PAIA / POPIA Manual

This manual is published in terms of the Promotion of Access to Information Act, No. 2 of 2000 (PAIA), and is accompanied by our compliance statement under the Protection of Personal Information Act, No. 4 of 2013 (POPIA).

Bay Software holds the following categories of records:

Any person wishing to request access to records held by Bay Software must submit a written request to the Information Officer. Requests must include sufficient detail to identify the record sought.

• Submit your request in writing by email to info@baysoftware.co.za
• Include your full name, contact details, and a description of the record you require
• Specify the form in which you wish to receive the information
• State whether you require a copy or inspection of the record

Fees are prescribed by the PAIA regulations. Current prescribed fees apply:

Bay Software will respond to a PAIA request within 30 days of receipt. If an extension is required, you will be notified within the initial 30-day period. Requests may be refused on grounds permitted by PAIA, and you will be informed of the grounds for any refusal and your right to appeal.

Bay Software (Pty) Ltd is committed to processing personal information responsibly and in accordance with POPIA. We only collect, store, and use personal information for lawful purposes, and we take appropriate measures to protect that information from unauthorised access, loss, or disclosure.

We process personal information on the following lawful grounds:

• Contract performance, to deliver services you have engaged us for
• Consent, where you have explicitly provided your information such as via the contact form
• Legal obligation, where required by South African law
• Legitimate interest, to manage and improve our business operations

Under POPIA, you have the right to:

• Be notified that your personal information is being collected
• Access the personal information we hold about you
• Request correction or deletion of inaccurate or incomplete information
• Object to the processing of your personal information
• Submit a complaint to the Information Regulator
• Not be subject to decisions based solely on automated processing

Where personal information is transferred to third-party processors or cloud services outside South Africa, such as cloud hosting providers, Bay Software ensures that adequate protections are in place and that the transfer is permitted under POPIA.

Bay Software implements reasonable technical and organisational measures to safeguard personal information. In the event of a security breach that is likely to affect your rights, we will notify the Information Regulator and affected data subjects as required by POPIA.

You may lodge a complaint with the Information Regulator of South Africa at any time:

To exercise your rights under PAIA or POPIA, or to submit a query about how Bay Software processes personal information, contact: