PAIA Manual & POPIA Guide

Prepared for AI Explorers (Pty) Ltd in compliance with the Promotion of Access to Information Act 2 of 2000 (PAIA) and Protection of Personal Information Act 4 of 2013 (POPIA).

1. Company Overview

AI Explorers is an educational technology company providing a suite of digital tools for schools, parents, and students. Our ecosystem includes:

  • AI Explorers: An AI education platform for Grades 1-12.
  • Hoot: A GPS tracking safety solution for children.
  • The Loop: A verified marketplace for second-hand school uniforms.
  • Benson: An AI-powered school life assistant for parents.

2. Company Contact Details (Information Officer)

Registered Company Name AI Explorers (Pty) Ltd
Registration Number 2025/460302/07
Physical Address 47 Belgravia Road, Athlone, Cape Town, South Africa
Information Officer Rizaan Lakay
Email Address support@aiexplorers.co.za
Phone Number (+27) 79 110 0596
Website www.aiexplorers.co.za

3. Scope of Processing (The POPIA Section)

We process personal information to provide our educational and safety services. Due to the nature of our products involving children, we adhere to strict processing standards.

3.1 Data Subjects

We process data from the following categories of people:

  • Minors (Children): Learners using AI Explorers, children wearing Hoot devices.
  • Parents/Guardians: Users of Benson, Loop, and Hoot apps; payers of school fees.
  • Educators: Teachers ensuring curriculum delivery.
  • Employees/Contractors: Staff members of AI Explorers.

3.2 Categories of Information

Product Categories of Data Held
General Name, Surname, Contact Details (Email, Cell), ID Numbers (for accounting/safety), Banking Details (Loop).
Hoot Special Personal Information: Real-time Geo-location data of minors, movement patterns, emergency contacts.
Loop Transaction history, banking details related to payouts, clothing sizes, school affiliation.
Benson Voice notes (biometric/audio), personal schedules, school notices, family composition.
AI Explorers Academic progress, grades, assessment results, student activity logs.

3.3 Purpose of Processing

  1. Service Delivery: To provide AI education, track location for safety (Hoot), facilitate sales (Loop), and organize schedules (Benson).
  2. Safety: To alert parents of potential dangers or location breaches.
  3. Communication: To send reports, alerts, and transactional updates.
  4. Legal Compliance: To comply with South African tax and education laws.

4. Recipients of Personal Information

We may share specific data with:

  • Schools: Academic results and student progress (only for enrolled students).
  • Service Providers: Cloud storage providers (e.g., Azure/AWS), Payment Gateways (e.g., Ozow/PayFast).
  • Law Enforcement: Only if required by a court order or immediate threat to life (specifically relevant to Hoot).

We do not sell personal data to third-party advertisers.

5. Information Security Measures

We employ industry-standard security measures to protect confidentiality, integrity, and availability of data, including:

  • Encryption: Data is encrypted at rest and in transit.
  • Access Control: Strict role-based access control (RBAC). Only authorized staff can access tracking data.
  • Regular Audits: Security assessments of our cloud infrastructure.

6. Access to Records (PAIA)

6.1 Records Available Without Request

  • Public Marketing Material
  • Website Content (Blogs, Articles)
  • Price Lists (as published on the website)

6.2 Records Available on Request (Subject to Fees)

A formal request (Form 2) must be submitted for:

  • Company Records: Incorporation documents, financial statements.
  • Customer Records: Usage history, transaction logs.
  • Employee Records: Employment contracts.

6.3 Request Procedure

  1. The requester must use the prescribed form (Form 2 of the PAIA Regulations).
  2. The form must be submitted to the Information Officer at the email provided above.
  3. The requester must provide sufficient detail to enable the company to identify the record and the requester.
  4. The requester must state the right they are seeking to protect or exercise.
  5. Small administrative fees may apply for reproduction of documents.

7. Remedies Available if Request is Refused

If a request for information is denied, the requester may:

  1. Apply to the Information Regulator of South Africa for relief.
    Email: POPIAComplaints@inforegulator.org.za
  2. Apply to a court with appropriate jurisdiction.