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Ask Mandla — PAIA & POPIA Compliance

Prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 ("PAIA") and Condition 8 of the Protection of Personal Information Act, 4 of 2013 ("POPIA").

 

 

1. Company Details

Company Name: Ask Mandla Pty Ltd
Registration Number: 2025/389046/07
Business Address: 32 Speciosa Street, Paradyskloof, Stellenbosch, 7600
Information Officer: Janine Kane-Berman
Contact Email: info@askmandla.com
Website: www.askmandla.com

2. Purpose of this Manual

This manual serves to:

  • Describe the records Ask Mandla holds;

  • Guide individuals in exercising their rights under PAIA and POPIA;

  • Outline the procedure for requesting access to records or submitting a data subject access request (DSAR);

  • Describe our compliance mechanisms and obligations for data protection.

3. Categories of Data Subjects

Ask Mandla processes personal information from the following categories:

  • Clients (employers)

  • Employees (domestic workers and others onboarded by clients)

  • Suppliers and service providers

  • Prospective users or customers

  • Internal staff

4. Purpose of Processing Personal Information

We process personal information to:

  • Facilitate employment contract generation

  • Provide compliance and payroll services

  • Enable UIF registration and record-keeping

  • Offer financial inclusion tools (e.g., payslips, earnings tracking, leave)

  • Manage client support and service delivery

  • Comply with applicable tax, employment, and financial legislation

5. Information Automatically Available

The following records are available without a formal PAIA request:

  • Company registration documents (via CIPC)

  • Employment contract templates

  • Privacy policy and terms of use (via website)

6. Requesting Access to Records (PAIA)

To request access to a record, submit a written request using PAIA Form 2 to the Information Officer via:

  • Email: info@askmandla.com

  • Postal Address: 32 Speciosa Street, Paradyskloof, Stellenbosch, 7600

Access will be provided subject to the grounds of refusal under PAIA and payment of any applicable prescribed fees.

7. Data Subject Rights (POPIA)

As a data subject, you have the right to:

  • Confirm whether we hold your personal information

  • Request access to your personal data (DSAR Form 3)

  • Request correction or deletion of inaccurate or outdated data (DSAR Form 2)

  • Object to processing (DSAR Form 1)

  • Lodge a complaint with the Information Regulator (www.inforegulator.org.za)

DSARs must be submitted with proof of identity to our Information Officer.

8. Data Sharing and Third Parties

Ask Mandla may share information with trusted processors such as:

  • Payroll platforms (e.g., SimplePay)

  • Payment processors (e.g., Payfast, Peach Payments)

  • Document signing platforms (e.g., BoldSign)

All service providers are contractually obligated to maintain data security and confidentiality.

9. Cross-border Transfers

Data may be transferred to secure servers in the EU or other jurisdictions offering adequate protection. Transfers are subject to appropriate safeguards as required by POPIA.

To improve the relevance of our services and manage user interactions effectively, we utilize third-party Customer Relationship Management (CRM) systems (such as HubSpot) and advertising platforms (such as Google Ads and Meta).

When you engage with AskMandla via WhatsApp Business or other communication channels, your contact information and interaction status may be classified (e.g., as a 'Lead' or 'Marketing Qualified Lead') and securely synchronized with these platforms. This data is used strictly for internal analytics, attributing campaign success, and optimizing audience segmentation to ensure you receive relevant information.

We do not sell this data. All third-party providers are vetted to ensure they adhere to acceptable security standards and data protection laws consistent with POPIA. You may object to the processing of your personal information for these specific marketing purposes at any time by contacting our Information Officer

10. Security Measures

We implement:

  • Secure encrypted storage (incl. document vaulting)

  • Access controls and role-based permissions

  • WhatsApp Business security protocols

  • Regular audits and data minimisation

11. Remedies and Complaints

If your request is denied, you may:

  • Appeal to the Information Regulator

  • Initiate legal action through the courts

12. Availability of this Manual

This manual is available electronically on www.askmandla.com or by request to the Information Officer.

Ask Mandla Pty Ltd is committed to transparency and the lawful processing of personal information in compliance with South African law.