PAIA and POPIA Manual
1. About this private body
| Private body | YG Engineering (Pty) Ltd (registration number 2026/810846/07) (product: Trakcenta) |
|---|---|
| Head of the private body | Yandisa Gaju (director) |
| Information Officer | Yandisa Gaju |
| Physical and postal address | 43 Hatfield Avenue, Albemarle, Germiston, 1401 |
| Phone | 073 226 1199 |
| info@trakcenta.co.za | |
| Website | https://www.trakcenta.co.za |
2. The Information Regulator's guide
The Information Regulator publishes a guide on how to use PAIA and POPIA, in all official languages, as section 10 of PAIA requires. Get it from the Regulator: inforegulator.org.za, enquiries@inforegulator.org.za, tel. 010 023 5200. Postal: P.O. Box 31533, Braamfontein, Johannesburg, 2017.
3. Records available without a request
Anyone may see these without a formal request (PAIA section 52):
- information about Trakcenta, its features and prices on our website;
- our Terms of Service, Privacy Policy and this manual;
- the Trakcenta Help Centre (for customers) and the public check of Academy certificates.
4. Records we keep because the law requires it
We keep records under, among others: the Income Tax Act, 1962, and the Tax Administration Act, 2011; the Basic Conditions of Employment Act, 1997, the Labour Relations Act, 1995, the Unemployment Insurance Act, 2001, and the Compensation for Occupational Injuries and Diseases Act, 1993 (for anyone we employ); the Occupational Health and Safety Act, 1993; the Electronic Communications and Transactions Act, 2002; the Consumer Protection Act, 2008; and POPIA and PAIA themselves.
5. Records we hold
| Subject | Records |
|---|---|
| The business | Bank statements, invoices, accounting and tax records, agreements with service providers, insurance. |
| Customers | Agreements and quotes, account and billing contacts, invoices and payments, support conversations, records of actions our staff took for the account. |
| Prospective customers | Trial requests and contact messages, and our notes of conversations. |
| Customers' Trakcenta workspaces | We hold these as an operator, for the customer company, which is the responsible party. Requests for these records go to that company (see 7.4). |
| People we employ or contract | Contracts, pay and tax records, leave, and training records. |
| Suppliers | Agreements, invoices and contact details. |
| Systems and website | Security logs, backups, anonymous website visit counts. |
6. How we process personal information (POPIA)
6.1 Why we process it
To provide and support Trakcenta, bill for it, reply to people who contact us, keep our systems secure, employ and pay staff, meet our legal duties, and tell customers and enquirers about our services (with the right to stop at any time).
6.2 Whose information, and what
| Data subjects | Information |
|---|---|
| Website visitors | Technical information in security logs (IP address, browser, pages); anonymous visit counts. |
| Prospective customers | Name, company, email, phone, number of users, messages, IP address of the request; for the live demo, name, company, work email and what they do in the demo. |
| Customers' contacts | Names, roles, contact details, billing details, correspondence. |
| Users of Trakcenta (as operator) | Names, contact details, job titles, roles and sites, sign-in records, work records, Academy results and certificates, phone alert settings, saved signatures and a record of documents signed; in safety reports, injury outcomes (special personal information). |
| Staff and contractors of ours | Identity, contact, banking, tax, employment and training records. |
| Suppliers | Contact persons, banking and tax details. |
6.3 Who receives it
Our hosting provider, email delivery service (Spacemail), phone notification services (Google, Apple, Mozilla, Microsoft), font and code libraries loaded by our web pages (Google Fonts, jsDelivr), our professional advisers, and authorities when the law requires it. We don't sell personal information.
6.4 Outside South Africa
Trakcenta and its backups may be hosted outside South Africa, and email delivery, phone notifications and web libraries may process information abroad, only as POPIA section 72 allows: where that country's laws, or a binding agreement, give protection at least as strong as POPIA's.
6.5 Security
Encrypted connections; each customer's data in its own separate database area; hashed passwords; required two-step sign-in for owners, administrators and managers; lock-out after repeated wrong passwords; role-based rights; an audit trail; backups kept for 90 days; staff bound to confidentiality; customer support access only with permission, read-only and recorded.
7. How to ask for a record
7.1 Your own personal information
Email info@trakcenta.co.za. We will confirm your identity and reply within 30 days. There is no request fee for your own personal information (POPIA section 23).
7.2 Other records
- Complete Form 2 (Request for access to a record), available from the Information Regulator's website or from us.
- Send it to the Information Officer by email or post (details in section 1), with proof of identity, and, if you act for someone else, proof that you may.
- Say which record you want, in what form, and which right you want to exercise or protect with it.
We decide within 30 days. We may extend this once by up to 30 days, with reasons, if the request covers many records or needs consultation. If we refuse, we give reasons. We may refuse only on the grounds in Part 3, Chapter 4 of PAIA, for example to protect another person's privacy, commercial information or confidential information.
7.3 Fees
For records other than your own personal information, the fees set by the PAIA Regulations apply: a request fee of R140; R2 per A4 page for copies; R145 for each hour after the first spent searching and preparing, up to R435; and the actual cost of postage. If the search will take more than 6 hours, a deposit of one third may be asked first. We tell you the amount before we do the work.
7.4 Records in a customer's Trakcenta workspace
These belong to the customer company. Ask that company; it decides on your request. We will help it, as its operator.
7.5 If you are not satisfied
You may complain to the Information Regulator within 180 days of our decision (POPIAComplaints@inforegulator.org.za), or apply to court.
8. Where this manual is available
On our website at https://www.trakcenta.co.za/paia/, and at our address in section 1 during business hours. We update it when anything in it changes.
Also see our Privacy Policy, Terms of Service and PAIA and POPIA Manual.