PAIA Manual

1. Details of the Private Body

Name: TenderSmith (Pty) Ltd

Head of the Private Body / Information Officer: To be appointed. Interim contact: privacy@tendersmith.co.za

Postal address: Available on request via email.

Email: privacy@tendersmith.co.za

2. Guide on How to Use PAIA

The South African Human Rights Commission (“SAHRC”) has published a guide on how to use PAIA. This guide is available from the SAHRC at:

South African Human Rights Commission — PAIA Unit
Tel: 011 877 3600
Website: www.sahrc.org.za

3. Categories of Records Held

TenderSmith holds records in the following categories:

Company records: registration documents, memorandum of incorporation, company resolutions, financial records.

Financial records: accounting records, banking records, tax returns, invoices, Stripe transaction records.

Employment records: employment contracts, payroll records (where applicable).

Client records: user account information, uploaded company documents, generated tender documents, intelligence briefs, subscription and payment history.

Operational records: system logs, error logs, usage analytics, security audit trails.

4. Purpose of Processing Personal Information

Personal information is processed for the purposes described in our Privacy Policy, including: providing the TenderSmith service, processing payments, communicating with users, improving the platform, and complying with legal obligations.

5. Information Available Without a Request

The following information is freely available on our website without a PAIA request:

Service description and pricing. Privacy policy. Terms of service. This PAIA manual.

6. How to Request Access to Records

To request access to records held by TenderSmith, you must complete the prescribed PAIA request form (Form C for a private body) and submit it to our Information Officer at privacy@tendersmith.co.za.

The request form is available from the Department of Justice and Constitutional Development website at www.justice.gov.za.

A request fee and access fee may be payable in terms of PAIA. We will respond to your request within 30 days of receipt as required by the Act.

7. Grounds for Refusal

Access to records may be refused on the grounds set out in Chapter 4 of PAIA, including but not limited to: protection of personal information of third parties, protection of commercial information, protection of research information, and records that are privileged from production in legal proceedings.

8. Availability of This Manual

This manual is available on the TenderSmith website at tendersmith.co.za/paia-manual, at the offices of TenderSmith (by appointment), and from the SAHRC.

9. Information Regulator

Complaints regarding the handling of personal information or PAIA requests may be directed to:

The Information Regulator (South Africa)
Tel: 012 406 4818
Email: enquiries@inforegulator.org.za