PAIA manual
Last updated 14 September 2026
This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) for JJ Systems Africa (Pty) Ltd. PAIA gives you the right to request records a private body holds, subject to the grounds for refusal in the Act. This manual tells you what records we hold, how to ask for them, and how we process personal information.
1. Our details
- Private body
- JJ Systems Africa (Pty) Ltd
- Registration number
- 2026/716591/07
- Head of the body and Information Officer
- Jacques van Wyk, Director
- Phone
- 079 071 6904
- Physical address
- Johannesburg, Gauteng, South Africa
- Website
- www.jjsystems.co.za
2. The Information Regulator's guide
The Information Regulator publishes a guide on how to use PAIA and POPIA. It is available on the Regulator's website and from the Regulator's office.
- Website
- inforegulator.org.za
- Phone
- 010 023 5200
- Address
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
3. Records available without a request
The information on this website is available without a PAIA request, including this manual, our privacy notice and our terms.
4. Records kept under other laws
We keep records as required by laws that include:
- the Companies Act 71 of 2008
- the Income Tax Act 58 of 1962
- the Protection of Personal Information Act 4 of 2013
- the Electronic Communications and Transactions Act 25 of 2002
- the Consumer Protection Act 68 of 2008
- the Promotion of Access to Information Act 2 of 2000
Records kept under these laws are not automatically available. Request them using the process in section 7, unless the law in question gives you another way to get them.
5. Records we hold
| Subject | Records |
|---|---|
| Company | Registration documents, records of directors, resolutions, and agreements with our own suppliers |
| Finance and tax | Quotes, invoices, bank statements, payment records and tax records |
| Clients | Contact and business details, quotes, services and operator agreements, project and support records, invoices, payment records and compliance details |
| Demo requests and enquiries | The request details and our correspondence |
| Sales agents and applicants | Job applications and CVs, contractor and sales agent agreements, portal sign-in records, and the leads agents submit |
| Website and systems | Request logs, portal sign-in records, and signing records for agreements |
6. How we process personal information
Purpose
We process personal information to reply to requests and prepare demos and quotes, to deliver, support and bill our services, to consider job applications, to keep the records the law requires, and to keep our systems secure. Our privacy notice sets this out in full.
People we hold information about
| People | Personal information |
|---|---|
| People who request a demo or contact us | Name, business name, email address, mobile number if given, and what they tell us |
| Clients and their contact people | Contact and business details, agreements and signing records, invoices and payment records |
| Job applicants | Name, contact details, city, availability, sales experience, what they tell us, and CVs |
| Sales agents | Name, email address, sign-in records and the leads they submit |
| Website visitors | IP addresses and browser details in hosting request logs |
Who receives it
The people at JJ Systems who need it, the sales agent who referred a client, our service providers under written agreements, our bank for payments, and authorities or courts where a law requires it.
Information sent outside South Africa
We keep information with Supabase, Vercel and Resend, in the United Kingdom and Ireland, under data processing agreements that include the EU Standard Contractual Clauses. The privacy notice lists each provider, what it holds and where.
How we protect it
We use access controls, sign-in on our portals and encrypted connections, and we keep database keys on our servers. No system is completely secure, and we cannot guarantee that information will never be accessed without permission.
7. How to request a record
- Complete Form 2, Request for Access to Record, from the PAIA Regulations. It is on the Information Regulator's website.
- Send it to our Information Officer at hello@jjsystems.co.za.
- Describe the record well enough for us to find it, say which right you want to exercise or protect, and explain why you need the record for that right (PAIA section 50).
- If you are asking on someone else's behalf, include proof that you may do so.
Fees
The PAIA Regulations set a request fee and access fees for private bodies. We will tell you in writing which fees apply before we process your request. There is no request fee when you ask for your own personal information.
How long it takes
We will decide within 30 days of receiving your request. We may extend this once, by up to 30 days, and will tell you why if we do.
Refusals and complaints
We may refuse a request only on the grounds in Part 3, Chapter 4 of PAIA, for example to protect another person's privacy, commercial or confidential information, someone's safety, or records that are privileged in legal proceedings. If you are unhappy with our decision, you may complain to the Information Regulator at PAIAComplaints@inforegulator.org.za within 180 days, or apply to court.
8. Where to find this manual
This manual is on our website. You may also inspect it free of charge at our principal place of business in Johannesburg, Gauteng, South Africa, by arrangement with the Information Officer, and we will give you a copy on request.
9. Updates
We review this manual regularly. The date at the top shows the current version.