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PAIA Manual

Manual prepared in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (as amended)

Date of compilation: 29 October 2026 Date of revision: 3 November 2026 Version 1.2

1. Acronyms and abbreviations

CEO: Chief Executive Officer
CPA: Consumer Protection Act, 68 of 2008
DIO: Deputy Information Officer
IO: Information Officer
Minister: Minister of Justice and Correctional Services
PAIA: Promotion of Access to Information Act, 2 of 2000 (as amended)
POPIA: Protection of Personal Information Act, 4 of 2013
Regulator: Information Regulator
Republic: Republic of South Africa

2. Purpose of this manual

This manual helps the public to:

  1. see which categories of records we hold that are available without a formal request;
  2. understand how to ask for access to a record of the business, by describing the subjects on which we hold records and the categories of records held on each subject;
  3. know which of our records are available under other legislation;
  4. reach the Information Officer and Deputy Information Officer who will assist with a request;
  5. know how to obtain the Regulator’s guide on how to use PAIA;
  6. know that we process personal information, for what purpose, and which categories of data subjects and information we hold;
  7. know the recipients, or categories of recipients, to whom personal information may be supplied;
  8. know whether we plan to transfer personal information outside the Republic and to whom;
  9. know what security measures we have in place to protect the confidentiality, integrity and availability of personal information.

3. Key contact details

Information Officer — the head of the business, in terms of section 55 of POPIA:

Name: Dantin Swanepoel
Position: Director / Information Officer
Physical address: 22 Jarra Street, Sharonlea, Randburg, 2158, Gauteng
Postal address: 22 Jarra Street, Sharonlea, Randburg, 2158
Telephone / WhatsApp: 079 126 9808
Email: bookings@doggydos.co.za
Direct email: dantin@doggydos.co.za

Deputy Information Officer: none is designated. Doggy Do’s is a small business, and the Information Officer handles every request personally.

4. The PAIA guide

The Regulator has compiled a guide on how to use PAIA, in every official language, describing how to exercise your rights and how to make a request. It is available free of charge from the Regulator:

  • Information Regulator, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
  • Telephone 010 023 5200 — toll free 0800 017 160
  • enquiries@inforegulator.org.za
  • https://inforegulator.org.za

5. Records available without a formal request

The following are available on our website, doggydos.co.za, or on request by telephone or email, without a PAIA request:

  • our service descriptions, treatment options and service area;
  • our grooming hours and contact details;
  • our Privacy Policy, Cookie Policy, Website Terms of Use, Service Terms & Conditions and this manual;
  • our gallery, and the reviews published on our Google Business Profile;
  • a quotation for a grooming appointment for your dog.

6. Records held by the business

The business itself: Registration documents, constitutional and statutory records, insurance policies, bank records, tax and VAT records, financial statements, management accounts, supplier agreements, branding and marketing material
Customers: Booking forms and enquiries, names, contact details, service addresses, dog details and grooming notes, appointment history, correspondence by email and WhatsApp, invoices and payment records, complaints and their resolution
Staff and contractors: Contracts of employment or engagement, identity documents, tax and UIF records, leave and payroll records, disciplinary records, training records
Operations: Vehicle records, grooming equipment and stock records, service schedules, route planning, health and safety records
Website and IT: Website content and images, hosting and maintenance records, backups, analytics reports, security and access logs

Records are held at our premises, on our booking and accounting systems, in our email and WhatsApp accounts, and on the servers of our service providers.

7. How to request access to a record

  1. Complete the prescribed request form. The form is published by the Regulator, and is available from the Regulator’s website and from the Information Officer on request.
  2. Address it to the Information Officer at the address, email or telephone number in section 3. Email is fastest.
  3. Describe the record you want clearly enough for us to find it — for example “the booking form I submitted on 4 March 2026”, or “the invoice for my appointment on 12 February 2026”. Include your name and contact details, and proof of identity.
  4. Pay the prescribed fee, if one applies. The fees are set out in the PAIA regulations. If a fee or a deposit is payable, we will tell you the amount before we process the request, and we will not release the record until it is paid.
  5. We will respond within 30 days of receiving a complete request, as section 25 requires. We may extend that period once by a further 30 days, in terms of section 26, and we will tell you in writing if we do.

If a request is refused, we will tell you the ground of refusal in writing, with the reasons. You may then lodge a complaint with the Regulator (using the Regulator’s complaint form) or apply to a court for relief.

8. Grounds for refusal

PAIA allows a body to refuse a request on specific grounds. The grounds that could apply to us include, among others: that the record contains the personal information of a third person; that the record is protected by legal privilege; that disclosure would breach a duty of confidence owed to a third party; that disclosure would harm the commercial interests of the business; and that the request is manifestly unreasonable or the record does not exist. Where a record can be released with the sensitive parts removed, we will release that part.

9. Processing of personal information (POPIA)

Purpose of processing: To respond to enquiries, quote for and deliver grooming appointments, keep customer and financial records, keep the website secure and working, and improve our service
Categories of data subjects: Customers; people who enquire but do not book; next of kin or emergency contacts given to us; staff and contractors; suppliers and their representatives
Categories of information: Identity and contact details, service addresses, dog details and grooming notes, appointment history, correspondence, invoices and payment records, website usage information
Recipients or categories of recipients: Our website and email host (Hostify), Google (website statistics and form spam protection; public review display), Meta (WhatsApp, Facebook and Instagram, when you contact us there), our accountant, our bank and payment providers, and the Regulator or a court where the law requires it
Transfer outside South Africa: Google and Meta may process information outside the Republic under their published data-processing terms. See clause 6 of our Privacy Policy
Security measures: HTTPS on the website, restricted access to the website administration and booking email, strong credentials, software kept updated and monitored, spam protection on the forms, and backups held by our host
Objection: You may object to processing on reasonable grounds, and may ask for correction or deletion, by writing to the Information Officer. See section 10 of our Privacy Policy

10. Availability of this manual

This manual is available:

  • on our website at doggydos.co.za;
  • at our premises during office hours, Monday to Saturday, 08:00 to 17:00;
  • on request by email from the Information Officer;
  • from the Information Regulator, in the Regulator’s register of private body manuals.

11. Updates

We review this manual when there is a material change to the business, to the records we hold, or to the law, and we update the version number and date when we do.

Doggy Do’s (Pty) Ltd — PAIA Manual — version 1.2 — 3 November 2026