1. Introduction

This manual is published in accordance with Section 51 of the Promotion of Access to Information Act, 2000 ("PAIA"). It provides information on how to request access to records held by PropSign (Pty) Ltd.

2. Contact Details

Head of the Body

Name: [Director Name]

Information Officer

Name: [Information Officer Name]
Email: info@getpropsign.co.za
Phone: +27 21 123 4567
Address: 123 Main Road, Cape Town, 8001

3. Guide Published by the Information Regulator

The Information Regulator has compiled a guide containing information to assist persons wishing to exercise their rights under PAIA. The guide is available from:

• The Information Regulator website: www.justice.gov.za/inforeg
• By contacting the Information Regulator directly

4. Records Held by PropSign

4.1 Records Available Without a Request

• This PAIA Manual
• Privacy Policy
• Terms of Service
• Data Processing Agreement
• Sub-processor List

4.2 Records Available on Request

Subject to applicable grounds for refusal:

• Company registration documents
• Financial records
• Employment records
• Customer and subscriber records
• Contracts and agreements
• Internal policies and procedures
• Audit trail and compliance records

5. Request Procedure

5.1 Form of Request

A request for access to a record must be made on the prescribed form (Form C) to the Information Officer at the address, fax, or email provided above.

5.2 Required Information

The request must include:

• Name, address, and contact details of the requester
• Sufficient detail to identify the record requested
• The form of access required
• If on behalf of another person, proof of authority

5.3 Fees

A request fee and access fee may be payable. The current fee structure is available from the Information Officer.

5.4 Response Time

PropSign will respond to a request within 30 days. This period may be extended once by an additional 30 days in certain circumstances.

6. Grounds for Refusal

Access to records may be refused on grounds including, but not limited to:

• Protection of personal information of third parties
• Protection of commercial information
• Confidential information of third parties
• Safety of individuals
• Records privileged from production in legal proceedings
• Research information

7. Remedies

If a request is refused, the requester may apply to a court for appropriate relief or lodge a complaint with the Information Regulator.

8. Processing of Personal Information (POPIA)

8.1 Purpose of Processing

PropSign processes personal information for:

• Providing document signing services
• Compliance with legal obligations
• Contract performance
• Legitimate business interests

8.2 Categories of Data Subjects

• Customers and subscribers
• Employees
• Suppliers and service providers
• End users (signatories)

8.3 Recipients of Personal Information

• Subscribing agencies
• Sub-processors (see sub-processor list)
• Regulatory authorities
• Professional advisors

8.4 Cross-Border Transfers

Personal information may be transferred to countries outside South Africa where our sub-processors operate. Appropriate safeguards are in place.

8.5 Security Measures

PropSign implements appropriate security measures including encryption, access controls, and regular security assessments.

9. Availability of This Manual

This manual is available:

• On our website at getpropsign.co.za/legal/paia
• At our offices for inspection during business hours
• By request to the Information Officer