Effective 8 November 2026. Version 2026-11-2.
Access to information manual (PAIA manual)
Prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), and to describe how personal information is processed under the Protection of Personal Information Act 4 of 2013 (POPIA). Nexys (Pty) Ltd, trading as NexysCloud, registration number 2024/316570/07, publishes this manual for NexysDirectory.
1. Words used
- PAIA: the Promotion of Access to Information Act 2 of 2000.
- POPIA: the Protection of Personal Information Act 4 of 2013.
- Regulator: the Information Regulator.
- Information Officer: the person named in section 3.
- Directory: the NexysDirectory website and its town pages.
2. What this manual is for
It helps the public to:
- see which records are available without making a formal request;
- know how to make a request for access to a record we hold;
- find the contact details of our Information Officer;
- know where to get the Regulator's guide on how to use PAIA;
- know what personal information we process, why, and who receives it;
- know where personal information is sent outside South Africa; and
- see the security measures we use.
3. Contact details
Information Officer (also the chief information officer for this purpose): [name, to be inserted before publication] Email: [email protected] Telephone: [telephone, to be inserted before publication]
Deputy Information Officer: [name, if one is designated; otherwise "none designated"]
Access to information requests: [email protected]
Head office and address for legal service: 3 Azalia Hof, 31 Vrede Street, Fochville, Gauteng, 2515
Website: https://fochvilledirectory.co.za
4. The Regulator's guide on PAIA
The Regulator publishes a guide, in each official language, on how to use PAIA and POPIA. It explains the rights you have and how to use them. You can get it from:
- the Information Regulator's website, inforegulator.org.za;
- our Information Officer, on request; or
- the Regulator, at its office during working hours.
5. Records available without a formal request
These are available on the Directory, free of charge, without a formal request:
| Category | Where to find it |
|---|---|
| Listings: the public details, photos and posts of each business | The Directory |
| Events calendar | The Directory |
| Terms and conditions | /terms |
| Privacy notice | /privacy |
| This manual | /paia |
| Public listing data for each business, including its "last confirmed" date | The Directory |
Any other record must be requested in writing under section 6.
6. How to request a record
- Use the request form prescribed under PAIA. The Regulator publishes it on its website.
- Send it to the Information Officer at the address in section 3.
- Say which record you want, and explain why you need it.
- Pay any request fee the regulations prescribe. You will be told about any fee before we process the request.
- We will decide within 30 days, as PAIA requires. We may extend that period in the way PAIA allows, and we will tell you if we do.
A request may be refused on the grounds that PAIA sets out, such as protecting another person's privacy or our commercial information. If a request is refused, you may use the complaint and appeal routes described in section 10.
7. Records held under other laws
We keep records that the law requires, including:
- company records under the Companies Act 71 of 2008, such as the company's registration documents, which can also be searched on the CIPC's public registers; and
- tax records under the tax laws administered by SARS.
Some of these are not public. Requests for them are handled under section 6.
8. Subjects on which we hold records
| Subject | Types of record |
|---|---|
| The Directory | Listings, owner accounts and sign-in records, posts and testimonials, moderation decisions, take-down notices, consent and opt-out records, and the audit log of changes |
| Communications | Emails, SMS, WhatsApp messages and alerts sent through the Directory, and the log of each one |
| Company administration | Company registration and governance records, contracts with suppliers, and financial records |
9. Personal information we process
9.1 Why we process it
To run the Directory: creating and securing logins; publishing listings at the owner's request; sending confirmation and service messages; sending marketing only where people have agreed; keeping the site secure; answering take-down notices and complaints; and meeting legal obligations.
9.2 Who the information is about, and what it includes
| Categories of people | Personal information that may be processed |
|---|---|
| Business owners and the people they add as editors | Name, email, mobile, a hashed password, sign-in history and the consent they have given |
| People named in a listing or testimonial | Name and the words of a testimonial, for which the business must have permission |
| Visitors | IP address, browser, pages visited and search words |
| People who send a take-down notice or complaint | Name, address, email, telephone and the content of the complaint |
9.3 Who receives it
Our service providers, described in the privacy notice at /privacy: the hosting provider, Cloudflare, Resend, WinSMS and NexysSMS, Meta for WhatsApp, Anthropic for screening and translation, GoHighLevel for the owner's contact record, Telegram for internal alerts, OpenStreetMap for address lookups, and off-site backup storage. Each receives only what it needs for its task, under contract.
9.4 Information sent outside South Africa
Cloudflare, Resend, Meta, Anthropic, Telegram, OpenStreetMap, and possibly GoHighLevel and the backup storage, process information outside South Africa. The privacy notice explains the safeguards under section 72 of POPIA.
10. Remedies
If you are not satisfied with a decision on a request, or with how we handle your personal information:
- you may complain to the Regulator: PAIA complaints to [email protected], and POPIA complaints to [email protected], using the forms the Regulator publishes; or
- you may apply to a court for review of a decision.
General enquiries to the Regulator: [email protected], 010 023 5200, inforegulator.org.za.
11. Security measures
- Passwords and verification codes are stored as one-way hashes.
- Sign-in links expire and work only once.
- The site is served over HTTPS.
- Access to the server and database is limited to the people who need it.
- Backups are kept off-site and deleted on the schedule in the privacy notice.
12. Where a copy of this manual is available
- On the Directory, at /paia.
- At our head office, for inspection during normal business hours, by arrangement with the Information Officer.
- On request from the Information Officer, who may charge the copying fee the regulations prescribe.
- To the Regulator, on request.
13. Updating this manual
We will review this manual regularly and whenever the law or our services change. The current version and its date are shown at the top of this page.
Issued by: [name of the Information Officer, to be inserted], [title], Nexys (Pty) Ltd