This manual is published by HR Analytics (Pty) Ltd, trading as The HR Insights Co., in compliance with section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA).
PAIA gives effect to section 32 of the Constitution of the Republic of South Africa, which guarantees everyone the right of access to information held by the state or by another person, where that information is required to exercise or protect any right.
This manual describes the categories of records held by our organisation, explains how to submit a request for access to those records, sets out the applicable fees, and identifies the grounds on which a request may be refused.
The Information Regulator of South Africa has published a guide on how to use PAIA. That guide is available free of charge from the Information Regulator (see section 9).
| Registered name | HR Analytics (Pty) Ltd |
| Trading name | The HR Insights Co. |
| Website | thehrinsightsco.co.za |
| General email | info@thehrinsightsco.co.za |
| Information Officer | B Janse van Vuuren |
| Information Officer email | info@thehrinsightsco.co.za |
| Information Regulator registration number | 2026-018806 |
| Registration date | 23 May 2026 |
PAIA requests and related correspondence should be directed to the Information Officer at the email address above.
HR Analytics (Pty) Ltd, trading as The HR Insights Co., is a South African professional services company that designs and delivers end-to-end employee engagement surveys to South African organisations, with a focus on deskless and shift-based workforces.
Each survey engagement covers survey design, distribution to staff by WhatsApp and QR code, response monitoring, and a written report of anonymised, group-level results.
The company does not employ staff directly beyond its three founders and does not operate physical premises open to the public. All client work is delivered remotely.
The following categories of records are held by HR Analytics (Pty) Ltd. Not all records will be accessible under PAIA — access is subject to the grounds for refusal set out in section 7 of this manual.
- Engagement letters and service agreements
- Scope of work documents and project correspondence
- Invoices and payment records
- Deliverables and reports produced for clients
- Employee lists supplied by clients (held only for the duration of the engagement)
- Anonymised and pseudonymised survey response data
- Survey results reports produced for clients
- Data processing logs and audit trails
- Financial statements and management accounts
- Tax records and SARS correspondence
- Bank records
- Supplier and sub-contractor agreements
- Records relating to founders and any contractors engaged by the company
- Independent contractor agreements
- Website contact form submissions
- Email and business communications
- Server logs (retained for 12 months)
- Company registration documents
- POPIA Information Officer registration
- This PAIA manual and any associated records
Any person wishing to request access to a record held by HR Analytics (Pty) Ltd must submit a written request to the Information Officer. Requests must be made on the prescribed Form C, which is available from the Information Regulator of South Africa at inforegulator.org.za.
Completed requests must be submitted by email to our Information Officer at info@thehrinsightsco.co.za. Please include "PAIA Request" in the subject line.
- Your full name, contact details, and identity number (or, if requesting on behalf of another person, that person's details and your authority to act on their behalf)
- A description of the record you are requesting, in sufficient detail to enable us to identify it
- The form in which you wish to receive the record (e.g. copy, inspection, electronic format)
- The right you are seeking to exercise or protect, and why access to the record is required for that purpose
- If applicable, confirmation that you are seeking access on behalf of a public or private body
We will acknowledge receipt of your request and provide a decision within 30 days of receiving a valid, complete request. In exceptional circumstances this period may be extended by a further 30 days, in which case we will notify you in writing with the reason for the extension.
The following form applies to requests made to HR Analytics (Pty) Ltd as a private body:
This is the prescribed form for all PAIA requests submitted to private bodies. It is available free of charge from the Information Regulator.
Download from inforegulator.org.za →PAIA provides for prescribed fees in relation to requests for access. Fees are set by regulation and are subject to change. The current schedule is published by the Information Regulator.
| Fee type | Amount | Notes |
|---|---|---|
| Request fee | R 50.00 | Payable on submission of a request. Non-refundable regardless of outcome. |
| Access fee (copies) | As prescribed | Charged per page of the record copied. Current rates set by the PAIA Regulations. |
| Access fee (electronic) | As prescribed | Charged per electronic copy prepared on a CD, USB, or similar medium. |
| Reproduction fee | As prescribed | For records not in written form (e.g. audio or visual records). |
| Search and preparation time | As prescribed | Charged per hour where more than six hours of search or preparation time is required. |
Where the total fee is estimated to exceed R 50.00, we will notify you of the estimated amount and may require a deposit before proceeding. Fees must be paid before access is granted.
Persons whose financial circumstances prevent them from paying the request fee may apply for a waiver in writing, setting out the grounds. We will consider such applications at our reasonable discretion.
HR Analytics (Pty) Ltd may refuse a request for access to a record on one or more of the following grounds, as provided for in PAIA:
A request will be refused where disclosure would involve the unreasonable disclosure of personal information about a third party, including a natural person or a deceased person, unless that person has consented to the disclosure.
A request will be refused where the record contains trade secrets, financial, commercial, scientific, or technical information of a third party whose disclosure could reasonably be expected to harm the commercial or financial interests of that party.
A request will be refused where the record contains information supplied in confidence by a third party, and disclosure could reasonably be expected to put that party at a disadvantage in contractual or other negotiations, or prejudice that party in commercial competition.
A request will be refused where the record contains information about research being or to be carried out by or on behalf of a third party, and disclosure could reasonably be expected to expose the research, the researcher, or the subject of the research to serious disadvantage.
A request will be refused where the record does not exist, cannot be found after all reasonable steps have been taken to locate it, or is in a form that cannot be reproduced.
A request will be refused where the record is not subject to PAIA, for example where it falls outside the scope of information held by HR Analytics (Pty) Ltd as a private body.
Where we refuse a request, we will notify you in writing of the reasons for refusal and advise you of your right to appeal or seek judicial review in terms of PAIA.
The Information Regulator of South Africa is the body responsible for overseeing compliance with PAIA and the Protection of Personal Information Act (POPIA). The Information Regulator has published a guide on how to use PAIA, which is available free of charge.
If you are not satisfied with the outcome of a PAIA request or wish to lodge a complaint about our handling of a request, you may approach the Information Regulator.