PAIA manual

1. Introduction

This manual is published by WeShift AI (Pty) Ltd(“WeShift”, “the company”, “we”, “us”) in accordance with section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000) (“PAIA”). It explains the records we hold, how you may request access to them, and how we handle personal information under the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) (“POPIA”). PAIA gives effect to the constitutional right of access to information held by another person where that information is required for the exercise or protection of any right.

2. Particulars of the private body

• Registered name: WeShift AI (Pty) Ltd
• Registration number: 2026/341581/07
• Information Regulator registration number: 2026-023131
• Information Officer: William Nicol (Director)
• Deputy Information Officer: Ernst Paul (Director)
• Email for requests: [email protected]
• Telephone: +27 65 548 9569
• Location: Pretoria, Gauteng, South Africa. As we operate without public premises, requests should be submitted by email; a postal address can be provided on request.
• Website: https://weshiftai.com

3. The PAIA Guide (section 10)

The Information Regulator has, in terms of section 10 of PAIA, compiled a Guide on how to use the Act. The Guide is available in each official language and explains how to exercise your rights under PAIA and POPIA. You can obtain it from the Information Regulator:

• The Information Regulator (South Africa)
• Website: https://inforegulator.org.za
• General enquiries: [email protected]
• PAIA complaints: [email protected]

4. Records available without a request

The following records are already publicly available and can be accessed without a formal PAIA request:

• The content of our website at https://weshiftai.com.
• Our published service descriptions, articles, and marketing material.
• This PAIA manual and our privacy notice.
• Company information that is a matter of public record at the Companies and Intellectual Property Commission (CIPC).

5. Records available on request

The following categories of records are held by the company and may be requested under PAIA, subject to the grounds for refusal set out below:

• Company records: Memorandum of Incorporation, registration documents, statutory registers, and director resolutions.
• Financial records: management accounts, invoices, banking records, and tax records.
• Client and contract records: engagement agreements, project documentation, and correspondence.
• Supplier and service-provider records.
• Personnel records, where the company has employees or contractors.
• Operational and IT records: enquiries submitted through the website, newsletter subscriber data, and website analytics.

6. Records held under other legislation

We keep certain records to comply with other laws, including (where applicable):

• Companies Act, 2008 (Act No. 71 of 2008)
• Income Tax Act, 1962, and the Tax Administration Act, 2011
• Protection of Personal Information Act, 2013 (POPIA)
• Electronic Communications and Transactions Act, 2002
• Basic Conditions of Employment Act, 1997, and the Labour Relations Act, 1995 (where the company has employees)
• Unemployment Insurance Act, 2001, and the Compensation for Occupational Injuries and Diseases Act, 1993 (where applicable)

7. How to request access to a record

• Complete the prescribed Form 2 (Request for Access to Record of Private Body) under the PAIA Regulations. We will provide the form on request.
• Submit the completed form to the Information Officer by email at [email protected].
• Provide enough detail to identify the record and the requester, the form of access required, and the right you are seeking to exercise or protect.
• We will respond within 30 days of receiving the request. This period may be extended in the circumstances allowed by PAIA, in which case we will notify you.

8. Fees

A request fee and access fee are payable as prescribed in the PAIA Regulations. The Information Officer will notify you of the applicable fees, and where an access fee is payable a deposit may be required before the records are prepared. No fee is charged for a request by a personal requester for records containing their own personal information.

9. Grounds on which a request may be refused

We may refuse access to a record on the grounds set out in Chapter 4 of Part 3 of PAIA, including:

• Mandatory protection of the privacy of a third party who is a natural person (section 63).
• Mandatory protection of the commercial information of a third party (section 64).
• Mandatory protection of confidential information of a third party (section 65).
• Protection of the safety of individuals and of property (section 66).
• Protection of legally privileged records (section 67).
• Protection of the commercial information of the company (section 68).
• Protection of research information of a third party or of the company (section 69).

10. Personal information and POPIA

We process personal information in line with POPIA. The categories of personal information we collect, the purposes for which we use it, the third parties who process it on our behalf, and how long we keep it are set out in full in our privacy notice. As a data subject you have the right to ask what personal information we hold about you, to request a copy, to ask us to correct or delete it, and to object to its processing. To exercise any of these rights, contact our Information Officer at [email protected].

11. Remedies and complaints

If you are not satisfied with how we have handled a request for access to information or your personal information, you may lodge a complaint with the Information Regulator, or apply to a competent court. Complaints to the Regulator may be sent to [email protected] (access to information) or [email protected] (personal information).

12. Availability of this manual

This manual is available on our website at https://weshiftai.com/paia, and a copy will be provided on request to the Information Officer. We review it from time to time and will update the date above when it materially changes.