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PAIA manual

How to ask for a record.

Draft · Last updated 30 September 2026 · Applies to gardenops.co.za

This is a draft, and it is not legal advice.

This is the manual required by section 51 of the Promotion of Access to Information Act. Every private body must have one — the exemption for smaller bodies expired at the end of 2021, and a person carrying on a trade counts as a private body, so this applies to GardenOps even though it is not a registered company.

The records listed below were read off the database rather than copied from a template, so the list is what is actually held. It has not been reviewed by a lawyer.

The private body

Name
PracWorth (Pty) Ltd
Registration number
2026/764595/07
Head of the private body
Jason de Kock, in his capacity as the chief executive officer of PracWorth (Pty) Ltd. Where a private body is a company, PAIA makes its chief executive officer the head of it.
Physical address
RedBerry Farm, Geelhoutboom Road, George, Western Cape, 6531, South Africa
Postal address
As above
Telephone
Not yet published. PAIA asks for one, and a business number is being arranged rather than a personal mobile being put on a permanent public page.
Email
admin@pracworth.com

The Information Officer

Under POPIA the head of a private body is its Information Officer, so the Information Officer of PracWorth (Pty) Ltd is Jason de Kock, as its chief executive officer, reachable at the address and email above. Requests about your own personal information go to the same place.

Three things this manual does not yet claim

The Information Officer has not yet been registered with the Information Regulator — that registration is being made in PracWorth (Pty) Ltd’s name. The prescribed fees below have not been confirmed against the Regulator’s current schedule. And no telephone number is published yet, though PAIA asks for one. All three are outstanding rather than resolved, and this manual will say so until they are done.

The Regulator’s guide

The Information Regulator publishes a guide on how to use PAIA. It is free, and available in any official language:

Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
PO Box 31533, Braamfontein, Johannesburg, 2017
inforeg@inforegulator.org.za
inforegulator.org.za

The guide can be requested from the Regulator on Form 01 (Regulation 2), or from an Information Officer on Form 01 (Regulation 3).

Records available without a request

None. GardenOps publishes no category of record that is automatically available under section 52(2), and no notice to that effect has been published in the Government Gazette.

Records that are held

Grouped by subject. Being listed here does not mean a record will be released — most of what follows is personal information about somebody else, and PAIA requires that a request for it be refused unless that person consents or an exception applies.

The people who use the product
Homeowner accounts — name, email, timezone, onboarding progress. Properties — name, address, coordinates, geofence radius, working hours and breaks. Gardeners — full name, mobile number, photograph, notes, preferred language, start date, and which properties they cover. Consent records — the wording agreed to, when, and how it was obtained.
Work and attendance
Task templates, assignments, recurrence and outcomes. Attendance — clock-in and clock-out times, the coordinates a gardener sent, and whether they were inside the property geofence. Refused clock-in attempts are kept — coordinates, accuracy and distance for an attempt made from the wrong place. Recorded absences. Performance figures are not held as records; they are calculated from the attendance and task records when viewed. Equipment held at each property. A change history of what was altered, by whom, and when.gardener_shift_starts · gardener_geofence_attempts · gardener_no_shows · change_log_entries
Messages
Messages sent to gardeners, with their delivery outcome. Messages received from gardeners — the sender’s WhatsApp number as it arrives from Meta, the full text of the message, and location pins recorded as coordinates.delivery_messages · gardener_outbound_messages · gardener_inbound_messages
Records kept under other laws
Tax and financial records under the Income Tax Act and the Tax Administration Act. Consent records, and any record of a data-subject request or a security compromise, under POPIA. No company records exist, because there is no company. GardenOps holds no employment records of its own — the attendance records above are the homeowner’s record of a gardener’s hours.

How to request a record

  1. Use Form 02 (Regulation 7), “Request for Access to Record”, published by the Information Regulator at inforegulator.org.za/paia-forms. This is the current form under the 2021 regulations. Older manuals name “Form C”, which was repealed.
  2. Send it to the address or email above.
  3. Say which right the record is needed for. Section 50 gives a right of access to a record of a private body only where that record is required for the exercise or protection of a right.
  4. Fees. A request fee is payable before a request is processed — a person asking for their own record is exempt — and an access fee for search, preparation and reproduction may follow if access is granted. Amounts are those prescribed in the regulations.
  5. A decision within 30 days of receipt, extendable in the circumstances PAIA allows, sent on Form 03 (Regulation 8).
  6. If access is refused, there is no internal appeal against a private body. You may complain to the Information Regulator on Form 05 (Regulation 10), or apply to court.

If the record is about you

A person asking for their own information usually wants POPIA rather than PAIA, and the route is shorter. The privacy notice sets out what is held about homeowners and gardeners, that it is stored in Ireland, and how to have it corrected or deleted. No form and no reason are needed.