PAIA manual
Prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), read with the Protection of Personal Information Act 4 of 2013 (POPIA). Date of compilation: 20 October 2026.
1. Abbreviations
- PAIA: Promotion of Access to Information Act 2 of 2000
- POPIA: Protection of Personal Information Act 4 of 2013
- Regulator: Information Regulator (South Africa)
- IO: Information Officer
- Company / we: FJW Apps (Pty) Ltd
2. Purpose of this manual
This manual explains what records the Company holds, how to ask for access to them, and how the Company processes personal information. It helps anyone who wants to exercise the right of access to information held by a private body, where the information is needed to exercise or protect a right.
3. Company details and Information Officer
| Name | FJW Apps (Pty) Ltd |
| Registration number | 2026/836967/07 |
| Head of the private body / Information Officer | Francois Jacques Weideman (Director) |
| Physical and postal address | 27 Kopjeskraal Road, Parys, 9585, South Africa |
| Telephone | 073 679 4371 |
| fjwapps@gmail.com | |
| Website | https://fjwapps.co.za |
The Company has no Deputy Information Officers at present.
4. Guide on how to use PAIA
The Regulator has published a Guide on how to use PAIA and POPIA, as required by section 10 of PAIA. It is available in all official languages from the Regulator's website, inforegulator.org.za, which also lists its current contact details.
A copy of the Guide can also be inspected at the Company's address during office hours, free of charge.
5. Records available without a request (section 52)
The Company has not published a notice under section 52(2) of PAIA. The following information is freely available on this website without a formal request:
- Company information (company.html)
- Descriptions and prices of our apps
- Privacy policies, terms of use and account-deletion instructions for each app
- The website privacy notice and this manual
6. Records kept under other legislation
Records are kept, where applicable, under the following laws, among others:
- Companies Act 71 of 2008
- Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011
- Value-Added Tax Act 89 of 1991 (if and when registered)
- Electronic Communications and Transactions Act 25 of 2002
- Consumer Protection Act 68 of 2008
- Protection of Personal Information Act 4 of 2013
- Basic Conditions of Employment Act 75 of 1997, Labour Relations Act 66 of 1995, Unemployment Insurance Act 63 of 2001 and Skills Development Levies Act 9 of 1999 (if and when the Company employs staff)
7. Subjects and categories of records held
| Subject | Categories of records |
|---|---|
| Company and statutory | Registration documents and CIPC filings, memorandum of incorporation, director and beneficial ownership records, resolutions, annual returns |
| Finance and tax | Financial statements, accounting records, bank statements, invoices, tax returns and SARS correspondence |
| Products | App source code, designs, documentation, store listings, policies and release records |
| Customers and users | Support correspondence, tester lists, account records for PocOff Synergy, account-deletion requests |
| Suppliers and service providers | Agreements and correspondence with service providers such as Google (Play, Firebase, Cloud) and web hosting and domain providers |
| Information technology | System configuration, security and backup records |
| Staff (if any) | Employment contracts, payroll, leave and tax records |
Being listed here does not mean a record will be released. Access is subject to the grounds of refusal in Chapter 4 of Part 3 of PAIA.
8. Processing of personal information (POPIA)
8.1 Purposes of processing
- Providing, supporting and improving our apps, including PocOff Synergy accounts and company data
- Processing purchases and subscriptions through Google Play
- Answering enquiries and managing early-access tester lists
- Keeping accounting, tax and statutory records
- Meeting legal obligations and protecting our legal rights
8.2 Categories of data subjects and personal information
| Data subjects | Personal information |
|---|---|
| App users and testers | Name, email address, account and sign-in details, support messages, and the records described in each app's privacy policy |
| Users' clients and staff (PocOff Synergy) | Records that companies capture in the app, such as names, contact details, invoices, clock-in photos and signatures, payroll and leave. The user's company is the responsible party; the Company acts as operator. |
| Website visitors and enquirers | Name, email address, phone number and message content |
| Suppliers and service providers | Names, contact details, banking and tax details of contact persons |
| Directors and staff (if any) | Identity, contact, banking, tax, employment and payroll information |
8.3 Recipients of personal information
- Google (Play, Firebase, Cloud and Workspace services) as service providers
- Web hosting and domain service providers
- Accountants, auditors and legal advisers, where needed
- SARS, CIPC and other authorities, where required by law
8.4 Planned transborder flows
PocOff Synergy company data is stored in Google Cloud in Johannesburg, South Africa. Some services we use (for example Google sign-in, email and Google Play billing) may process information in other countries. Where this happens, we rely on service providers bound by laws, binding corporate rules or agreements giving protection substantially similar to POPIA, as allowed by section 72 of POPIA.
8.5 Security measures
- Access to company records limited to authorised users, with role-based permissions in PocOff Synergy
- Encryption in transit and at rest provided by our cloud providers
- App lock (fingerprint, face or PIN) and encrypted storage of signatures on devices
- Strong passwords and two-step verification on the Company's accounts
- Collecting only the information needed, and deleting it when no longer needed
9. How to request access
- Complete the prescribed request form (Form 2, Request for Access to Record), available from the Regulator's website, and send it to the Information Officer by email or post at the details in section 3.
- Give enough detail to identify the record and yourself, state the form of access you want, and explain which 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 and any access fee, as set out in the PAIA Regulations, 2021. You will be told if a fee or deposit is payable before the request is processed.
- We will respond within 30 days, which may be extended once by up to 30 days in the circumstances allowed by PAIA. You will be told in writing if your request is granted or refused, with reasons for any refusal.
To ask for correction or deletion of your own personal information under POPIA, use the Regulator's Form 2 under the POPIA Regulations or simply email the Information Officer.
10. Remedies
The Company has no internal appeal procedure. If you are not satisfied with a decision, you may complain to the Information Regulator within 180 days, or apply to court.
11. Availability and updating of this manual
This manual is available on this website and at the Company's address for inspection, free of charge. A copy may be requested from the Information Officer and may also be obtained from the Regulator. The Company will update this manual when its details or processing activities change, and review it at least once a year.
Issued by: Francois Jacques Weideman, Director and Information Officer, FJW Apps (Pty) Ltd