Promotion of Access to Information
Last updated on 21 August 2025
1. Introduction
Byte Orbit (Pty) Limited (registration No: 2015/169050/07) is a company incorporated and carrying on business in accordance with the company laws of South Africa (“Byte Orbit”);
Byte Orbit is a digital innovation and development execution partner based in Cape Town, South Africa. Byte Orbit provides software solutions and services to a broad spectrum of corporate clients.
Byte Orbit supports the constitutional right of access to information. We are committed to providing you access to our records in accordance with the provisions of the Promotion of Access to Information Act 2 of 2000 ("the Act") and the Protection of Personal Information Act 4 of 2013 (“POPIA”), the confidentiality we owe third parties and the principles of South African privacy law.
2. Contact Details
Contact details of the information officer: Nadia Venter (“Information Officer”)
Physical Address: 2nd floor, Sable Park, Bridgeways Precinct, Century City, 7446
Postal Address: Suite 148, Private Bag X22, Tygervalley, 7536
Telephone: +27 21 492 5184
Email: compliance@byteorbit.com
3. The Act
This Manual has been compiled to meet the requirements of the Act, as applied in conjunction with POPIA. The goal is to give effect to the constitutional right of individuals to access information held by a private body (in this case, Byte Orbit), if the information is required for the exercise or protection of that individual's rights.
Such right of access to information is subject to justifiable limitations for the reasonable protection of privacy, commercial confidentiality, and effective, efficient good governance, balancing the right to information against other rights. . If a public body lodges a request, the public body must be acting in the public interest.
This Manual is available at byteorbit.com, and at the physical address specified in paragraph 2.1 above.
Requests for information in terms of the Act must be made in accordance with the procedures prescribed in this Manual and accompanied by the prescribed fees.
The South African Human Rights Commission ("SAHRC") has compiled a guide in terms of Section 10 of the Act which gives advice on how to exercise your rights (“Guide”). This Guide is available from the SAHRC at:
Postal Address: Private Bag 2700, Houghton, 2041
Telephone Number: +27-11-877 3600
Fax Number: +27-11-403 0625
Website: www.sahrc.org.za
Categories of Data Subjects
Byte Orbit processes the personal information of a number of types of subjects, for various reasons, including the following:
Data subjects
Type of personal information processed
Employees and potential employees
demographic information
health and disability information
employment contracts
performance and disciplinary matters
payroll
physical access and monitoring
training
employment history
criminal history
background checks
time and attendance
correspondence
Customers and Potential Customers
demographic information of (potential)customers and their representatives
contracts
contact details
banking details
credit record
account history
correspondence
customer information (exclusively for contracted support, hosting or back-up purposes)
Suppliers
demographic information of suppliers and their representatives
banking details
account history
product and service information
contracts
correspondence
Product testers
demographic information
personal information
employment history
views & opinions
Categories of Data Recipients
Byte Orbit may share the personal information of our data subjects for the purposes outlined above with the following kinds of recipients:
Byte Orbit employees;
service providers and agents who perform services on Byte Orbit’s behalf;
third parties as described below.
Byte Orbit does not share the personal information of data subjects with third parties unless:
a data subject has consented thereto;
obliged to do so for legal or regulatory purposes, or in connection with legal proceedings; or
it is necessary to provide or improve a product or service for which a data subject has contracted with Byte Orbit;
If required to share a data subject's private information with a third party as specified above, Byte Orbit shall notify the data subject of such disclosure.
Byte Orbit’s employees are required to adhere to Byte Orbit’s data privacy and confidentiality policies and are trained in this regard.
Transfer of Your Personal Information out of South Africa
Byte Orbit subcontracts the hosting of data (including personal information) to third parties located in countries other than South Africa with the prior consent of data subjects. Byte Orbit will, in these cases, ensure that standard contractual clauses are agreed upon with these parties so as to ensure protection of your Personal Information.
Information security measures
Byte Orbit implements appropriate information technology security measures to protect all data, including personal information, processed by Byte Orbit. Such protection includes but is not limited to encryption, back-ups, antivirus and anti-malware protection, redundancy, and disaster recovery plans.
Byte Orbit implements its technical and organisational security measures to protect the integrity, security, and accessibility of data processed by it. Any third parties with whom Byte Orbit interacts for the provision of such services are required to be bound by legislation similar to that in South Africa regarding the protection of personal information. Alternatively, any third parties will be bound by agreements which bind them to an equivalent level of competency and care.
4. Applicable Legislation
No.
Act
1
Basic Conditions of Employment Act 75 of 1997
2
Broad-based Black Economic Empowerment Act 53 of 2003
3
Companies Act 71 of 2008
4
Electronic Communications and Transactions Act 25 of 2002
5
Employment Equity Act 55 of 1998
6
Income Tax Act 58 of 1962
7
Labour Relations Act 66 of 1995
8
Occupational Health and Safety Act 85 of 1993
9
Promotion of Access to Information Act 2 of 2000
10
Skills Development Act 97 of 1998
11
Skills Development Levies Act 9 of 1999
12
Unemployment Insurance Contributions Act 4 of 2002
13
Value Added Tax Act 89 of 1991
5. Schedule of Records
Record Type
Subject
Access Level
Key to record access levels
Access Level
Classification
Description
1
Public
Unrestricted availability
2
Internal use
Administrative records relating to the running of the business with little interest or value to outside parties, to which outside parties may be granted limited access, depending on the circumstances
3
Confidential
Personal information of an individual or juristic person requested by the data subject of that information.
4
Restricted
Legally privileged document, or document likely to harm an individual, compromise the safety of individuals or property, or harm the commercial or financial interests of the company or a third party.
6. Request for Access to Information
To be granted access to a record referred to in paragraph 5 above, please complete the request form included as Schedule 1 hereto. Address your request to the Information Officer at the details given in paragraph 2 above and submit it to compliance@byteorbit.com
Details of the fees payable and the payment procedure will be provided by the Information Officer once the request has been received.
Please complete all fields in the request form, ensuring that you provide us with the following information:
Details of the record that you are requesting;
A copy of your valid South African ID document or card;
A copy of the power of attorney (if applicable);
A description of the right you seek to exercise or protect, with an explanation of the reason the record is required to exercise or protect the right;
Details of how the information requested must be provided to you if the request is granted; and
Your contact details.
7. Fees
When the Information Officer of Byte Orbit receives a request on the official form for information in terms of the Act, the Information Officer will send the requester (other than a personal requester) a notice requiring the requester to pay the prescribed request fee of R50.00 before further processing the request.
A further access/reproduction fee will be payable before the requested record is released. The fee is calculated in accordance with the prescribed rates set out in schedule 2, taking access/reproduction costs, search and preparation time, and postal costs (if relevant).
If preparation of the record requested takes more than six hours, a deposit of one third of the access fee will be payable in advance of provision of the record, with the balance payable on delivery.
The Information Officer will provide the details of the account into which the payment must be made on the invoice for the access/reproduction fee.
8. Timelines for Consideration
Once received, Byte Orbit will assess your request and your request will be processed within 30 (thirty) days, unless the request contains considerations that are of such a nature that an extension of the 30-day time limit is needed. If an extension is necessary, you will be notified with reasons for the extension.
If the Information Officer fails to communicate a decision on a request, such a request is then deemed to have been refused.
9. Grounds for Refusal of Access to Records
The main grounds on which Byte Orbit may refuse access to records relate to:
the privacy of a third party who is a natural person;
the commercial information of a third party;
confidential information of a third party;
the safety of individuals and property;
legally privileged records; and
commercial information of Byte Orbit, which may include without limitation:
trade secrets;
financial, commercial, scientific, or technical information, the disclosure of which would likely harm the financial or commercial interests of Byte Orbit;
information that, if disclosed, could put Byte Orbit at a disadvantage in negotiations or commercial competition;
computer programs and related information technology software that are owned by Byte Orbit and that are protected by copyright; and
research information compiled by Byte Orbit or a third party, if disclosure would expose the third party, researcher, or subject matter of the research and therefore seriously disadvantage Byte Orbit.
Requests submitted in terms of the Protection of Personal Information Act, 4 of 2013, may be refused on the same grounds set out above.
10. Remedies Available
Byte Orbit does not have any internal appeal procedures that may be followed once a request to access information has been refused..
The decision of the Information Officer is final. If you are not satisfied with the outcome of your request, you can apply to the Information Regulator for relief.
11. Schedule 1:
Access Request Form
Download Form
12. Shedule 2: Fees
The following schedule lays out the fees associated with a request for information.
Request
For every photocopy of an A4-sized page or part thereof
R1.10
For every printed copy of an A4-sized page or part thereof held electronically
R0.75
For a copy in a computer-readable form on a CD
R70.00
For a copy in a computer-readable form on a flash drive
R100.00
For a transcription of visual images for an A4-sized page or part thereof
R40.00
For a copy of a visual image
R60.00
For a transcription of an audio record per A4-sized page or part thereof
R20.00
For a copy of an audio record
R30.00
To search for and prepare the record for disclosure
R30.00 per hour or part thereof
