token tables.
Customer & SaaS Subscription Databases: Account parameters, consent record tables, billing transaction histories, and encrypted portfolio data records.

6. Prescribed Request Mechanism and Fee Schedules

Requesters seeking access to non-public records must submit a completed Form 2 (Request for Access to Record of Private Body), available on the Information Regulator's website, and send it directly tocompliance@plinthcloud.com. The request must provide adequate descriptive parameters to enable the Information Officer to locate the files, identify the specific right being exercised, and explain why the files are necessary to protect that right.

Every formal request requires the payment of an upfront, non-refundable prescribed request fee. If access is approved, additional access fees are charged to cover reproduction costs, search times, and digital transmission overheads. Plinth reserves the right to withhold records until all applicable fees are settled.

7. Record Access Decision Timelines

The Information Officer is legally obligated to respond to requests within 30 calendar days of receipt. If the request is complex or requires consultation with third parties, the officer may extend the response period by an additional 30 calendar days.

8. Grounds for Refusal of Access

Access to records may be denied if the request is frivolous, vexatious, or if the records contain sensitive information that could compromise the privacy of other individuals or the security of the company. The Information Officer will provide written reasons for any refusal, citing the specific provisions of PAIA that justify the denial.

9. Appeal Process

If a requester is dissatisfied with the decision of the Information Officer, they may lodge an internal appeal within 30 calendar days of receiving the decision. The appeal must be submitted in writing and will be reviewed by a designated senior officer. If the internal appeal is unsuccessful, the requester may further appeal to the Information Regulator.

10. Contact Information for Further Assistance

For any questions or assistance regarding this PAIA Manual or the process of accessing records, please contact the Information Officer at:

Email: compliance@plinthcloud.com