HirePro Legal
PAIA Manual
This is the manual of HirePro (Pty) Ltd prepared 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). It explains what records we hold and how any person may request access to them.
Version 2.0 · Last updated 12 July 2026 · Effective on publication
1. Purpose of this manual
PAIA gives effect to the constitutional right of access to information. Section 51 requires every private body — including HirePro — to publish a manual describing the records it holds and the procedure for requesting access to them. A person may request a record of a private body where that record is required for the exercise or protection of any right (section 50 of PAIA). This manual also contains the processing information required by POPIA and its regulations.
“HirePro”, “we” and “us” means HirePro (Pty) Ltd, a private company incorporated in South Africa, operating the HirePro hospitality staffing platform at hireprostaff.co.za.
2. Contact details (s51(1)(a))
| Item | Detail |
|---|---|
| Legal name | HirePro (Pty) Ltd |
| Registration number | [Company registration number — to be inserted] |
| Head of the private body | [Full name of CEO / director — to be inserted] |
| Information Officer | [Name — the head of the body by default; registered with the Information Regulator] |
| Postal & street address | [Registered / principal business address, Stellenbosch, South Africa — to be inserted] |
| Telephone | [Business telephone number — to be inserted] |
| Email (PAIA / privacy requests) | info@hireprostaff.co.za |
| Website | https://www.hireprostaff.co.za |
Requests under PAIA and POPIA should be addressed to the Information Officer at the email address above with the subject line “PAIA request” or “POPIA request”.
3. The Regulator's Guide (s51(1)(b))
The Information Regulator has published a Guide in terms of section 10 of PAIA explaining, in each official language, how to use the Act — including the manner and form of requests, the assistance available from Information Officers and the Regulator, all remedies available, and the fee structure. The Guide is available free of charge from the Information Regulator:
- Website: inforegulator.org.za
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- Email: inforeg@inforegulator.org.za · PAIA complaints: PAIAComplaints@inforegulator.org.za · POPIA complaints: POPIAComplaints@inforegulator.org.za
4. Records available without a request
The following records are automatically available on our website without a PAIA request:
- Terms of Service (including establishment, staff and Talent Pool terms and the cancellation policy)
- Privacy Policy and Cookie Policy
- Published role rate information, marketing materials and FAQs
- This PAIA Manual
5. Records held in accordance with other legislation
HirePro holds records as required by, among others, the following legislation:
- Companies Act 71 of 2008 (company and accounting records)
- Tax Administration Act 28 of 2011; Income Tax Act 58 of 1962; Value-Added Tax Act 89 of 1991 (tax, PAYE and VAT records)
- Basic Conditions of Employment Act 75 of 1997 and Labour Relations Act 66 of 1995 (employment and engagement records, written particulars, time and payment records)
- National Minimum Wage Act 9 of 2018 (wage records)
- Unemployment Insurance Act 63 of 2001 and Unemployment Insurance Contributions Act 4 of 2002
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Employment Services Act 4 of 2014 (private employment agency records)
- Protection of Personal Information Act 4 of 2013 (consent and processing records)
- Electronic Communications and Transactions Act 25 of 2002 (transaction records)
6. Subjects and categories of records held
| Subject | Categories of records |
|---|---|
| Company & governance | Incorporation documents, statutory registers, resolutions, policies, insurance |
| Finance & tax | Accounting records, invoices and credit notes, payout ledgers, bank statements, tax returns, VAT records, PAYE/UIF/SDL records |
| Staff & workers (platform) | Applications and vetting records (CVs, identity and work-authorisation documents), engagement records per shift, written particulars, availability and check-in records, ratings and performance records, payout records, consents |
| Talent Pool candidates | Candidate profiles and CVs, reference-verification records, unlock/disclosure logs, consents |
| Establishments (clients) | Account and registration records, bookings, invoices, credits, correspondence, complaints |
| Job board & website | Job postings, applications submitted to postings, contact-form and lead records |
| Technology & security | Access logs, security records, backup records, operator/processor agreements |
| Marketing | Consent records, opt-outs, campaign records |
7. How to request access to a record
A request for access to a record must be made on Form Cprescribed under the PAIA Regulations (available from the Information Regulator's website or from us on request) and sent to the Information Officer at info@hireprostaff.co.za. The request must:
- Identify the record or records requested with enough detail for us to find them;
- Identify the right the requester is seeking to exercise or protect, and explain why the record is required for that purpose (section 50(1)(a) of PAIA);
- Provide the requester's identity, address and preferred form of access;
- If made on another person's behalf, provide proof of authority.
We will decide on a request within 30 days of receipt (extendable once by up to 30 days where the request is voluminous or requires consultation), and give written notice of the outcome, any fees, and the remedies available if the request is refused.
Personal information requests: a data subject asking for their own personal information may use the simpler POPIA route described in section 10 of this manual and in our Privacy Policy — confirmation that we hold your information is free of charge.
8. Fees
PAIA prescribes a request fee and access fees (reproduction, search and preparation, and postage) for private bodies, set out in Annexure B to the PAIA Regulations, 2021. We will notify the requester of the applicable fees before processing. Personal requesters (data subjects requesting their own information) are not charged the request fee. Where fees are payable, access will be given after payment.
9. Grounds for refusal and remedies
Access may or must be refused on the grounds in Chapter 4 of Part 3 of PAIA, including: mandatory protection of the privacy of a third party who is a natural person (s63); protection of commercial information of a third party (s64) and of HirePro (s68); mandatory protection of confidential information (s65); safety of individuals and protection of property (s66); records privileged from production in legal proceedings (s67). Where a record contains exempt and non-exempt information, we will sever and release what can be released (section 59 of PAIA).
If a request is refused, the requester may lodge a complaint with the Information Regulator (contact details in section 3) or apply to a court with jurisdiction. We will provide reasons for any refusal.
10. POPIA processing information (Regulation requirement)
10.1 Purposes of processing
- Operating the staffing platform: vetting, matching, booking and managing shifts; publishing worker profiles to registered establishments; processing payments, credits and weekly payouts;
- Talent Pool: presenting candidate CVs to registered establishments and releasing contact details on a paid unlock, with the candidate's consent;
- Compliance: employment, tax, accounting and record-keeping obligations;
- Safety and quality: ratings, reliability and attendance records, reference verification;
- Communication: service notifications by email, in-app and WhatsApp; marketing only with consent or as permitted by section 69 of POPIA.
10.2 Categories of data subjects and their information
| Data subjects | Categories of information |
|---|---|
| Staff / workers | Identity and contact details, identity and work-authorisation documents, photo, skills and work history, availability, shift and check-in records, ratings and scores, payout and banking details, consents |
| Talent Pool candidates | Identity and contact details, CV and work history, reference-verification outcomes, salary expectations, consents |
| Establishment contacts | Names, contact details, role, establishment and billing information |
| Job applicants & website visitors | Application details and CVs; technical and usage information described in the Cookie Policy |
10.3 Recipients
- Registered establishments (worker profiles for booking; candidate details on paid unlock with consent);
- Service providers (operators) processing on our instructions: Supabase (database, authentication and storage — AWS eu-west-1, Ireland), Vercel (hosting and content delivery — United States/global), Twilio (WhatsApp messaging — United States), Resend (email — United States), and, when live, our payment service provider;
- Professional advisers, and authorities where the law requires disclosure.
10.4 Cross-border transfers
Personal information is stored in the European Union (Ireland) and processed by service providers in the United States, in each case under written agreements imposing confidentiality, security and onward-transfer obligations substantially similar to POPIA, as contemplated in section 72(1)(a) of POPIA. Details are in the Privacy Policy.
10.5 Security measures
We apply, and require our operators to apply, appropriate technical and organisational measures under section 19 of POPIA, including encryption in transit and at rest, row-level access controls, role-based administrative access, authentication controls, access logging, and written operator agreements with breach-notification obligations. A general description only is provided here, as permitted, to preserve the effectiveness of these measures.
11. Availability of this manual
This manual is available free of charge on this website, and for inspection at our principal place of business during ordinary business hours. A copy will be provided on request to the Information Officer. It is reviewed and updated at least annually, and the version and date at the top of this page identify the current edition.
HirePro legal documents
