PAIA Manual
Last updated: 05 March 2026
Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA) and to address requirements of the Protection of Personal Information Act, 4 of 2013 (POPIA).
- Introduction
This manual is prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA).
PAIA gives effect to the constitutional right of access to information held by private bodies where such information is required for the exercise or protection of any rights.
This manual also addresses relevant aspects of the Protection of Personal Information Act, 4 of 2013 (POPIA), which regulates how personal information must be processed and protected.
These manuals assist individuals to understand:
- what records are held by Layer One Systems (Pty) Ltd
- how to request access to those records
- how personal information is processed
- Company Information
Company Name:
Layer One Systems (Pty) Ltd
Website:
www.layeronesystems.co.za
Telephone:
012 880 5580
Registered Address:
Wellness World Corporate Park
Office 4B, Block G
R511, Melodie
Hartbeespoort
0216
South Africa
- Information Officer
In terms of POPIA, every organisation must appoint an Information Officer responsible for ensuring compliance with data protection legislation.
Information Officer:
Layer One Systems (Pty) Ltd
Email:
legal@layeronesystems.co.za
Phone:
012 880 5580
- Guide of the Information Regulator
A guide on how to use PAIA is available from the Information Regulator of South Africa.
Information Regulator (South Africa)
Website:
https://www.justice.gov.za/inforeg
Email:
complaints.IR@justice.gov.za
Physical Address:
JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001
Postal Address:
P.O. Box 31533
Braamfontein
Johannesburg
2017
Telephone:
010 023 5200
- Applicable Legislation
Records may be held in accordance with various pieces of legislation including, but not limited to:
- Promotion of Access to Information Act (PAIA)
- Protection of Personal Information Act (POPIA)
- Electronic Communications and Transactions Act
- Consumer Protection Act
- Companies Act
- Income Tax Act
- Value Added Tax Act
- Basic Conditions of Employment Act
- Labour Relations Act
- Employment Equity Act
- Occupational Health and Safety Act
- Categories of Records Held by the Company
The following categories of records are held by Layer One Systems (Pty) Ltd.
Company Records
- Company registration documents
- Memorandum of Incorporation
- Shareholder agreements
- Corporate governance documents
Financial Records
- Accounting records
- Tax returns
- VAT records
- Financial statements
- Banking records
- Payment transaction records
Employee Records
- Employment contracts
- Payroll records
- HR policies
- Training records
- Leave records
Customer Records
- Customer account information
- Order history
- Delivery information
- Support communications
- Warranty claims
- Returns processing records
Supplier and Distributor Records
- Supplier agreements
- Distributor information
- Purchase orders
- Product sourcing documentation
IT and Website Records
- Website analytics
- Server logs
- Security logs
- User account information
- Website usage statistics
- Records Automatically Available Without a Formal Request
Certain records may be available without submitting a formal PAIA request.
These include:
- terms and conditions
- privacy policy
- returns policy
- product information
- marketing materials
These records are available on the company website.
- Processing of Personal Information (POPIA)
Layer One Systems (Pty) Ltd processes personal information in accordance with the Protection of Personal Information Act (POPIA).
Personal information is processed for legitimate business purposes including:
- processing customer orders
- arranging product deliveries
- customer support
- warranty and returns management
- maintaining customer accounts
- fraud prevention
- legal compliance
Personal information may include:
- names
- contact details
- delivery addresses
- transaction information
- technical website usage data
The company implements reasonable security safeguards to protect personal information against unauthorised access, loss or misuse.
- Categories of Data Subjects
Personal information may be processed for the following categories of individuals:
- customers
- website users
- employees
- suppliers
- distributors
- service providers
- Recipients of Personal Information
Personal information may be shared with:
- payment service providers
- courier and logistics companies
- product distributors or manufacturers
- IT service providers
- legal authorities where required by law
All service providers are required to maintain appropriate confidentiality and data protection standards.
- Security Measures
Layer One Systems (Pty) Ltd implements reasonable technical and organisational safeguards to protect personal information.
These may include:
- secure website encryption (SSL)
- restricted access to sensitive data
- secure hosting environments
- firewall and security monitoring systems
- password protection and authentication controls
- Cross-Border Data Transfers
Some service providers may process data outside South Africa.
Where personal information is transferred internationally, appropriate safeguards are implemented to ensure compliance with POPIA.
- Access to Records
Individuals may request access to records held by Layer One Systems (Pty) Ltd where such information is required for the exercise or protection of rights.
Requests must comply with the procedures set out in PAIA.
- Request Procedure
A request for access to records must:
- Be submitted in writing to the Information Officer
- Clearly describe the requested record
- Specify the right that the requester seeks to exercise or protect
- Provide contact details for communication
Requests may be submitted via email to:
- Fees
Fees for accessing records may apply as prescribed under PAIA regulations.
These may include:
- request fees
- search and preparation fees
- copying fees
The requester will be notified of any applicable fees before processing continues.
- Grounds for Refusal
Access to records may be refused in accordance with PAIA where disclosure would involve:
- personal information of third parties
- confidential commercial information
- trade secrets
- legally privileged documents
- information that could compromise security
Each request will be assessed individually.
- Availability of the Manual
This PAIA Manual is available:
- on the company website
- upon request from the Information Officer
Website location:
https://www.layeronetech.co.za/paia-manual
- Updating the Manual
Layer One Systems (Pty) Ltd may update this manual periodically to ensure compliance with applicable legislation.
Updated versions will be published on the website