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PAIA Manual

Promotion of Access to Information Act 2 of 2000 · Section 51 Manual

Published: 24 May 2026 · Last updated: 24 May 2026

Section A — Particulars of the Responsible Party

Solvd Studio (Pty) Ltd

Registration number: [pending CIPC registration]

Country of incorporation: South Africa

Information Officer: Kihoto Muiruri

Email: privacy@solvdstudio.co.za

Website: solvdstudio.co.za

Section B — Guide on Using This Manual

This manual is published in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as required by Section 32 of the Protection of Personal Information Act 4 of 2013 (POPIA).

The manual describes what records Solvd Studio holds, which are automatically available, and how to request access to records that are not automatically available. Requests are subject to the grounds for refusal in PAIA Chapter 4.

Section C — Categories of Records Held

User account records

auth.users, public.users

Email address, name, account creation date, onboarding status, subscription tier. Held for the duration of the account plus 12 months post-closure.

Business profile records

public.tender_profiles

Sectors of interest, keywords, provinces, B-BBEE level, CIDB grading, monthly budget range. Provided voluntarily during onboarding.

Compliance documents

public.compliance_vault, Supabase Storage

PDFs uploaded by users: tax clearance certificates, B-BBEE certificates, CSD registration summaries, CIDB grading certificates. Held until the user deletes them; deletion is immediate.

Tender data

public.tenders, public.tender_matches, public.tender_documents

Government tender records sourced from eTenders.gov.za and other public procurement portals. Match scores per user. Public procurement data — not personal information.

Communication records

public.tender_notifications_log

Log of email notifications sent to users (tender matches, system alerts). Held for 12 months.

System and agent logs

public.agent_logs, public.agent_memory

Operational logs of AI agent activity: duration, cost, token usage, error events. Does not contain user personal information beyond user_id references. Held for 12 months.

Consent records

public.privacy_policy_acceptances

Records of user acceptance of Privacy Policy and Terms of Service, including version accepted, timestamp, and IP address. Held for the duration of the account plus 5 years.

Section D — Records Automatically Available

The following records are publicly accessible without a formal PAIA request:

Registered users may access their own personal information directly from the Thola dashboard at thola.solvdstudio.co.za. No formal PAIA request is needed for your own data.

Section E — How to Request Access to Records

To request access to records not automatically available, submit a written request to:

Kihoto Muiruri — Information Officer

Email: privacy@solvdstudio.co.za

Your request must include: your full name and contact details; description of the record requested; form of access preferred (electronic copy or inspection); proof of identity; the right you are relying on for access.

We will respond within 30 days of receipt, as required by PAIA Section 25. We may extend this period by a further 30 days by written notice where reasonable.

Fees are payable in accordance with the PAIA Regulations schedule, except where the requester is a personal requester seeking their own personal information.

Section F — Grounds for Refusal

Access may be refused on grounds set out in PAIA Chapter 4, including: protection of third-party personal information; protection of commercial information; legal privilege; research information; and records that cannot be found. Refusals will be communicated in writing with reasons.

Section G — Information Regulator Contact Details

Information Regulator of South Africa

Website: inforegulator.org.za

Email: complaints.IR@justice.gov.za

You have the right to lodge a complaint with the Information Regulator if you believe your rights under PAIA or POPIA have been infringed.