PAIA Manual

This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA"), as amended by the Protection of Personal Information Act 4 of 2013. It explains how to request records held by YardHub (Pty) Ltd, the operator of the YardHub platform.

1. Particulars of the body

• Name: YardHub (Pty) Ltd
• Registration number: 2026/635057/07
• Registered address: Aan de Weber Estate, Jamestown, Stellenbosch, Western Cape, 7600
• Email: info@yardhub.co.za
• Telephone: +27 (0)66 224 2026
• Contact form: yardhub.co.za/contact.html

2. Information Officer

Jackie Lochner, owner of YardHub (Pty) Ltd, is Information Officer and will be registered with the Information Regulator in accordance with POPIA. Until that registration is complete, direct all PAIA and POPIA requests to the contact details in Section 1 above, marked for the attention of the Information Officer.

3. Records we hold

Broadly, we hold the following categories of records on behalf of ourselves and the yards using YardHub:

• Account and authentication records for YardHub users
• Yard operational records: horse profiles, medical and care history, tasks, schedules, notes
• Billing and financial activity records related to yard operations
• Communications with us (support queries, onboarding correspondence)
• Company and corporate records (financial, contractual, employment) relating to YardHub (Pty) Ltd itself

Many of these records contain personal information about third parties (e.g. horse owners, care practitioners) entered by a yard. Where a request concerns a specific yard's records, we may refer the request to that yard, who is best placed to respond quickly, before processing it ourselves.

4. How to request a record

Requests should be made in writing (email is fine) to the contact details in Section 1, and should include:

1. Your full name and contact details
2. Sufficient detail to identify the record requested
3. Your capacity/right to request the record (e.g. you are the data subject, or authorised to act for them)
4. The form of access requested (e.g. a copy, or to inspect)

Requests for your own personal information

If you're asking for your own personal information held in YardHub, you can also use the in-app data export described in our Privacy Policy, which is usually faster.

5. Fees

Fees, where applicable, follow the amounts prescribed under the PAIA Regulations in force at the time of the request (a request fee, and — for records requiring search and reproduction — further prescribed fees). A personal information request made by the data subject themselves under POPIA is not subject to a PAIA request fee. We will notify you of any applicable fee before processing a chargeable request.

6. Response times

We will respond within the periods PAIA prescribes (currently 30 days from a valid request, subject to any lawful extension), and will tell you promptly if a request is refused and why, along with your right to lodge a complaint with the Information Regulator or apply to court.

7. Grounds for refusal

Access may be refused on the grounds set out in Chapter 4 of PAIA (e.g. protection of another person's privacy, legal privilege, commercially sensitive information), applied only to the extent PAIA actually permits.

8. The Information Regulator

If you're unhappy with how a request was handled, you can complain to the Information Regulator (South Africa): inforegulator.org.za.