PAIA Manual

Last updated: 25 October 2026

1. Introduction

The Promotion of Access to Information Act 2 of 2000 ("PAIA") gives everyone the right to request access to records held by a private body where the record is needed to exercise or protect a right. This manual is published by Sayless Logistics (Pty) Ltd as required by section 51 of PAIA, and also explains how we process personal information under the Protection of Personal Information Act 4 of 2013 ("POPIA").

2. Company details

• Name: Sayless Logistics (Pty) Ltd
• Registration number: [CIPC registration number]
• Physical and postal address: [Street address], Foreshore, Cape Town, 8001, Western Cape
• Telephone: 0XX XXX XXXX
• General email: hello@saylesslogistics.co.za
• Website: https://saylesslogistics.pages.dev

3. Information Officer

All PAIA and POPIA requests should be sent to our Information Officer:

• Name: [Information Officer name]
• Email: privacy@saylesslogistics.co.za
• Telephone: 0XX XXX XXXX
• Address: [Street address], Foreshore, Cape Town, 8001

4. The Information Regulator's guide

The Information Regulator publishes a guide on how to use PAIA and POPIA, in all official languages. You can get it from the Information Regulator:

• Website: inforeg.org.za
• Complaints email: complaints.IR@inforeg.org.za
• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

5. Records available without a request

The following are freely available and do not need a PAIA request:

• the content of our website, including our services and pricing pages;
• our Privacy Policy, Cookie Policy, Terms of Service and this manual.

6. Records we hold

We hold the following categories of records. Holding a record does not mean access will be granted: each request is assessed against the grounds for refusal in PAIA.

• Company records — incorporation documents, registers, minutes and resolutions, and statutory returns.
• Financial records — accounting records, invoices, bank statements, tax records and returns.
• Human resources records — employment contracts, payroll, leave and disciplinary records.
• Driver records — applications, licence and PrDP verification, vetting results and engagement agreements.
• Client records — enquiries, quotes, agreements, transport plans, correspondence and billing records for commuters and business clients.
• Operational records — trip records, routes and schedules, vehicle documents, roadworthy and insurance papers, incident reports and operating licence records.
• Supplier records — contracts and correspondence with service providers.

Records may also be kept as required by legislation such as the Companies Act, Income Tax Act, Value-Added Tax Act, Basic Conditions of Employment Act, Labour Relations Act, Consumer Protection Act, National Land Transport Act and POPIA, where applicable to us.

7. How to make a request

• Complete Form 2 (Request for Access to Record), available from the Information Regulator's website.
• Send it to our Information Officer by email or by hand to the address above.
• Give enough detail for us to identify the record, say how you want access (for example a copy or an inspection), and explain which right you need the record to exercise or protect.
• If you are acting for someone else, include proof of your authority.

We will decide within 30 days of receiving a complete request and tell you the outcome. We may extend this once by up to 30 days where PAIA allows, and will tell you why.

8. Fees

Fees are set by the PAIA regulations, not by us. A requester other than a personal requester (someone asking for their own information) may have to pay a request fee before we process the request. If the request is granted, an access fee may be payable for search, preparation and reproduction time. If the search takes longer than the regulations allow without a deposit, we may ask for a deposit first. We will tell you in writing of any fee before it applies.

9. Grounds for refusal

We may refuse access on the grounds in Chapter 4 of Part 3 of PAIA, including to protect the privacy of other people, commercial or confidential information of third parties, the safety of individuals and property, legally privileged records, and our own commercial information. If we refuse, we will give reasons. You may then apply to court or complain to the Information Regulator.

10. How we process personal information

Purposes

We process personal information to respond to enquiries and quote, provide and plan transport, bill and collect payment, recruit and vet drivers, keep passengers and drivers safe, protect our website from abuse, and meet our legal obligations.

Categories of data subjects and information

• Enquirers and commuters — names, contact details, collection and drop-off areas, trip and billing records.
• Business clients and their staff — company and contact details, staff names, routes, schedules and trip records.
• Driver applicants and drivers — contact details, licence and PrDP details, driving experience, vehicle details and, with consent, vetting results including criminal record checks.
• Employees — employment, payroll and tax information.
• Suppliers — company and contact details and banking details.
• Website visitors — a salted hash of the IP address, browser user-agent and referring page for form submissions.

Recipients

Drivers (for their own route only), business clients (for their own staff's trips), service providers who act as operators under written terms, vetting providers with consent, professional advisers, insurers, and authorities where the law requires.

Cross-border transfers

Our website and form database are hosted by Cloudflare, Inc., with the database in Western Europe. This transfer takes place under section 72 of POPIA, on the basis of Cloudflare's binding data processing terms and the protection of European data law.

Security

We use encrypted connections, hashed IP addresses, access limited to staff who need it, protected staff sign-in and need-to-know sharing with drivers. Security compromises are reported to the Information Regulator and affected people as section 22 of POPIA requires.

11. Availability of this manual

This manual is available on our website at https://saylesslogistics.pages.dev/paia and can be inspected at our address during business hours. A copy can be requested from the Information Officer, free of charge for an electronic copy. We will update it when our records or processing change.