PAIA manual
Last updated: 8 October 2026
This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA). It explains which records VSJN Systems (Pty) Ltd holds and how you can request access to them.
1.Our details
- •Company: VSJN Systems (Pty) Ltd, trading as Toppi
- •Registration number: 2026/048485/07
- •Information Officer (head of the body): privacy@toppi.co.za
- •Phone: 060 692 8979
- •Website: toppi.co.za
2.The Information Regulator's guide
The Information Regulator has published a guide on how to use your rights under PAIA and POPIA. It is available in all official languages on the Regulator's website, or from the Regulator directly.
Information Regulator: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 · enquiries@inforegulator.org.za · PAIAComplaints@inforegulator.org.za · 010 023 5200 · www.inforegulator.org.za.
3.Records automatically available
The following are freely available on our website, without a request:
- •Information about Toppi and our services
- •Our Terms and conditions
- •Our Privacy policy
- •This PAIA manual
4.Records kept under other laws
We keep records as required by, among others, the following laws where applicable:
- •Companies Act 71 of 2008
- •Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011
- •Value-Added Tax Act 89 of 1991
- •Consumer Protection Act 68 of 2008
- •Electronic Communications and Transactions Act 25 of 2002
- •Protection of Personal Information Act 4 of 2013
- •Basic Conditions of Employment Act 75 of 1997 and Labour Relations Act 66 of 1995 (if we have employees)
5.Categories of records we hold
- •Company records: incorporation documents, share register, resolutions and minutes
- •Financial records: financial statements, tax records, bank statements and invoices
- •Customer records: requests, bookings, correspondence and payment records, and for house sitting: access details and pet information
- •Toppi records: applications, vetting documents (ID, proof of address, and police clearances for work with children), agreements and payment records
- •Supplier and contract records: agreements with service providers
- •Website and IT records: system settings and security records
Listing a record here does not mean access will automatically be granted — each request is considered under PAIA.
6.How we process personal information (POPIA)
Purpose: to handle requests, connect Toppis with customers, check Toppis, arrange payments, communicate with users and meet legal obligations.
Categories of data subjects and information:
- •Customers: name, WhatsApp number, email address, area and address, job description; for house sitting also travel dates, access details, pet and vet details
- •Toppis and applicants: name, contact details, area, skills, languages, experience, ID copy and proof of address, and police clearances for Toppis who work with children
- •Family members acting for an applicant: name and contact details
- •Service providers: contact and payment details
Recipients: the matched customer or Toppi (only for the job concerned), our service providers (website host and database, email, WhatsApp, Telegram and our payment service), and authorities where the law requires.
Cross-border transfers: some service providers store information outside South Africa, subject to the protections required by section 72 of POPIA.
Security: access controls, encrypted connections (HTTPS) and access limited to people who need it.
See our Privacy policy for full details.
7.How to request access
Complete Form 2 (Request for access to record), available on the Information Regulator's website, and send it to privacy@toppi.co.za.
- •Give enough detail for us to identify the record.
- •Say in which form you want access (e.g. a copy by email).
- •State which right you want to exercise or protect, and why the record is needed for it.
- •If you're requesting on someone else's behalf, provide proof of your capacity.
We decide within 30 days of receiving a complete request. We may extend this once by up to 30 days, and will tell you why.
8.Fees
Fees are charged as prescribed in the PAIA Regulations (2021). At the date of this manual they include:
- •Request fee: R140 (not payable if you request your own personal information)
- •Copies or printouts: R2 per page
- •Search and preparation: R145 per hour or part of an hour, after the first hour, up to a maximum of R435
- •Copies on a flash drive or CD: R40 to R60
- •If the search will take longer than 6 hours, a deposit of one third of the access fee may be required
- •Postage: actual cost
We'll tell you what the fees will be before going further.
9.Grounds for refusal
PAIA allows or requires us to refuse access in certain cases, including to:
- •protect the privacy of a third party
- •protect commercial or confidential information of a third party
- •protect the safety of people and property
- •protect legal privilege
- •protect Toppi's own commercial information
If we refuse, we'll explain why.
10.Remedies
If you're unhappy with our decision, you may lodge a complaint with the Information Regulator, or apply to court, within 180 days.
11.Availability and updates
This manual is available on our website and on request by email. We update it when our records or processes change materially. If the Afrikaans and English versions differ, the Afrikaans version applies.