The manual of Deidre and Co (Pty) Ltd under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA). It says which records the company keeps and how to ask for them. It covers the whole company, including its trading names OarBook and SiteMinutes.
1. The company
Deidre and Co (Pty) Ltd, registration number 2023/811635/07, a private company and so a private body under PAIA. It trades as OarBook and SiteMinutes. Registered office: Regus Century City, The Colosseum, Foyer 3, 1st Floor, Century Way, Century City, Cape Town 7441, South Africa.
2. Who to ask
The head of the company and its Information Officer is Deidré de Waal, director.
Street and postal address: Regus Century City, The Colosseum, Foyer 3, 1st Floor, Century Way, Century City, Cape Town 7441, South Africa.
E-mail: help@deidreco.com, with “For the Information Officer” in the subject.
3. The Regulator’s guide to PAIA
The Information Regulator publishes a guide on how to use PAIA (section 10), in every official language, on inforegulator.org.za/paia. You can ask the Regulator for a copy (PAIA Form 1), or ask our Information Officer, who will let you look at it or give you a copy.
Information Regulator, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg 2191 · 010 023 5200 · enquiries@inforegulator.org.za
4. Records you can have without asking
On this website, free of charge: our terms, our privacy notice and this manual. Each app’s terms and privacy notice are on its own website: oarbook.com and siteminutes.com. No notice under section 52(2) has been published.
5. Records kept under other laws
The company keeps records under these laws, as far as each applies to it:
- Companies Act 71 of 2008
- Tax Administration Act 28 of 2011, Income Tax Act 58 of 1962 and Value-Added Tax Act 89 of 1991
- Basic Conditions of Employment Act 75 of 1997, Unemployment Insurance Act 63 of 2001, Unemployment Insurance Contributions Act 4 of 2002 and Skills Development Levies Act 9 of 1999, for people it employs
- Protection of Personal Information Act 4 of 2013 (POPIA)
- Electronic Communications and Transactions Act 25 of 2002
6. The records the company keeps
- The company: its registration documents from CIPC, Memorandum of Incorporation, securities register, and directors’ resolutions and minutes.
- Finance and tax: accounting records, annual financial statements, bank statements, invoices, and tax returns with their correspondence.
- People it employs: contracts, payroll, tax and UIF records.
- Users of its apps: their accounts, sign-in and audit records, their agreement to each app’s terms (who agreed, when, and to which version), billing records, and correspondence.
- Suppliers: the terms and invoices of the services the company uses (named in each privacy notice).
- Waiting lists and e-mails to us: the messages people send.
- Records the apps keep for their customers. The books, documents and payroll a business keeps in OarBook, and the projects, recordings, minutes and documents a company keeps in SiteMinutes, are that customer’s records. The company holds them for the customer, as its operator under POPIA. Ask that customer for them. If you ask us, we pass your request on to it.
7. How the company processes personal information
In short (each privacy notice has it in full):
- Why: to give people accounts in its apps and sign them in safely; to keep and work on its customers’ records, on their instructions; to bill for its apps; to answer people who write to us or join a waiting list; and to keep the records the law asks of the company.
- Whose information: users of its apps; people on its waiting lists or who write to us; visitors to its websites; and, for its customers, the people named in the records they keep.
- Who receives it: the services each app runs on, named in that app’s privacy notice, only to provide their service to the company; and anyone the law requires us to give it to.
- Across borders: OarBook keeps the books and documents in South Africa (Cape Town). SiteMinutes keeps its data in the European Union (Frankfurt). Some services that carry e-mail, messages or AI requests are in other countries; each privacy notice says which.
- Security: each app’s privacy notice says how that app keeps information safe: OarBook, SiteMinutes.
8. How to ask for a record
Fill in PAIA Form 2, “Request for access to record” (regulation 7), from the Regulator’s website.
Send it to the Information Officer by e-mail or post (section 2). Describe the record well enough for us to find it, say in which form you want it, and how we should tell you our decision. If you ask on someone else’s behalf, send proof that you may.
We decide within 30 days and tell you (section 56). If the search is long, we may extend that once, by up to 30 days, and tell you why (section 57).
9. Fees
The fees the PAIA regulations set for private bodies:
- Request fee: R140. You do not pay it when you ask for records about yourself.
- Copies: R2 per A4 page, photocopied or printed.
- Electronic copies: R40 on a flash drive or CD you give us; R60 on a CD we provide.
- Transcription of an audio record: R24 per A4 page.
- Search and preparation: R145 for each hour or part of an hour after the first, at most R435.
- Deposit: if the search takes more than 6 hours, one third of the access fee, paid before we search.
10. When we may refuse
PAIA lets a private body refuse access, in full or in part, only on the grounds in sections 62 to 70: among them, to protect another person’s privacy, another party’s commercial or confidential information, someone’s safety or property, legally privileged records, and the company’s own commercial information. If we refuse, we tell you why and what you can do.
11. If you are not satisfied
There is no internal appeal against a private body’s decision. You may complain to the Information Regulator on PAIA Form 5, to PAIAComplaints@inforegulator.org.za, or apply to a court.
12. Where this manual is available
- On this website: deidreco.com/paia.
- At the registered office (section 1), to look at during office hours.
- As a copy, to anyone who asks, and to the Information Regulator when it asks.
OarBook and SiteMinutes publish the same company’s manual on their own websites, for their own users: oarbook.com/paia and siteminutes.com/legal/popia-notice (section 10).
Versions
20 October 2026: version 1.
20 October 2026: version 1.1, the company’s e-mail address is now help@deidreco.com.
Questions: help@deidreco.com