This manual explains which records Teleion Technologies keeps, which of them you can have without asking, and how to ask for the rest. It also explains how we process personal information. We prepared it under section 51 of the Promotion of Access to Information Act 2 of 2000.
The Regulator has published a guide on how to use PAIA and POPIA, as section 10 of PAIA requires. It explains what the two Acts are for, how to ask a public or a private body for a record, the help the Regulator gives, and what you can do if a request is refused, including how to complain to the Regulator or apply to a court.
The guide is available in every official language and in braille. You can get it from the Regulator's website, inforegulator.org.za, or from the Regulator's office, or ask our Information Officer for a copy.
These records are on our websites, free, for anyone to read or save. You do not need to make a request under PAIA for them.
| Record | Where |
|---|---|
| Syntekta's subscription terms, with Schedule A | syntekta.app/terms |
| Syntekta's privacy notice | syntekta.app/privacy |
| This manual | syntekta.app/paia |
| What Syntekta does, and its pricing | syntekta.app, syntekta.app/pricing |
| Who we are and what we do | teleiontechnologies.com |
| Records | Law |
|---|---|
| Memorandum of incorporation, registers of directors and of securities, resolutions and minutes, annual returns | Companies Act 71 of 2008 |
| Accounting records, invoices, tax returns and assessments | Income Tax Act 58 of 1962; Tax Administration Act 28 of 2011 |
| Records of pay, hours and leave, for anyone we employ | Basic Conditions of Employment Act 75 of 1997 |
| Unemployment insurance contributions, for anyone we employ | Unemployment Insurance Contributions Act 4 of 2002 |
| Records of electronic transactions with our customers | Electronic Communications and Transactions Act 25 of 2002 |
| Records of how we process personal information | Protection of Personal Information Act 4 of 2013 |
| This manual | Promotion of Access to Information Act 2 of 2000 |
| Subject | Records |
|---|---|
| The company | Memorandum of incorporation, company registration records, directors and shareholders, resolutions and minutes |
| Money and tax | Accounting records, bank statements, invoices, budgets, tax records |
| Customers | Agreements and the version of the terms each accepted, account details, invoices and payments, correspondence, support requests |
| Our products | The software and its records. For Syntekta: each practice's account details, and the information a practice keeps in its Syntekta, which we hold for the practice as its operator |
| Suppliers and providers | Agreements, invoices, correspondence |
| People who work with us | Employment or service agreements, pay and tax records, leave records |
| Enquiries and news | Demonstration requests, messages people send us, the list of people who asked for news |
| Systems and security | Sign-in records, system records, records of every time one of us opens a practice's information |
A practice decides what it keeps in its Syntekta about its own clients, staff and others. To ask for one of those records, ask the practice, because the record is the practice's.
To sell and provide our products and services; to open and run our customers' accounts; to invoice and take payment; to support our customers; to keep our systems secure; to keep the records the law requires; to answer enquiries; to send news to people who asked for it; to employ and pay people; and, as a practice's operator, to store and process the information the practice keeps in its Syntekta, as Schedule A of the subscription terms sets out.
| People | Information |
|---|---|
| Customers and their contact people | Names, email addresses, telephone numbers, company names, registration and VAT numbers, invoicing addresses, the terms accepted, payment references |
| Users of our products | Names, email addresses, telephone numbers if given, records of sign-ins |
| People who book a demonstration or write to us | Names, email addresses, the practice or company, and what they choose to tell us |
| Visitors to our websites | The device's internet address, the browser and the pages asked for, seen by our hosting and network providers as they deliver each page |
| Suppliers and providers | Names, contact details, registration and VAT numbers, bank details |
| Directors, staff and people who apply to work with us | Names, identity numbers, contact details, qualifications, pay, tax and bank details, leave |
| People whose information a practice keeps in Syntekta | What the practice keeps there. We process it only as the practice's operator, under Schedule A |
| Information | Who receives it |
|---|---|
| What our products store and send | Our hosting, database, email and network providers, each named in Syntekta's privacy notice and in Schedule A |
| Card payments | Paystack South Africa (Pty) Ltd |
| Tax and company records | The South African Revenue Service, the Companies and Intellectual Property Commission, and an accountant or auditor we appoint |
| Pay of anyone we employ | The South African Revenue Service, the Unemployment Insurance Fund, our bank |
| Anything a law or a court requires | The court, regulator or authority the law names |
We do not sell personal information.
Syntekta's database and files are stored in Ireland, in the European Union, and some of our providers process information in the United States, each under an agreement that gives it the protection POPIA requires. Syntekta's privacy notice, section 4, and Schedule A of the subscription terms, clauses A8 and A10, name every provider and country. Our company's own email and documents are kept with Google, whose servers may be outside South Africa.
The fees are those the Regulations prescribe for a private body. We tell you the fee before we charge it, and we start work on a request once the request fee is paid.
| Fee | Amount |
|---|---|
| Request fee | R140.00 |
| A copy, per A4 page or part of a page | R2.00 |
| Search and preparation, per hour or part of an hour after the first hour | R145.00 |
| Search and preparation, at most | R435.00 |
| Deposit, when the search takes more than six hours | One third of the fee |
If you only want to know whether we hold personal information about you, that is free.
We decide within 30 days of receiving your request with everything the form asks for, and tell you. We may extend that once, by up to 30 days, if the request is for many records or needs a long search, and we tell you why.
We may refuse access only on the grounds in Chapter 4 of Part 3 of PAIA, for example to protect another person's personal information, a third party's commercial or confidential information, someone's safety, legal privilege, or our own commercial information.
If we refuse, or you disagree with a fee or an extension, you may complain to the Regulator within 180 days of our decision, or apply to a court.
We review this manual at least once a year, and whenever what we keep or how we process it changes. The date at the top says when it last changed.
Issued by Gerold Joubert, director and Information Officer, Teleion Technologies (Pty) Ltd