PAIA Manual

1. Overview of WebsiteWires

WebsiteWires operates as an Information and Communication Technology (ICT) service provider specializing in customized website layout design, semi-custom web architectures, custom enterprise programming, and ongoing website maintenance/care structures.

This PAIA Manual has been compiled in terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 ("PAIA") and incorporates the compliance requirements of the Protection of Personal Information Act, No. 4 of 2013 ("POPIA"). Under these statutes, WebsiteWires is classified as a "Private Body".

This Manual is designed to assist members of the public, state bodies, and clients in requesting access to records held by WebsiteWires, indicating what information we hold, how to request it, and what fees apply.

2. Company Contact Details & Information Officer

In terms of PAIA, the Information Officer of a Private Body is automatically the head of the business unless officially delegated otherwise. The Managing Director of WebsiteWires serves as our officially registered and certified Information Officer.

3. The PAIA Guide of the Information Regulator

The South African Information Regulator has officially compiled a simple, comprehensive Guide in each of the official languages, designed to assist any person who wishes to exercise any right contemplated in PAIA or POPIA.

This Guide is easily accessible and contains details regarding:

• The objects of PAIA and POPIA.
• The contact details of every registered Information Officer in South Africa.
• The absolute procedure to request access to records held by both public and private bodies.
• The legal remedies available in law if a request is refused.

You can obtain a copy of this Guide directly from the Information Regulator's portal at inforegulator.org.za, or by contacting them via email at [email protected].

4. Records Held by WebsiteWires

We maintain and process records in respect of several functional areas of our ICT agency. Please note that recording a category here does not mean a request for access will automatically be granted; all requests are evaluated in terms of the statutory grounds of refusal outlined in PAIA.

4.1 Records Automatically Available (No Request Required)

The following records are publicly accessible and do not require a formal PAIA request:

• Publicly available website content (`websitewires.com`).
• Marketing brochures, product feature lists, and pricing parameters.
• Our publicly displayed POPIA Privacy Policy and Cookie statements.

4.2 Operational & Internal Records (Form 2 Required)

These records must be formally requested using the procedure outlined in Section 5:

• Constitutional & Statutory Records: Company registration structures, intellectual property registrations, tax returns, and corporate licenses.
• Financial & Administrative Records: Invoices, statements, billing ledgers, asset registers, bank statements, and tax clearances.
• Client Agreements & Project Specifications: Project scopes, contracts, monthly Care Plan subscription details, and operational technical databases.
• Supplier & Operator Agreements: Service Level Agreements (SLAs) with host servers, GHL systems, and third-party partners.

5. Access Request Procedure

To request access to any record held by WebsiteWires requiring a formal process, the Requester must comply with the following procedure:

1. The requester must download and complete the official Form 2 (Request for Access to Record) available on the Information Regulator’s website.
2. Submit the completed Form 2 via email directly to our Information Officer at [email protected].
3. Provide sufficient detail in the request form to enable the Information Officer to identify the exact records requested and the identity of the requester.
4. Identify the right the requester is seeking to exercise or protect, and provide an explanation of why the requested record is required to protect that right.

6. POPIA Protection of Personal Information Provisions

In terms of POPIA, WebsiteWires is legally bound to process personal information safely, lawfully, and transparently.

6.1 Purpose of Processing Personal Information

We process personal information to manage client accounts, deliver functional website builds, process payments, respond to support requests, and verify system integrity.

6.2 Categories of Data Subjects and Information Processed

• Website Prospects & Enquirers: Name, Email, Mobile number, Project scope preferences.
• Active Clients: Business registration names, billing data, primary contacts, domain configuration parameters.
• Suppliers & Vendors: Contact information, payment setups, service agreements.

6.3 Planned Recipients of Personal Information

We only share personal information with third-party Operators who assist us in hosting, maintaining, and supporting your systems (e.g., our cloud server infrastructure and secure billing processors) under strict POPIA-compliant Operator contracts.

6.4 Security Safeguards

We implement industry-standard technical measures (SSL security, firewall blockades, secure administration keys, and encrypted password managers) to protect user information from accidental loss, leakage, or unauthorized manipulation.

7. Availability and Amendment of this Manual

This PAIA Manual is available for inspection at our physical business premises and online on `websitewires.com`.

This Manual will be reviewed, updated, and amended periodically by our Information Officer to reflect new operations, regulatory updates, or statutory alterations.