PAIA manual
Our manual in terms of section 51 of the Promotion of Access to Information Act, including how we process personal information.
1. Introduction
This manual is published by SMC IT Solutions (Pty) Ltd in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA"), as amended by the Protection of Personal Information Act 4 of 2013 ("POPIA"). It tells you what records we hold, how to request access to them, and how we process personal information. It is available free of charge on this website and at our offices.
2. Company and contact details
| Name | SMC IT Solutions (Pty) Ltd |
|---|---|
| Registration number | 2012/004131/07 |
| Head of private body / Information Officer | Sadhasivan Chetty (Managing Director) |
| Deputy Information Officer | None appointed |
| Physical address | 1305 Gardens Centre, Gardens, Cape Town, 8001 |
| Operating office | Pretoria North, Gauteng |
| Phone | +27 21 013 3010 |
| Email for requests | privacy@smcit.co.za |
| Website | https://smcit.co.za |
3. Guide on how to use PAIA
The Information Regulator has published a guide (in terms of section 10 of PAIA) that explains how to exercise your rights under PAIA and POPIA. It is available in all official languages on the Regulator's website at inforegulator.org.za, and a copy can be inspected at our offices during normal business hours.
4. Records automatically available
The following are available without a formal request: information published on this website (services, articles, FAQs, privacy and cookie notices, website terms, code of conduct and this manual), and marketing brochures. No notice in terms of section 52(2) of PAIA has been published.
5. Records held in terms of other legislation
We keep records as required by the following legislation, as amended. Some of them are available only to the people the relevant Act specifies.
| Act | Number |
|---|---|
| Basic Conditions of Employment Act | 75 of 1997 |
| Broad-Based Black Economic Empowerment Act | 53 of 2003 |
| Companies Act | 71 of 2008 |
| Compensation for Occupational Injuries and Diseases Act | 130 of 1993 |
| Consumer Protection Act | 68 of 2008 |
| Electronic Communications and Transactions Act | 25 of 2002 |
| Employment Equity Act | 55 of 1998 |
| Income Tax Act | 58 of 1962 |
| Labour Relations Act | 66 of 1995 |
| Occupational Health and Safety Act | 85 of 1993 |
| Protection of Personal Information Act | 4 of 2013 |
| Skills Development Levies Act | 9 of 1999 |
| Tax Administration Act | 28 of 2011 |
| Unemployment Insurance Act | 63 of 2001 |
| Value-Added Tax Act | 89 of 1991 |
6. Subjects and categories of records held
| Subject | Categories of records |
|---|---|
| Company secretarial | Memorandum of Incorporation, CIPC records, share register, directors' and shareholders' resolutions, minutes |
| Finance and tax | Annual financial statements, accounting records, invoices, bank statements, VAT, PAYE and income tax records |
| Human resources | Employment contracts, payroll records, leave records, policies, training and certification records, disciplinary records |
| Clients | Contracts and service schedules, proposals and quotes, correspondence, subscription and licence records, support tickets, environment documentation |
| Suppliers and partners | Supplier and distributor agreements, Microsoft partner records, purchase records, correspondence |
| Information technology | System configuration and security documentation, access logs, licence registers |
| Compliance | B-BBEE certificates and verification records, POPIA and PAIA records, insurance policies |
| Marketing | Website content, enquiry records, marketing consent records |
7. Processing of personal information
Purposes
Providing cloud, managed IT and licensing services; administering client, supplier and employment relationships; billing and accounting; meeting legal and regulatory obligations; securing our systems; recruitment; and marketing to clients and people who have opted in.
Categories of data subjects and their information
| Data subject | Personal information |
|---|---|
| Clients (juristic persons and their staff) | Company name, registration and VAT numbers, contact persons, email addresses, phone numbers, billing addresses, user account and licence data, support history |
| Employees and contractors | Names, ID numbers, contact details, banking details, tax numbers, qualifications, remuneration, performance and leave records |
| Job applicants | CVs, qualifications, references, contact details |
| Suppliers and partners | Company details, contact persons, banking details, B-BBEE status |
| Website visitors | Enquiry details, IP addresses and technical log data |
Recipients
Microsoft and our Microsoft cloud distributor; accounting and business-software providers; our hosting provider; professional advisers; SARS, CIPC, the Department of Employment and Labour and other authorities where required by law.
Planned transborder flows
Some service providers (including Microsoft and our accounting-software provider) may store information outside South Africa. Transfers take place only in accordance with section 72 of POPIA.
Security measures
Multi-factor authentication and Conditional Access, least-privilege access control, encryption in transit and at rest, endpoint protection, backups, logging and access reviews, staff confidentiality obligations, and written operator agreements with service providers.
8. How to request access
- Complete Form 2 (Request for Access to Record) from the PAIA Regulations, available on the Information Regulator's website.
- Email it to privacy@smcit.co.za or deliver it to our address above. Give enough detail for us to identify the record and you, and state the right you want to exercise or protect and why the record is needed.
- If you request on behalf of someone else, include proof of your authority.
- Pay the prescribed request fee, if applicable. We will tell you if an access fee or deposit is payable.
- We will decide within 30 days and notify you. We may extend this once by up to 30 days in the circumstances PAIA allows, and will tell you if we do.
Access may be refused on the grounds in Chapter 4 of Part 3 of PAIA, for example to protect the privacy of third parties, commercial information of a third party or of SMC IT, confidential information, or legally privileged records. If your request is refused, you may lodge a complaint with the Information Regulator or apply to court.
9. Fees
Fees are prescribed by the PAIA Regulations. A request fee is payable by a requester other than a personal requester (someone seeking their own personal information). An access fee may be payable for search, preparation and reproduction of records. We will give you written notice of any fee before processing your request.
10. Objection, correction and deletion of personal information
To object to processing, use Form 1 of the POPIA Regulations. To ask for correction or deletion of personal information, use Form 2 of the POPIA Regulations. Send forms to the Information Officer at the email address above.
11. Complaints to the Information Regulator
The Information Regulator (South Africa), Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191. Tel 010 023 5200 · toll-free 0800 017 160 · POPIAComplaints@inforegulator.org.za (POPIA) · PAIAComplaints@inforegulator.org.za (PAIA) · inforegulator.org.za
12. Availability and updates
This manual is available on our website and at our offices. We review it at least once a year. Last updated: 22 October 2026.