1. Introduction and purpose
This manual is prepared for Optiact (Pty) Ltd as a private body in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”), as amended. It explains categories of records held by Optiact and the procedure for requesting access.
PAIA gives effect to the constitutional right of access to information, including information held by another person that is required for the exercise or protection of rights. Access remains subject to PAIA's procedural requirements, prescribed fees and grounds for refusal.
2. Details of the private body
- Private body
- Optiact (Pty) Ltd
- Registration number
- 2026/029666/07
- PAIA email
- info@optiact.co.za
- Telephone
- +27 76 197 6484
- Website
- www.optiact.co.za
The street-address field must be completed before this manual is treated as publication-ready.
3. The Information Regulator's PAIA Guide
The Information Regulator publishes a guide explaining how to use PAIA, the rights of requesters, prescribed forms and remedies available where access is refused or a requester is dissatisfied with a decision. Current guidance and forms are available at the Information Regulator's PAIA page.
4. Records that may be available without a PAIA request
- information published on the Optiact website;
- public service and pricing information;
- public marketing and educational content;
- this PAIA Manual, the Privacy Notice and Terms of Use; and
- company information lawfully available from public registries.
Public availability of one record does not make every underlying or related record automatically available.
5. Records held in accordance with legislation
Where applicable to Optiact's activities, records may be maintained to comply with South African legislation relating to companies, taxation, employment, electronic communications and transactions, consumer protection, access to information, privacy and other legal or regulatory requirements. This may include records maintained under the Companies Act, Income Tax Act, Tax Administration Act, Basic Conditions of Employment Act, Electronic Communications and Transactions Act, Consumer Protection Act, PAIA and POPIA, to the extent each law applies.
6. Categories of records held by Optiact
| Category | Examples |
|---|---|
| Corporate and statutory | Company registration, governance, resolutions, statutory records and corporate correspondence. |
| Clients and commercial | Client details, proposals, quotations, agreements, scopes of work, service records and project correspondence. |
| Websites and web applications | Requirements, technical documentation, configuration records, support records, deployment information and service metadata. |
| Finance and accounting | Invoices, payment records, accounting, tax and expense records. |
| Personnel and contractors | Employment or contractor records, contracts, payment and administrative information where applicable. |
| IT and security | Access records, authentication/security logs, infrastructure, incident, backup and change records. |
| Marketing and communications | Website content, enquiries, campaigns, social media and communication records. |
| Legal, compliance and risk | Policies, PAIA/POPIA records, requests, incident records and legal correspondence. |
Records may contain confidential, privileged, proprietary or personal information and may be withheld or redacted where PAIA permits or requires refusal.
7. How to request access to a record
- Use the current prescribed Form 2: Request for Access to Record.
- Identify the record with sufficient detail for Optiact to locate it.
- For a private-body request, identify the right you seek to exercise or protect and explain why the record is required for that purpose, where required by PAIA.
- Provide contact details and indicate the preferred form of access.
- If acting for another person, provide proof of your authority or capacity.
- Send the request to info@optiact.co.za.
Obtain the latest prescribed forms from the Information Regulator before submitting a request.
8. Fees, response and remedies
Request fees, access fees, reproduction charges and other prescribed amounts are handled in accordance with PAIA and regulations in force at the time of the request. Optiact will communicate any prescribed fee that must be paid before processing or providing access where applicable.
Optiact will respond within PAIA's prescribed periods, subject to any lawful extension. Access may be granted in full, granted in part or refused where a statutory ground applies. A dissatisfied requester may use the complaint or court remedies made available by PAIA.
9. POPIA information included in this manual
Purposes of processing
Optiact processes personal information for client/project administration, service delivery, accounts, billing, support, security, communications, legal compliance and the other purposes described in the Privacy Notice.
Categories of data subjects and information
| Data subject | Typical information |
|---|---|
| Clients and prospective clients | Identity, business, contact, project, contract, billing and communication information. |
| Client end users | Information processed within client web applications as determined by the client; Optiact may act as an operator. |
| Employees and contractors | Identity, contact, employment/contract, payment and administrative information where applicable. |
| Suppliers and business contacts | Contact, organisation, contractual, payment and correspondence information. |
| Website visitors and account users | Contact submissions, account identifiers, IP/device information, usage and security logs. |
Recipients and transborder flows
Information may be shared with operators and service providers used for cloud hosting, authentication, email, payments, communications and other necessary service functions, as well as clients and lawful authorities where appropriate. Some providers may process information outside South Africa; such transfers are handled in accordance with POPIA's requirements for transborder information flows.
10. Security safeguards
Depending on the system and risk, Optiact uses safeguards such as authentication, access controls, least-privilege permissions, encryption in transit, managed cloud security controls, logging, backups, monitoring and incident-management processes.
11. Availability and updating of this manual
This manual is available without charge at www.optiact.co.za/paia. A copy may also be requested from Optiact using the contact details above.
Optiact may update this manual when its records, processing activities, contact information or legal obligations change. Effective date: 17 August 2026.