PAIA Manual

Manual published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), read with the Protection of Personal Information Act 4 of 2013 (POPIA). Last updated:

1. Particulars of the private body

• Name of private body: Ryno Lategan, trading as FieldFleet (sole proprietorship)
• Registration number: Not applicable — sole proprietorship, not a registered company
• Trading name: FieldFleet
• Head of the private body: Ryno Lategan
• Physical address: 19 Arnoldi Street, Heidelberg, Gauteng, South Africa
• Postal address: 19 Arnoldi Street, Heidelberg, Gauteng, South Africa
• Telephone: +27 60 909 3945
• Email: hello@fieldfleet.co.za
• Website: fieldfleet.co.za

2. Information Officer

The Information Officer, appointed and registered with the Information Regulator in terms of section 55 of POPIA, is:

• Name: Ryno Lategan
• Email: hello@fieldfleet.co.za
• Telephone: +27 60 909 3945

3. Guide to PAIA

The Information Regulator has published a guide on how to use PAIA. It is available in all official languages from the Information Regulator:

• The Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: inforeg@inforegulator.org.za
• Website: inforegulator.org.za

4. Description of the business

FieldFleet operates an online marketplace at fieldfleet.co.za on which dealers and private sellers list agricultural and related equipment, and buyers browse those listings and contact sellers directly. FieldFleet is an intermediary: it does not own, inspect, warrant or sell the equipment listed on the platform.

5. Records held by FieldFleet

Records are held in the following categories. Not all records are automatically available for access — a request must be made under PAIA and may be refused on the grounds set out in the Act.

• Dealer and user records: business name, contact person, email address, telephone number, account status, subscription and billing history.
• Listing records: equipment listings, descriptions, photographs, prices, locations and listing history.
• Enquiry records: buyer enquiries and WhatsApp lead records passed to dealers.
• Usage records: page views, listing views and click activity, in aggregate and per listing.
• Financial records: subscription invoices and payment references (card data is never held by FieldFleet — see section 8).
• Statutory records: company registration, tax and accounting records.

6. Personal information processed (POPIA)

• Purpose of processing: to operate the marketplace, create and administer dealer accounts, publish listings, pass buyer enquiries to sellers, take subscription payments, provide support and meet legal obligations.
• Categories of data subjects: dealers and their contact people, private sellers, and buyers who make enquiries.
• Categories of personal information: names, business names, email addresses, telephone and WhatsApp numbers, locations, and account and transaction records.
• Recipients: the dealer whose listing a buyer enquires about; our hosting and database providers; our payment provider; and authorities where the law requires it.
• Cross-border transfer: data is stored on servers operated by our hosting and database providers, which may be outside South Africa. Transfers are made in terms of section 72 of POPIA.
• Security measures: encrypted connections (HTTPS), access controls and row-level database security, restricted administrator access, and password hashing handled by our authentication provider.

7. How to request access to a record

1. Complete the prescribed PAIA request form (Form 2), available from the Information Regulator's website.
2. Send it to the Information Officer at hello@fieldfleet.co.za, together with proof of identity.
3. Set out the record requested, the form of access required, and the right you are seeking to exercise or protect.
4. A request fee and access fee may be payable as prescribed under PAIA.
5. We will respond within 30 days. That period may be extended in the circumstances allowed by PAIA.
6. If a request is refused, reasons will be given and you may lodge a complaint with the Information Regulator or apply to a court.

8. Records that cannot be released

Access may be refused where PAIA requires or permits it, including records containing another person's personal information, confidential commercial information, records protected by legal privilege, and records whose disclosure would breach a duty of confidence. FieldFleet does not store full payment card numbers; card details are handled by our payment provider and are not accessible to us.

9. Availability of this manual

This manual is available free of charge on this page, at our physical address during business hours, and on request by email. It is also available to the Information Regulator on request.

10. Contact

Information Officer, FieldFleet — hello@fieldfleet.co.za