POPIA & PAIA Requests

This guide explains how a person may exercise rights relating to personal information under the Protection of Personal Information Act 4 of 2013 (“POPIA”) and request access to records under the Promotion of Access to Information Act 2 of 2000 (“PAIA”).

JenFlow is operated by Jentec Solutions in South Africa. The head of Jentec Solutions is the Information Officer unless a duly authorised Information Officer or Deputy Information Officer is registered and identified in an updated notice.

Requests and questions may be submitted to:

• Email: info@jenflow.online
• Telephone: 068 396 1785
• Business: Jentec Solutions, operator of JenFlow
• Jurisdiction: Republic of South Africa

We may ask for reasonable proof of identity, authority or representation before disclosing, correcting or deleting a record.

Subject to applicable confidentiality, privilege, security and legal restrictions, records may include:

• formation, governance, statutory and regulatory records;
• tax, accounting, banking, subscription and transaction records;
• customer contracts, quotations, orders and service correspondence;
• supplier, processor, integration and professional-adviser records;
• product, software, security, incident, audit and operational records;
• staff, contractor and employment-related records;
• marketing, website, support and complaint records;
• personal information processed as responsible party;
• customer-controlled records processed as operator, which remain subject to the relevant customer’s authority.

Information published on the JenFlow website—such as product descriptions, pricing displayed publicly, these legal documents and contact information—is available without a formal PAIA request. A Customer can ordinarily access and export information available through its authorised workspace without PAIA.

For personal information held in a customer-controlled JenFlow workspace, the data subject should approach that funeral business first because it is ordinarily the responsible party.

A requester seeking a private-body record must use the prescribed PAIA request form, provide sufficient detail to identify the record and requester, explain the right to be exercised or protected, and explain why the record is required for that purpose.

1. Download the current prescribed Form 2 from the Information Regulator’s official PAIA forms page.
2. Complete the form and attach identity and authority documents where applicable.
3. Send it to info@jenflow.online with “Formal PAIA request” in the subject line.
4. Pay any lawfully prescribed request or access fee after receiving written notice, unless exempt.

We will decide a properly completed request within the period prescribed by PAIA, subject to any lawful extension, and provide written reasons where access is refused.

A data subject may request confirmation and access, correction or deletion, object to processing on permitted grounds, or withdraw consent where consent is the lawful basis. Requests should identify the relevant account, relationship and information without sending unnecessary sensitive information by ordinary email.

The Information Regulator publishes prescribed POPIA forms for objection, correction or deletion and complaints. We may request a signed form where necessary to process the request securely and accurately.

Access may be subject to prescribed fees. We may refuse or limit a request where PAIA or another law requires or permits it, including to protect another person’s privacy, confidential commercial information, safety, security, legal privilege, intellectual property or effective law enforcement.

Where reasonably possible, we will sever protected information and provide the remainder. No person may use an access request to obtain information unlawfully, bypass workspace permissions or prejudice another data subject.

Please first allow the JenFlow Information Officer a reasonable opportunity to resolve the request or complaint. If a PAIA request is refused, no response is received within the statutory period, or you believe personal information has been processed unlawfully, you may use the complaint procedures available through the Information Regulator.

The Regulator’s current contact details, complaint forms and eServices are available at inforegulator.org.za/contact-us. Court relief may also be available subject to the applicable law and time limits.

This guide is available electronically and may be requested by email. We will update it when legal entity particulars, Information Officer registration, record categories or applicable procedures change. The final section 51 manual should be reviewed at least annually and made available in the manner required by PAIA and POPIA regulations.