1. Introduction
This manual describes the records held by Bvelaphanda Business Solutions (Pty) Ltd, how a person may request access under PAIA, the categories of records that may be available without a formal request, and information required under POPIA.
2. Company and Information Officer details
| Item | Details |
|---|---|
| Registered name | Bvelaphanda Business Solutions (Pty) Ltd |
| Registration number | 2006/009107/07 |
| Trading names | Bvelaphanda; BotHub |
| Registered address | 202 Lourensford Road, Somerset West, 7130 |
| Postal address | 202 Lourensford Road, Somerset West, 7130 |
| Website | bvelaphanda.co.za |
| Head / Information Officer | Mr Bertus Botha (Director) |
| PAIA and privacy email | policy@bvelaphanda.co.za |
| Deputy Information Officer | Not applicable |
3. Information Regulator guide
The Information Regulator has published a guide explaining how to use PAIA. It is available from the Information Regulator’s website and eServices. A requester may contact the Regulator at Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191; telephone 010 023 5200 or 0800 017 160; email enquiries@inforegulator.org.za. Current details should be checked before submitting a request.
4. Records available without a formal PAIA request
| Category | Examples | How available |
|---|---|---|
| Public corporate information | Company identity, public website content and public notices. | Website or on request. |
| Privacy and platform policies | Messaging Privacy Notice, Privacy Policy, Acceptable Use & Messaging Policy, Cookie Policy and AI & Transcription Notice. | Legal pages on bvelaphanda.co.za. |
| Subprocessor register | Providers, processing purposes and locations. | On request from the Information Officer. |
| Service information | Public product descriptions and contact information. | Website. |
| PAIA Manual | Current approved manual. | Website and physical or electronic inspection as required. |
| Published vacancies or announcements | Only while current. | Website or advertised channel. |
5. Records held by Bvelaphanda
| Category | Examples |
|---|---|
| Corporate and governance | Registration, constitutional documents, registers, resolutions, policies, insurance and licences. |
| Financial and tax | Accounting records, invoices, bank confirmations, tax records, budgets, audits and asset registers. |
| Personnel | Employment, contractor, leave, payroll, performance, training and health-and-safety records, subject to privacy restrictions. |
| Client and commercial | Applications, proposals, agreements, statements of work, acceptance records, support and billing. |
| BotHub platform | Source and configuration records, architecture, logs, Client environments, support, security, backup and change records. |
| Privacy and compliance | Processing register, risk assessments, requests, complaints, incidents, provider due diligence and training. |
| Intellectual property | Software, designs, documentation, trade marks, licences, confidential methods and know-how. |
| Supplier and professional | Contracts, due diligence, invoices, support and performance records. |
| Marketing and communications | Website, approved campaigns, events, publications and opt-out records. |
6. Legislation under which records may be held
The following list is indicative:
- Companies Act 71 of 2008.
- Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011.
- Value-Added Tax Act 89 of 1991, where applicable.
- Basic Conditions of Employment Act 75 of 1997 and Labour Relations Act 66 of 1995, where applicable.
- Employment Equity Act 55 of 1998, where applicable.
- Compensation for Occupational Injuries and Diseases Act 130 of 1993, where applicable.
- Electronic Communications and Transactions Act 25 of 2002.
- Consumer Protection Act 68 of 2008, where applicable.
- Protection of Personal Information Act 4 of 2013.
- Promotion of Access to Information Act 2 of 2000.
- Copyright Act 98 of 1978 and Trade Marks Act 194 of 1993.
- Other sector laws applicable to a specific service or Client engagement.
7. How to request access
- Use the prescribed PAIA Form 2 available from the Information Regulator.
- Identify the requested record clearly and the preferred access form.
- For a private-body request, identify the right to be exercised or protected and explain why the record is required for that right.
- Provide proof of identity and authority where acting for another person.
- Send the completed request to the Information Officer using the details in section 2.
- Pay any prescribed request or access fee after notice, where applicable.
Bvelaphanda will issue the prescribed outcome and fee notice. Access may be granted, partially granted, deferred or refused on a ground permitted by PAIA, including personal privacy, commercial confidentiality, safety, legal privilege, research, security or protection of Bvelaphanda’s rights.
8. Remedies
A requester dissatisfied with a refusal or non-response by a private body may complain to the Information Regulator or approach a competent court, subject to PAIA procedures and time limits. PAIA complaints may be submitted through eServices or to PAIAComplaints@inforegulator.org.za. Legal advice may be appropriate.
9. POPIA information
| Data-subject category | Main information | Purposes | Typical recipients |
|---|---|---|---|
| Messaging Participants | Contact, message, media, metadata, transcript and workflow information. | Deliver Client communications and enabled workflows. | Client, White-Label Platform Operator where applicable, Meta, approved providers and Client-selected integrations. |
| Client and operator personnel | Identity, contact, account, role, billing, support and security information. | Contract, administration, support, security and compliance. | Authorised personnel, providers, advisers and authorities where lawful. |
| Website visitors and prospects | Contact, device, enquiry, cookie and communication information. | Respond, secure website, administer lawful marketing and business relationships. | Website, email, analytics and security providers as verified. |
| Suppliers and applicants | Identity, commercial, financial, qualification and communication information. | Supplier management, recruitment, due diligence and legal duties. | Authorised personnel, advisers, payroll/recruitment and authorities where lawful. |
Cross-border processing may occur through Meta and approved providers under a permitted POPIA section 72 basis. Security measures include verified access control, secure transmission, logical Client separation, logging, backup, incident response, confidentiality, provider management and retention controls. The public privacy notices contain additional detail; the Security Measures Schedule is available to Clients on request.
10. Availability and updating
The approved manual is available at bvelaphanda.co.za/paia-manual/ and at the registered office during reasonable business hours, subject to reasonable arrangements. The Information Officer will review it at least annually and after a material organisational, legal or processing change.
Approved by the Head of the private body / Information Officer: Mr Bertus Botha (Director), 1 July 2026.