PAIA
Manual.

Introduction and Legal Basis

This PAIA Manual has been compiled in compliance with Section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended by the Promotion of Access to Information Amendment Act 53 of 2002 and the Protection of Personal Information Act 4 of 2013.

PAIA gives effect to the constitutional right of access to information held by private bodies as contemplated in Section 32 of the Constitution of the Republic of South Africa, 1996. This right of access to information must be exercised in a manner that enables persons to exercise and protect all other rights.

Pursuant to Section 32(2) of the Constitution, read with Section 50(1)(a) of PAIA, any person has the right of access to any record held by a private body — including Anexis AI Group (Pty) Ltd — if that record is required for the exercise or protection of any right, and subject to the grounds of refusal set out in PAIA.

Contact Details of Information Officer

In terms of Section 55(1) of POPIA, as read with PAIA, every private body must designate an Information Officer who is responsible for facilitating requests for access to records and ensuring compliance with PAIA and POPIA. The Information Officer of Anexis AI Group (Pty) Ltd is:

All PAIA requests and related correspondence should be directed to the Information Officer using the contact details above.

Guide on How to Use PAIA

The South African Human Rights Commission (SAHRC) has compiled a guide on how to use PAIA as required by Section 10 of PAIA. This guide is available from the SAHRC and the Information Regulator:

• South African Human Rights Commission (SAHRC): www.sahrc.org.za
• Information Regulator of South Africa: www.justice.gov.za/inforeg
• SAHRC Enquiries: PAIA@sahrc.org.za

The guide is available in all official languages. Persons who cannot read should request assistance from the SAHRC by contacting 011 877 3600.

Records Available Without Request

The following records and information are automatically available on our website without the need to submit a formal PAIA request:

• This PAIA Manual
• Privacy Policy
• Terms and Conditions of Service
• Cookie Policy
• General company information, products, and services descriptions
• Published pricing information (where available)
• Contact information for the company

These documents are available at www.anexisaigroup.com and may be downloaded free of charge.

Records Available Upon Request

Subject to the grounds of refusal set out in PAIA and the payment of the prescribed fees, the following categories of records are available upon submission of a written PAIA request:

• Company registration documents (Certificate of Incorporation, Memorandum of Incorporation)
• Audited financial statements (subject to confidentiality considerations)
• Records pertaining to your personal information held by Anexis AI Group
• Contracts and agreements to which you are a party
• Records required for the exercise or protection of your legal rights

Categories of Records Held

Anexis AI Group (Pty) Ltd holds records across the following broad categories, subject to applicable grounds of refusal:

Access to Records of Other Bodies

Anexis AI Group (Pty) Ltd does not have, in the ordinary course of business, access to records of other private or public bodies. If you require access to records held by a public body (such as CIPC, SARS, or a government department), your request should be directed to that body using the PAIA procedures applicable to public bodies (Part 2 of PAIA).

If you require assistance in identifying the correct body to approach for a specific record, please contact our Information Officer who will endeavour to assist where possible.

How to Request Access to Records

To request access to records of Anexis AI Group (Pty) Ltd, you must submit a completed Form C (the prescribed request form) as set out in the PAIA Regulations. The form may be obtained from the Information Regulator’s website or from our Information Officer.

Your request must include:

• Your full name, identity number, and contact details
• A description of the record(s) you are requesting access to
• The form in which you wish to access the record (copy, inspection, etc.)
• The right you are seeking to exercise or protect, and why the record is required
• If you are acting on behalf of another person, proof of authority to act on their behalf
• Proof of payment of the prescribed request fee (where applicable)

We will respond to your request within 30 business days of receipt, or 15 business days if an applicable fee is paid. We may request clarification or additional information where necessary, and the 30-day period is suspended during the period allowed for you to provide clarification.

Fees

The following fees are prescribed by the PAIA Regulations and apply to all access requests, unless you qualify for a fee exemption:

Fee exemption: The request fee and access fee are not payable if you are seeking access to your own personal information. All fees are prescribed by regulation and are subject to change by the Minister of Justice — we will apply current prescribed fees at the time of the request.

If the estimated cost of reproducing the record exceeds R600.00, we will notify you and require a deposit of one-third of the estimated cost before proceeding.

Grounds for Refusal

We may refuse access to records on the following grounds set out in Part 3 of PAIA:

• Mandatory refusal (s.63): Records containing personal information of a third party, unless that party has consented or access is clearly in the public interest.
• Commercial information (s.64): Trade secrets, commercial, financial, or technical information the disclosure of which would cause harm to the commercial or financial interests of the company.
• Confidential information (s.65): Information that was obtained in confidence and the disclosure of which would constitute a breach of a duty of confidence owed to a third party.
• Safety of individuals (s.66): Records the disclosure of which could reasonably be expected to endanger the life or physical safety of any person.
• Legal privilege (s.67): Records subject to legal professional privilege.
• Research information (s.69): Records related to research being conducted by or for the company, disclosure of which would expose the company or the researcher to serious disadvantage.
• Frivolous or vexatious requests (s.45): Requests that are clearly frivolous or vexatious, or clearly designed to harass us.

Where we refuse access, we will provide you with a written notice setting out the reasons for refusal, which remedy rights are available, and how to exercise those rights.

Remedies Available

If we refuse or fail to respond to your PAIA request, you have the following remedies available:

• Internal appeal: There is no formal internal appeal process for private bodies under PAIA. However, you may request our Information Officer to reconsider a decision within 30 days of notification of refusal.
• Complaint to the Information Regulator: In terms of Section 74 of POPIA (as it amends PAIA), you may lodge a complaint with the Information Regulator of South Africa if you believe we have failed to comply with PAIA. The Information Regulator may investigate the complaint and issue an enforcement notice.
• Court application (s.82): You may apply to the High Court for relief in terms of Section 82 of PAIA if you are aggrieved by our decision to refuse access or our failure to respond within the prescribed period.