Ocean Digital Web Design Studio

PAIA Manual

Ocean Digital Web Design Studio

Promotion of Access to Information Act 2 of 2000 (PAIA) Manual

Last updated: 16 July 2026

1. Introduction

Ocean Digital Web Design Studio is committed to promoting transparency and protecting the right of access to information in accordance with the Promotion of Access to Information Act 2 of 2000 (PAIA).

This manual explains the records held by Ocean Digital Web Design Studio, how those records may be accessed, and the procedure for submitting a request in terms of PAIA.

This manual should be read together with our Privacy Policy, which explains how we collect, use, store and protect personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

2. Company information

Business name
Ocean Digital Web Design Studio
Website
https://oceandigitalstudio.co.za

Ocean Digital Web Design Studio accepts PAIA requests electronically. All requests and enquiries relating to this manual should be submitted by email to the Information Officer.

3. Information Officer

The Information Officer is responsible for ensuring compliance with PAIA and POPIA, responding to requests for access to information, and maintaining this manual.

Information Officer
Ocean Digital Web Design Studio
Email
popia[at]oceandigitalstudio.co.za
Telephone
+27 68 614 8856

4. Information Regulator Guide

Section 10 of PAIA requires the Information Regulator to publish a guide explaining how to exercise rights under the Act.

The guide is available from the Information Regulator’s website.

5. Applicable legislation

Ocean Digital Web Design Studio maintains records in accordance with applicable South African legislation, including but not limited to:

  • Promotion of Access to Information Act 2 of 2000
  • Protection of Personal Information Act 4 of 2013
  • Electronic Communications and Transactions Act 25 of 2002
  • Copyright Act 98 of 1978
  • Tax Administration Act 28 of 2011
  • Income Tax Act 58 of 1962
  • Value-Added Tax Act 89 of 1991
  • Companies Act 71 of 2008, where applicable
  • Basic Conditions of Employment Act 75 of 1997, where applicable
  • Labour Relations Act 66 of 1995, where applicable

This list is not exhaustive.

6. Categories of records held

Ocean Digital Web Design Studio maintains records that may include:

Corporate records

  • Business registration records
  • Internal policies
  • Service agreements
  • Compliance documentation
  • Insurance records

Financial records

  • Quotations
  • Invoices
  • Payment records
  • Accounting records
  • Tax documentation

Client records

  • Client contact details
  • Project documentation
  • Website design files
  • Website development records
  • SEO reports
  • Website care plan records
  • Hosting records
  • Domain registration information
  • Support correspondence

Supplier records

  • Supplier agreements
  • Contact details
  • Quotations
  • Invoices

Website records

  • Contact form submissions
  • Analytics information
  • Cookie consent records
  • Website enquiries
  • Technical logs where required for security or troubleshooting

Employment records

Where applicable, records relating to employees, contractors or consultants.

Personal information is processed only for lawful business purposes and in accordance with POPIA.

7. Personal information processed

Ocean Digital Web Design Studio may process personal information including:

  • Names
  • Business names
  • Email addresses
  • Telephone numbers
  • Billing information
  • Website login credentials supplied by clients
  • Domain ownership information
  • IP addresses
  • Website usage information
  • Communications relating to enquiries and projects

8. Purpose of processing

Personal information may be processed to:

  • Respond to enquiries
  • Prepare quotations
  • Deliver services
  • Register or manage domain names on behalf of clients
  • Process payments
  • Provide customer support
  • Meet legal and regulatory obligations
  • Improve website performance and security

Personal information is processed only for lawful business purposes and in accordance with POPIA.

9. Recipients of personal information

Where necessary, information may be shared with trusted service providers including:

  • Website hosting providers
  • Domain registrars
  • Cloud infrastructure providers
  • Payment processors
  • Analytics providers
  • Professional advisers
  • Government authorities where required by law

Information is shared only where necessary to provide services or comply with legal obligations.

10. Cross-border transfers

Some of our technology providers may process or store information outside South Africa.

Where personal information is transferred outside South Africa, Ocean Digital Web Design Studio will take reasonable steps to ensure appropriate safeguards are in place as required by POPIA.

11. Records automatically available

The following information is generally available without submitting a formal PAIA request:

12. How to request access to records

Requests for access to records must be made using the prescribed PAIA request form.

In line with the Information Regulator’s requirements, Ocean Digital Web Design Studio does not provide copies of the prescribed forms directly. The latest editable PDF versions of these forms are available from the Information Regulator website.

Completed requests should be emailed to:

popia[at]oceandigitalstudio.co.za

A request should include sufficient detail to identify the record being requested and may require proof of identity before it can be processed.

13. Fees

Request fees and access fees may apply in accordance with the regulations issued under PAIA.

Where a fee is payable, the requester will be notified before the request is processed.

14. Grounds for refusal

Access to records may be refused where permitted by PAIA, including where disclosure would:

  • Unreasonably disclose another person’s personal information.
  • Reveal confidential commercial information.
  • Prejudice legal proceedings.
  • Reveal legally privileged information.
  • Endanger the safety of individuals.
  • Be prohibited by another law.

Each request will be considered on its own merits.

15. Response time

Ocean Digital Web Design Studio will respond to requests within the timeframes prescribed by PAIA unless an extension is permitted under the Act.

16. Protection of personal information

Ocean Digital Web Design Studio implements reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access, misuse, disclosure, alteration and destruction.

These measures may include:

  • Strong password policies
  • Multi-factor authentication where available
  • Access controls
  • Secure website hosting
  • Encrypted communications where appropriate
  • Software updates
  • Regular backups
  • Malware and security monitoring

17. Availability of this manual

This manual is available:

  • On the Ocean Digital Web Design Studio website.
  • By email upon request.
  • In electronic format from the Information Officer.

18. Changes to this manual

This manual may be updated from time to time to reflect changes in legislation or business operations.

The most recent version will always be published on this website.

19. Contact us

If you have any questions regarding this manual or wish to submit a PAIA request, please contact:

Information Officer
Ocean Digital Web Design Studio

Email: popia[at]oceandigitalstudio.co.za
Telephone: +27 68 614 8856