PAIA manual

DriveSync is booking, scheduling and management software for driving schools in South Africa. It is operated by Antony Maposa, a sole proprietor trading as DriveSync, and is a private body under PAIA.

PAIA gives everyone the right to request records held by a private body where the record is needed to exercise or protect a right. This manual explains what records we hold and how to ask for them.

As a sole proprietor, the head of DriveSync is also its Information Officer. Send all PAIA and POPIA requests to:

• Information Officer: Antony Maposa
• Email: support@drivesync.co.za
• Address: Cape Town, South Africa
• Website: drivesync.co.za

The Information Regulator publishes a guide, under section 10 of PAIA, on how to use the Act. It is available in every official language from inforegulator.org.za, or from the Regulator directly:

• Email: enquiries@inforegulator.org.za
• Phone: 010 023 5200, or toll-free 0800 017 160
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

We have not published a formal notice under section 52 of PAIA, but the following are freely available on our website and do not need a request:

• Our privacy policy.
• Our refund and cancellation policy.
• Plans and prices on our pricing page.
• Product updates in our changelog.

We keep records as required by, among others:

• Income Tax Act 58 of 1962
• Tax Administration Act 28 of 2011
• Electronic Communications and Transactions Act 25 of 2002
• Consumer Protection Act 68 of 2008
• Protection of Personal Information Act 4 of 2013
• Promotion of Access to Information Act 2 of 2000

• Business and financial: accounting records, invoices, tax records and bank records.
• Customers: driving school details, account holders, subscription and billing history, and agreements with schools.
• Suppliers: agreements and correspondence with the service providers that run DriveSync.
• Support: support tickets, contact form messages and email correspondence.
• Technical: server logs, security records and system configuration.
• Marketing: email preferences and published reviews.
• Product usage: product usage records (activity days, feature-use counts, product surveys).

We also store records on behalf of driving schools: their learners, instructors, bookings, lessons, tests, packages and payments. The school is the responsible party for those records. We will usually refer a request for them to the school, and may need the school’s view before releasing anything.

Section 51 of PAIA, as amended by POPIA, requires this manual to describe how we process personal information. Our privacy policy has the full detail. In short:

• Purpose: to provide DriveSync to driving schools, bill them, support users and meet legal obligations (privacy policy, section 4).
• Who it is about: school owners and staff, instructors, learners (with and without accounts), website visitors and suppliers (section 3).
• Who receives it: the school concerned, and the service providers listed in the privacy policy (section 6).
• Transfers outside South Africa: mainly to the United States and Ireland, where our providers’ servers are (section 7).
• Security: encrypted connections, hashed passwords, role-based access per school, and breach notification under section 22 of POPIA (section 8).

• Complete Form 2 (Request for Access to Record), available from the Information Regulator’s forms page, and email it to support@drivesync.co.za.
• Describe the record clearly enough for us to find it, say how you want access (a copy, or to view it), and say which right you are exercising or protecting and why the record is needed for it.
• If you are asking on behalf of someone else, include proof that you are authorised to do so.
• We will tell you our decision within 30 days. We may extend this once, by up to 30 more days, if the request is for a large number of records or needs a search or consultation, and we will tell you if we do.
• If the record concerns another person or a driving school, we may have to notify them and give them a chance to respond before deciding.

To object to how we use your personal information, or to ask for it to be corrected or deleted under POPIA, the Regulator’s POPIA forms (Form 1 for objections, Form 2 for correction or deletion) are on the same page. An email to support@drivesync.co.za is also fine.

• Request fee: R140, payable before we process the request. It does not apply if you are asking for records about yourself.
• Access fee: charged at the rates set in the PAIA Regulations, for searching, preparing and copying the record. We will tell you the amount before we start.
• Deposit: if finding and preparing the record will take more than six hours, we may ask for a deposit of up to one-third of the estimated access fee.

If your request is refused, any deposit you paid will be refunded. Fees may be waived in the cases the Regulations allow.

We may refuse a request only on the grounds set out in Chapter 4 of Part 3 of PAIA, for example to protect another person’s privacy, commercial information of a third party, or confidential information. If we refuse, we will give our reasons.

DriveSync has no internal appeal process. If you are unhappy with our decision, you can complain to the Information Regulator or apply to court within 180 days of being told of it.

This manual is published at drivesync.co.za/paia and is available at our address on request. We will update it when anything in it changes.