1. Introduction
This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) for [Registered company name], trading as PropHive (“the Company”). It tells you what records we hold, how to request access to them and what to expect. PAIA gives effect to the constitutional right of access to information held by a private body that is required to exercise or protect a right.
2. Company and contact details
| Name of private body | [Registered company name] |
|---|---|
| Registration number | [Reg. no.] |
| Head of the body | [Name, Chief Executive Officer / Director] |
| Information Officer | [Name] ([privacy@yourdomain.co.za]) |
| Physical address | [Street, suburb, city, postal code] |
| Postal address | [PO Box / postal address] |
| Telephone | [+27 .. ... ....] |
| Website | www.prophive.co.za |
3. Guide of the Information Regulator
The Information Regulator has compiled a guide, in all official languages, on how to use PAIA. It is available from the Information Regulator at inforegulator.org.za (enquiries: enquiries@inforegulator.org.za). Check the Regulator’s website for current postal and physical addresses.
4. Records available without a request
The public content on prophive.co.za is available without a formal request, including published listings, our Terms of service, Terms & conditions, Privacy policy and Cookie policy, help and guide pages, and this manual.
5. Records kept under other legislation
Where applicable we keep records as required by, among others: the Companies Act 71 of 2008; the Basic Conditions of Employment Act 75 of 1997; the Labour Relations Act 66 of 1995; the Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011; the Value-Added Tax Act 89 of 1991; the Electronic Communications and Transactions Act 25 of 2002; the Consumer Protection Act 68 of 2008; the Protection of Personal Information Act 4 of 2013; and the Financial Intelligence Centre Act 38 of 2001.
6. Categories of records held
| Subject | Records |
|---|---|
| Company | Incorporation documents, directors’ and shareholders’ registers, minutes, policies |
| Finance and tax | Annual financial statements, invoices, bank records, VAT and income tax returns |
| Human resources | Employment contracts, payroll, leave, training and performance records |
| Users and customers | Account records, listings, enquiries, reports and moderation records, support correspondence |
| Marketing | Consent records, mailing lists, campaigns, advertising agreements |
| Information technology | System and security logs, access records, backups, software licences |
| Contracts | Agreements with suppliers, partners, advertisers and service providers |
Access to some records may be refused on the grounds PAIA allows, for example to protect the privacy of a third party or commercial confidentiality.
7. Processing of personal information
- Purpose: operating the PropHive platform, user support, security and fraud prevention, legal compliance and (with consent) marketing.
- Data subjects: renters, landlords, agents, visitors, employees, contractors and suppliers.
- Information: identity and contact details, listing and enquiry content, account and technical data.
- Recipients: advertisers you contact, service providers acting as operators, and authorities where required by law.
- Transfers outside South Africa: to hosting, email and analytics providers, subject to POPIA section 72 safeguards.
- Security: access control, encryption, monitoring and staff confidentiality obligations.
8. How to request access
- Complete the prescribed request form (Form 2 under the PAIA Regulations, available from the Information Regulator) and email it to the Information Officer at [privacy@yourdomain.co.za].
- Give enough detail to identify the record and yourself, and say which right you are exercising or protecting and why you need the record.
- If you ask on behalf of someone else, attach proof of your authority.
- Pay the prescribed request fee, if applicable. If a deposit is needed for search and preparation, we will tell you.
We will decide within 30 days of receiving a valid request and tell you in writing. We may extend by up to 30 days where the law allows. If access is granted, we will tell you the form of access and any further fee for reproduction, search and preparation, as set out in the prescribed fees.
9. Refusal and remedies
If we refuse access, we will give reasons and refer to the PAIA ground relied on. A private body has no internal appeal. If you are unhappy, you may lodge a complaint with the Information Regulator or apply to a court with jurisdiction within the periods PAIA prescribes.
10. Availability and updates
This manual is available on our website, at our physical address during business hours, and from the Information Regulator on request. We review it at least once a year. [Confirm review date]