Legal
PAIA Manual
1. Introduction
The Promotion of Access to Information Act, 2 of 2000 ("PAIA") gives effect to the constitutional right of access to information held by public and private bodies.
Section 51 of PAIA requires every private body to compile a manual containing:
- The postal and street address, phone and fax number, and email address of the head of the body
- A description of the guide on how to use PAIA
- The latest notice regarding the categories of records held by the body
- A description of the records available in terms of any other legislation
- The process to request access to records
- The fees payable
- The grounds for refusal of access
This manual is compiled in accordance with those requirements.
2. Particulars of the Company
| Registered name | LeadWise AI (Pty) Ltd | |
| Registration number | K2026769189 | |
| Registered address | Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa | |
| Business address | Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa | |
| Postal address | Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa | |
| Contact email | contact@lead-wise-ai.com | |
| Contact phone | +27 78 97 99 397 | |
| Website | lead-wise-ai.com | |
3. Particulars of the Information Officer
| Name | Irfaan Sulaiman | |
| Designation | Founder, CEO & CTO | |
| irfaan@lead-wise-ai.com | ||
| Phone | +27 78 97 99 397 | |
| Postal address | Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa | |
4. Particulars of the Deputy Information Officer
| Name | Armina Sulaiman | |
| Designation | COO | |
| armina@lead-wise-ai.com | ||
| Phone | +27 78 97 99 397 | |
5. Guide on How to Use PAIA
The Information Regulator has compiled a guide on how to use PAIA. The guide is available from:
- Information Regulator of South Africa
- Website: https://www.justice.gov.za/inforeg/
- Email: inforeg@justice.gov.za
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
The guide is available in all official languages and explains:
- The purpose of PAIA
- How to request access to records
- How to lodge a complaint with the Information Regulator
- The role of the Information Officer
- The fees payable
6. Categories of Records Held by LeadWise AI
6.1 Records Available Without a Request (Automatically Available)
The following records are publicly available without a formal PAIA request:
- Public marketing website content at lead-wise-ai.com
- Privacy Policy
- Terms of Service
- POPIA Compliance Framework
- This PAIA Manual
- Pricing information published on the website
- General business information
6.2 Records Held to Fulfil Business Functions
| Category | Description |
|---|---|
| Client records | Business name, contact details, billing information, service agreements, DPAs |
| Prospect records | Name, contact details, qualification answers, conversation history, qualification score and level |
| Lead records | Customer records, answers, qualifications, status history |
| Configuration records | Qualification questions, score bands, ad settings, messaging templates |
| Platform records | Conversation logs, message rate limits, system logs |
| Financial records | Invoices, payment records, credit notes |
| Correspondence | Emails, support tickets, WhatsApp messages |
| Marketing records | Campaign data, marketing materials, case studies |
| Product records | Source code, design documentation, technical specifications |
| Contractual records | Client agreements, agency agreements, contractor agreements |
6.3 Records Held to Comply with Legal Obligations
| Category | Legislation |
|---|---|
| Tax records | Income Tax Act, 58 of 1962; Value-Added Tax Act, 89 of 1991 |
| Company records | Companies Act, 71 of 2008 |
| Labour records | Basic Conditions of Employment Act, 75 of 1997; Labour Relations Act, 66 of 1995 |
| POPIA records | Protection of Personal Information Act, 4 of 2013 |
| PAIA records | Promotion of Access to Information Act, 2 of 2000 |
| Consumer records | Consumer Protection Act, 68 of 2008 (where applicable) |
6.4 Records Held in Terms of Other Legislation
- Tax returns and assessments (Income Tax Act)
- VAT returns (Value-Added Tax Act)
- CIPC annual returns (Companies Act)
- Employment records (Basic Conditions of Employment Act)
- UIF and PAYE records (Unemployment Insurance Act; Income Tax Act)
7. How to Request Access to Records
7.1 Request Procedure
- Complete Form 2 — the prescribed request form, available from the Information Regulator's website or from the Information Officer on request.
- Submit the request to the Information Officer by one of the following methods:
- Email: contact@lead-wise-ai.com
- Phone: +27 78 97 99 397
- Post: Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa
- Hand: Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa
- Include the following details:
- Requester's full name and identity number
- Contact details (postal address, phone, email)
- Description of the record requested
- Form of access preferred (copy, inspection, etc.)
- Right the requester is seeking to exercise or protect
- Reason why the record is required to exercise or protect that right
- Pay the prescribed fee — see Section 8.
- Wait for the response — the Information Officer will respond within 30 days.
7.2 Response
The Information Officer will notify the requester of the decision in one of the following ways:
- Granted — the record will be made available in the requested form
- Partially granted — part of the record will be made available, with reasons for the partial refusal
- Refused — access is refused, with reasons and details of how to appeal
7.3 Extension
The Information Officer may extend the 30-day period by a further 30 days in the following cases:
- The request is for a large number of records
- The request requires a search through a large number of records
- Consultation is required with a person other than the requester before the request can be granted
The requester will be notified in writing if an extension is required.
7.4 Deemed Refusal
If the Information Officer does not respond within 30 days (or 60 days if extended), the request is deemed refused.
8. Fees Payable
The following fees are payable in accordance with the PAIA regulations:
8.1 Request Fee
| Requestor Type | Fee |
|---|---|
| Personal requester (seeking access to their own information) | R0 |
| Third-party requester | R50 (request fee) |
8.2 Access Fee
The following fees are payable once access is granted:
| Item | Fee |
|---|---|
| Photocopy (per A4 page) | R1.10 |
| Printed copy (per A4 page) | R0.75 |
| CD or USB (per item) | R20.00 |
| Postage | Actual cost |
| Transcription (per hour) | R50.00 |
8.3 Deposit
A deposit of up to one-third of the access fee may be required before the record is prepared.
8.4 Fee Waiver
Fees may be waived in whole or in part where:
- The requester is indigent
- The record is personal to the requester
- The public interest in disclosure outweighs the cost
9. Grounds for Refusal of Access
Access may be refused on one or more of the following grounds:
9.1 Mandatory Refusal
- Section 34 — Protection of third-party privacy
- Section 35 — Protection of commercial information of a third party
- Section 36 — Protection of confidential information of a third party
- Section 37 — Protection of records that would endanger the life or safety of an individual
- Section 38 — Protection of records that would prejudice a legal investigation
- Section 39 — Protection of records that would prejudice the defence of the Republic
- Section 40 — Protection of records that would prejudice the international relations of the Republic
- Section 41 — Protection of records that would prejudice the economic interests of the Republic
- Section 42 — Protection of records that would prejudice the financial welfare of the Republic
9.2 Discretionary Refusal
- Section 43 — Protection of the internal operations of the body
- Section 44 — Protection of records that would prejudice the commercial activities of the body
- Section 45 — Protection of records that would prejudice research
- Section 46 — Protection of records that would prejudice the safety of individuals
- Section 47 — Protection of records that would prejudice the operations of the body
- Section 48 — Protection of records that would prejudice the commercial activities of a third party
- Section 49 — Protection of records that would prejudice the professional or academic records of an individual
- Section 50 — Protection of records that would prejudice the economic interests of a third party
9.3 Records That Cannot Be Refused
- Records revealing evidence of a substantial contravention or failure to comply with the law
- Records revealing an imminent and serious public safety or environmental risk
10. Remedies
10.1 Internal Appeal
The requester may lodge an internal appeal with the Information Officer within 60 days of receiving the refusal notice.
10.2 Complaint to the Information Regulator
The requester may lodge a complaint with the Information Regulator:
- Website: https://eservices.inforegulator.org.za
- Email: complaints.IR@justice.gov.za
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- Complaints hotline: 0800 017 887
10.3 Judicial Review
The requester may apply to a court for judicial review of the Information Officer's decision.
11. Records Available in Terms of Other Legislation
A full list of records held in terms of other legislation is available on request from the Information Officer.
12. Availability of This Manual
This PAIA Manual is available:
- On the LeadWise AI website at lead-wise-ai.com/paia.html
- On request from the Information Officer at contact@lead-wise-ai.com
- At the Information Regulator's office
13. Updates to This Manual
This manual is reviewed annually or when material changes occur to:
- LeadWise AI's records
- Applicable legislation
- The Information Officer or Deputy Information Officer
- Contact details
The Information Officer is responsible for ensuring this review takes place.