Promotion of Access to Information (PAIA) Manual

1. Guide to PAIA

A guide on how to use PAIA is available from the Information Regulator (South Africa) at https://www.inforegulator.org.za/.

2. Categories of records held

• Corporate records (statutory registers, governance documents)
• Operational records (contracts, vendor documentation)
• Financial records (invoices, reconciliations, payments)
• Employee/contractor records
• Customer/lead records (quotes, correspondence, analytics)
• Website/app telemetry and error logs

3. Records available without a request

• Privacy Policy
• Terms of Use
• Public marketing pages, FAQs, and store content

4. Requesting access to other records

Submit the prescribed PAIA request form to privacy@romeocharlie.ai (Attention: Information Officer, Romeo Charlie (Pty) Ltd). Include enough detail to identify the record, supply proof of identity, and specify the form of access requested. Fees may apply as prescribed in the PAIA regulations.

5. Grounds for refusal

We may refuse access where PAIA permits, including to protect personal privacy, confidential third-party information, legally privileged material, commercial information, or where disclosure is prohibited by law.

6. Remedies

If a request is refused or not responded to within statutory timelines, you may lodge a complaint with the Information Regulator or apply to a competent court for appropriate relief.

7. POPIA processing summary

• Purposes: provide quotes/comparisons, communicate, analytics, compliance.
• Categories of personal information: contact details, identifiers, quote inputs, usage data.
• Recipients: licensed insurers, appointed call centres, and operators such as Supabase EU and Vercel.
• Cross-border: hosting and processing may occur outside South Africa with POPIA-aligned safeguards.
• Security: encryption in transit, access controls, audit logging, and vendor due diligence.
• Rights: access, correction, deletion, objection, and consent withdrawal.

8. Availability of this manual

This manual is available on our website and may be requested via privacy@romeocharlie.ai. Updates will be published with the new effective date once approved.