PAIA

PAIA manual

Version dated 21 Oct 2026. The manual Sakhani (Pty) Ltd publishes under section 51 of the Promotion of Access to Information Act.

1. Purpose of this manual

This manual is published under section 51 of the Promotion of Access to Information Act, 2000 (PAIA), read with the Regulations of 2021 and the Protection of Personal Information Act, 2013 (POPIA). It tells you what records Sakhani (Pty) Ltd holds, how to ask for access to them, what it costs, and how to exercise your rights under POPIA.

2. The private body and its contact details

  • Name: Sakhani (Pty) Ltd, registration number 2026/836417/07.
  • Head of the private body: Faheem Jogiat, Director.
  • Information Officer: Faheem Jogiat, Director. No deputy information officer has been designated.
  • Physical and postal address: 267 West Avenue, Centurion, 0157, South Africa.
  • Telephone: 086 136 6021. Email: info@sakhani.co.za. Website: https://sakhani.co.za.
  • Requests under this manual go to the Information Officer at the email or postal address above.

3. The Information Regulator's guide

The Information Regulator has published a guide, in each official language, on how to use PAIA and POPIA, including how to make a request for access and how to lodge a complaint. The guide is available from the Regulator at JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001; by post to P.O. Box 31533, Braamfontein, Johannesburg, 2017; by email to inforeg@justice.gov.za or PAIAComplaints@inforegulator.org.za; and on www.inforegulator.org.za. A copy is also available from our Information Officer on request.

4. Records available without a request

Sakhani has not published a notice under section 52(2) of PAIA. The following are available on the website without a request: the terms of service, the privacy notice, the cookie notice, this manual, the pricing page and the product pages.

5. Records available under other legislation

Certain records may be requested under other laws, including the Companies Act, 2008 (the company's registration records and, to the extent the Act allows, its securities register and annual financial statements), the Income Tax Act, 1962 and the Tax Administration Act, 2011 (by the South African Revenue Service), the Basic Conditions of Employment Act, 1997 and Labour Relations Act, 1995 (by employees), the Consumer Protection Act, 2008, the Electronic Communications and Transactions Act, 2002 and POPIA (by data subjects).

6. Subjects and categories of records held

  • Company records: incorporation and registration documents, memorandum of incorporation, minutes and resolutions, shareholder and director records.
  • Financial records: accounting records, bank records, invoices issued and received, tax returns and correspondence with SARS.
  • Customer records: the company accounts, users, roles, invoices, payment references and acceptance records of the contractors that subscribe to the service, and the correspondence with them.
  • Customer content: the site diaries, instructions, events, contracts, notices, letters, reports, certificates and programmes that customers upload or create, which Sakhani holds as operator for the customer (the responsible party), not in its own right.
  • Employee and contractor records: contracts, remuneration, leave and performance records.
  • Supplier records: contracts and correspondence with service providers.
  • Operational records: system logs, audit trails, security records, product documentation and the rule tables used by the application.
  • Marketing and website records: contact-form messages and, where switched on, analytics data.

7. Processing of personal information (section 51(1)(c) of PAIA)

  • Purpose of processing: to provide, bill, support and secure the Sakhani service; to run the company; to meet legal obligations; and to communicate with customers and prospective customers.
  • Categories of data subjects: customers' users and employees; representatives of customers' employers, agents, subcontractors and suppliers named in customer records; Sakhani's own employees, contractors and suppliers; website visitors who contact us.
  • Categories of personal information: names, contact details, job titles and roles, log-in records and network addresses, the content of customer records, invoices and payment references, and correspondence.
  • Recipients: the customer's own authorised users; Amazon Web Services (hosting and email, Cape Town); Anthropic, PBC (artificial intelligence processing, United States of America); PayFast (Pty) Ltd (card payments); professional advisers; and public bodies where the law requires.
  • Cross-border flows: document text is processed by Anthropic in the United States of America for the duration of each AI request, under contractual terms that protect the information to a standard substantially similar to POPIA. No other personal information leaves South Africa in the ordinary course.
  • Security measures: encrypted connections; salted password hashes; secrets encrypted at rest; nightly encrypted backups kept in South Africa; access limited to authorised staff, logged and reviewed; security review of changes to the application; written operator terms with every provider.

8. How to request access to a record

  • Complete Form 2 (Request for access to a record of a private body) from the Regulations, available from the Information Regulator's website or from our Information Officer, and send it to the Information Officer by email to info@sakhani.co.za or by post to 267 West Avenue, Centurion, 0157.
  • Give enough detail to identify the record, state which right you wish to exercise or protect and why the record is needed for that purpose, say in what form you want access, and give your contact details. If you ask on behalf of someone else, give proof of your authority.
  • Pay the request fee of R100 when you submit the request. A personal requester asking for a record about themselves pays no request fee.
  • We decide within thirty days of receiving a complete request and the fee, and may extend that once by up to thirty days where the Act allows, with written notice. We tell you the outcome on Form 3, with reasons and the access fee if access is granted.
  • Access may be refused on the grounds in Chapter 4 of Part 3 of PAIA, including the protection of another person's privacy, of commercial information of a third party, of confidential information, of records privileged from production in legal proceedings, and of the commercial information of Sakhani. Where a record contains protected information that can be separated, the rest is released.
  • If your request is refused, or not answered in time, you may lodge a complaint with the Information Regulator within one hundred and eighty days on the Regulator's complaint form, or apply to a court.

9. Fees prescribed by the Regulations

  • Request fee: R100.
  • Photocopy or printed copy of an A4 page or part of one: R2 per page.
  • Copy in computer-readable form on a flash drive or compact disc supplied by the requester: R40.
  • Transcription of visual images or of an audio record, per A4 page: R24; a copy of visual images: R60; a copy of an audio record on a flash drive or compact disc supplied by the requester: R40.
  • Search and preparation: R30 for each hour or part of an hour beyond the first hour reasonably required.
  • Deposit: where search and preparation will take more than six hours, a deposit of one third of the access fee may be required before the search begins.
  • Postage, email or other transmission costs: the actual cost. The Regulator may amend these fees; the amended fees apply from their date.

10. Exercising your rights under POPIA

To ask what personal information we hold about you (Form 1 of the POPIA Regulations), to ask for correction or deletion (Form 2), to object to processing (Form 1), or to lodge a complaint, write to the Information Officer at info@sakhani.co.za. Forms are available from the Information Regulator's website. Complaints to the Regulator go to POPIAComplaints@inforegulator.org.za.

11. Availability of this manual

This manual is available on https://sakhani.co.za/paia, at our office at 267 West Avenue, Centurion, 0157 during business hours, and from the Information Regulator. It is also available in any other official language on request, within a reasonable time.

12. Updating

This manual is reviewed at least once a year and whenever our contact details, records or processing change. The version date at the top shows the current version.

Sakhani (Pty) Ltd, registration number 2026/836417/07, 267 West Avenue, Centurion, 0157, South Africa. Write to info@sakhani.co.za. Also read the terms of service, the privacy notice and the cookie notice, and the company details.