Manual under section 51 of PAIA

1.1This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) and describes the records held by WrenchVerse (Pty) Ltd, how to ask for one, and what happens then.

1.2FULL NAME — WrenchVerse (Pty) Ltd. REGISTRATION NUMBER — 2025/397258/07. DIRECTORS — Henrico JC Swanepoel.

1.3PHYSICAL AND POSTAL ADDRESS — 95 Panorama Road, Rooihuiskraal, Centurion, 0154. TELEPHONE — +27 78 725 3757. WEBSITE — wrenchverse.com.

1.4INFORMATION OFFICER — Henrico JC Swanepoel, at [email protected]. POPIA makes the head of a private body its Information Officer automatically, so this is a statement of fact rather than an appointment. Registration with the Information Regulator under section 55(2) is outstanding. We say so rather than claim otherwise; it does not affect your right to make a request or our duty to answer one.

1.5No deputy Information Officer has been designated. The company is small enough that one person answers everything, and naming a deputy who did not exist would be worse than naming none.

2.1The Information Regulator has published a guide, under section 10 of PAIA, on how to use the Act. It is written for the public rather than for lawyers and it is the better place to start if you have not made a request before.

2.2It is available from the Regulator at inforegulator.org.za, or by writing to The Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001, or by email to [email protected].

3.1Section 52(2) of PAIA lets a private body list records that are available without a request. Ours are all on the website and none of them needs a form:

3.2The Privacy Policy, the Terms of Service and the Terms & Conditions, each with the version and date it took effect.

3.3This manual.

3.4Everything we hold about you as an account holder. You do not need PAIA for your own information: /account shows it, and the export there produces the whole of it as a file, immediately and at no cost. That is your POPIA section 23 right, answered without a form. This manual exists for the cases that is not - somebody who is not an account holder, or who wants a record about something other than themselves.

4.1Some records are available under legislation other than PAIA, and are obtained the way that legislation says rather than through this manual. In each case the request goes to the body named there, not to us.

4.2Company records under the Companies Act 71 of 2008, from the Companies and Intellectual Property Commission.

4.3Records held by us as an employer, under the Basic Conditions of Employment Act 75 of 1997, the Labour Relations Act 66 of 1995 and the Employment Equity Act 55 of 1998.

4.4Tax records under the Tax Administration Act 28 of 2011, which also fixes the five years we keep invoices for.

4.5Records of the processing of personal information under POPIA itself, which for your own information is quicker through your account than through either Act.

5.1Accounts and identity. Username, email address, display name, a hash of the password, the roles held and their status, consent given at registration, and sessions and devices signed in from. Personal information of account holders.

5.2Vehicles. VIN, registration, make, model, year, colour and body type; ownership periods; specifications and usage. About vehicles, and about the people who own them only through the ownership record.

5.3Vehicle history. Submissions of work done, the auditor’s decision on each, and the sealed record that results. This is the platform’s reason to exist. A sealed record is not altered or deleted - the Privacy Policy sets out at clause 10 why, and what that means for a deletion request.

5.4The Bond. Care logs and photographs kept by an owner about their own vehicle. Private by default and never part of a vehicle’s audited history.

5.5Trade records. Role applications and the evidence attached to them, workshop staff and check-ins, parts supplied and disputed, transfers of ownership, fleet rosters.

5.6Documents issued. Invoices, credit notes and the business details printed on them.

5.7Operational records. Application logs, retention and purge records, and platform settings with a record of who changed each and when.

6.1The Privacy Policy is the full statement of what we process, why, on what lawful basis, who it goes to and how long we keep it. It is at wrenchverse.com/privacy and forms part of this manual rather than being repeated in it.

6.2In summary: we process the information of account holders, of people named on a vehicle’s history, and of fleet drivers whose names a fleet operator gives us. We process it to run the Service, to keep a vehicle’s history trustworthy, and to meet obligations under tax and company law.

6.3Personal information does not leave South Africa in the ordinary course. Where that changes, section 72 governs it and the Privacy Policy names the recipient before it happens.

7.1If it is your own information and you hold an account, do not use this. Sign in and use the export on /account. It is immediate, free, and gives you more than a PAIA request would.

7.2Otherwise, complete Form 2 of the PAIA Regulations - the prescribed form for a request to a private body - and send it to the Information Officer at [email protected], or by post to 95 Panorama Road, Rooihuiskraal, Centurion, 0154.

7.3The form must say enough about the record for us to find it, in what form you want it, and how to reach you. If you are asking on somebody else’s behalf, say so and prove that you may.

7.4Say which right you are exercising or protecting. Section 50 of PAIA gives a right of access to a record of a private body only where the record is required for the exercise or protection of any rights, so a request that does not say which right it serves cannot be granted.

7.5We will tell you within 30 days whether we are granting the request, which is the period section 25(1) allows. Where a search is genuinely large we may extend that by a further 30 days under section 26, and we will tell you why.

7.6Fees are those prescribed in the PAIA Regulations. A request fee may be payable before we begin, and an access fee for reproduction and search time before we hand anything over. We will quote you before doing either, and you may withdraw at no cost. No fee is payable for your own personal information.

7.7If we refuse, we will say which section of PAIA we are relying on and why, and tell you how to take it further.

8.1PAIA requires refusal in some cases and permits it in others. The grounds most likely to apply here are the privacy of a third party (section 63), commercial information of a third party (section 64), and records protected by legal privilege (section 67).

8.2Section 63 is the one that arises most. A vehicle’s history is also a record of what its owners did with it, so a request for somebody else’s vehicle record will usually be refused unless they consent or you can show the record is required to exercise or protect a right.

8.3Where part of a record may be given and part may not, section 28 requires us to give the part we can. We will, and we will say what has been withheld.

9.1There is no internal appeal against a decision of a private body, and PAIA does not create one. Your remedy is to complain to the Information Regulator or to apply to court.

9.2The Information Regulator, JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. Complaints: [email protected]. General: [email protected].

9.3We would rather you came to us first, at [email protected]. Most refusals are a misunderstanding about which record is being asked for, and those are faster to fix than to litigate.

10.1This manual is published at wrenchverse.com/paia and a copy is available for inspection at our registered address during normal business hours, as section 51(3) requires.

10.2A copy will be sent on request, at no charge for an electronic copy. It is also lodged with the Information Regulator.

10.3It is reviewed at least annually and whenever what we hold changes materially. Last reviewed 28 AUGUST 2026.