PAIA manual
The short version. This manual explains what records KlientRush Digital (Pty) Ltd, trading as EasyKwote, keeps and how you can ask for access to them. If you want to see or correct your own personal information, the quickest way is to email [email protected].
1. Company and contact details
Name: KlientRush Digital (Pty) Ltd, trading as EasyKwote
Registration number: 2026/817709/07
Head of the private body and Information Officer: Righardt Niemand, Director
Information Officer registration number (Information Regulator): 2026-069684
Physical and postal address: 57 Mountain Gooseberry Crescent, Midlands Estate, Olifantsfontein, Gauteng, 1692
Email: [email protected]
Website: easykwote.co.za
The address above is for legal notices and post only; we don't see clients there.
2. The Information Regulator's guide
The Information Regulator has published a guide on how to use the Promotion of Access to Information Act (PAIA) and the Protection of Personal Information Act (POPIA), as section 10 of PAIA requires. It is available in all official languages on the Regulator's website, inforegulator.org.za, and at its offices:
Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg
PO Box 31533, Braamfontein, Johannesburg, 2017
3. Records available without a request
These records are freely available on our website, without a formal request:
- information about EasyKwote, its features and its plans and prices;
- our Terms of service;
- our Privacy policy;
- this PAIA manual.
4. Records kept under other laws
We keep records as the following laws require, where they apply to us:
- Companies Act, 2008
- Income Tax Act, 1962, and Tax Administration Act, 2011
- Value-Added Tax Act, 1991 (if and when we are registered for VAT)
- Protection of Personal Information Act, 2013
- Promotion of Access to Information Act, 2000
- Electronic Communications and Transactions Act, 2002
- Consumer Protection Act, 2008
- Financial Intelligence Centre Act, 2001 (only to the extent it applies to us)
5. Records we hold
| Subject | Records |
|---|---|
| Company | Memorandum of incorporation, registration certificates, CIPC filings, directors' records, resolutions |
| Finance and tax | Accounting records, bank statements, invoices to subscribers, tax returns and correspondence with SARS |
| Subscribers | Account details, business details, subscription and billing history, consent records, support messages |
| Early access sign-ups | Name, business name, trade, contact details and the consent given |
| Business content we hold as an operator | Clients, quotes, invoices, jobs, photos and sign-offs that subscribers store in EasyKwote. These belong to the subscriber, who is the responsible party for them; requests should go to that business. |
| Suppliers | Agreements and correspondence with our service providers |
| Technology and security | System logs, security records and backups |
Not every record listed is necessarily available: access depends on the grounds in section 9.
6. How we process personal information
Our Privacy policy sets out in full the purposes for which we process personal information, the categories of people and information involved, who we share it with, transfers outside South Africa and how we protect it. In summary:
- Purposes: providing EasyKwote, billing subscriptions, service and security messages, contacting people who asked about EasyKwote, improving the service and meeting legal obligations.
- People involved: subscribers and their team members, early access sign-ups, website visitors, suppliers, and the clients of subscribers (as an operator).
- Recipients: service providers who act as our operators (hosting, database, email and payment providers), and authorities where the law requires it.
- Outside South Africa: some providers store information in the United Kingdom and the European Union, which have data protection laws substantially similar to POPIA.
- Security: encrypted connections, access controls that keep each business's information separate, limited staff access and logging of important changes.
7. How to request access
- Complete Form 2 (request for access to a record of a private body) from the PAIA Regulations. It is available on the Information Regulator's website, or we can email it to you.
- Send it to our Information Officer by email to [email protected] or by post to the address in section 1.
- Give enough detail for us to identify the record and you, say how you want access (for example a copy by email), and state the right you want to exercise or protect and why the record is needed for it.
- If you are asking on behalf of someone else, include proof that you may act for them.
We will decide within 30 days of receiving a complete request, as PAIA requires, and tell you if we need to extend that period. To see or correct your own personal information, you can simply email us; you don't need the form.
8. Fees
A request for your own personal information is free. For other requests, the request fee and access fees (for example for copies) are those prescribed in the PAIA Regulations. We will tell you the fee and any deposit before we process the request.
9. Grounds for refusal
We may refuse access only on the grounds in Chapter 4 of Part 3 of PAIA, including to protect:
- the privacy of another person;
- commercial information of a third party or of our company;
- confidential information we must keep under an agreement;
- the safety of people and property;
- records privileged from production in legal proceedings;
- research information.
If part of a record can be shared, we share that part.
10. If you are unhappy with our decision
You may complain to the Information Regulator within 180 days of our decision, or apply to a court with jurisdiction. Contact details for the Regulator are in section 2.
11. Where this manual is available
This manual is published at easykwote.co.za/paia and is available at the address in section 1. We review it when our records or processing change.