Last updated November 9, 2026
Prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) and section 17 of the Protection of Personal Information Act 4 of 2013 (POPIA)
Date compiled: 5 November 2026
Date of last revision: 9 November 2026
1. Words used in this manual
- PAIA: Promotion of Access to Information Act 2 of 2000
- POPIA: Protection of Personal Information Act 4 of 2013
- Regulator: the Information Regulator of South Africa
- Information officer: the person responsible for access to information and personal information at The Kiddie Depot
- Record: any recorded information we hold, in any form, including paper, email, WhatsApp and website data
- Personal information: information about an identifiable person, as defined in POPIA
2. Purpose of this manual
This manual tells you:
- which of our records you can get without a formal PAIA request
- what subjects we hold records on, so you can ask for them under PAIA
- which records are available under other laws
- how to contact our information officer
- how to get the Regulator’s guide on using PAIA
- what personal information we process, why, about whom, who receives it, whether it leaves South Africa, and how we protect it
3. Contact details
Information officer: Jo-Ann Dewing, owner
Phone and WhatsApp: 071 167 7301
Email: contact@thekiddiedepot.co.za
Physical and postal address: Unit P11, Milpark Centre, 1 Ixia Street, Milnerton, Cape Town, 7441
Website: thekiddiedepot.co.za
Send any request for access to information to the information officer at the email address above.
4. The Regulator’s guide on how to use PAIA
The Regulator has published a guide, under section 10 of PAIA, that explains in plain language how to use PAIA and POPIA. The guide is available in all official languages and in braille. It describes:
- the purpose of PAIA and POPIA
- the contact details of information officers of public and private bodies
- how to request a record from a public body (section 11) or a private body (section 50)
- the help you can get from an information officer and from the Regulator
- your remedies if a request is refused: an internal appeal (public bodies only), a complaint to the Regulator, or a court application
- the rules on PAIA manuals, voluntary disclosure, fees and the regulations made under section 92
You can read or copy the guide at the Regulator’s office during office hours, ask the Regulator for a copy, or download it from inforegulator.org.za. You can also ask our information officer for a copy. We keep a copy in English and Afrikaans at our address for inspection during trading hours (Monday to Friday 9am to 5pm, Saturday 9am to 1pm).
The Information Regulator
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Phone: 010 023 5200
Toll-free: 0800 017 160
Email: enquiries@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Website: inforegulator.org.za
5. Records you can get without a PAIA request
| Category of record | Types of record | On our website | On request |
|---|---|---|---|
| Website content | Products, prices, delivery and lead times, About us, Contact details | Yes | Yes |
| Legal pages | Terms and Conditions, Privacy Policy, this PAIA manual | Yes | Yes |
| Product information | Catalogue, sizes, assembly and care instructions | Yes | Yes |
| Your own records | Your order history, invoices and the personal information we hold about you | In your account, where you have one | Yes |
To get any of these records, visit our website, or contact the information officer by email, WhatsApp or phone.
6. Records available under other laws
| Category of record | Law |
|---|---|
| Your personal information, and the right to correct or delete it | Protection of Personal Information Act 4 of 2013 |
| Invoices and order records for your purchases | Consumer Protection Act 68 of 2008; Electronic Communications and Transactions Act 25 of 2002 |
| Accounting, payment and tax records | Tax Administration Act 28 of 2011; Income Tax Act 58 of 1962 |
| This PAIA manual | Promotion of Access to Information Act 2 of 2000 |
7. Subjects we hold records on
You can request records on the subjects below under section 50 of PAIA. We may refuse a request on the grounds PAIA allows, for example to protect another person’s privacy or our commercial information.
| Subject | Categories of record |
|---|---|
| Customers and orders | Orders, quotes, invoices, proof of payment, delivery records, messages, photos and measurements sent for custom pieces, returns, repairs and complaints |
| Products | Designs, specifications, pricing, stock and supplier records |
| Suppliers and service providers | Contracts, quotes, invoices and contact details for suppliers, couriers, payment processors and website services |
| Finance and tax | Bank statements, accounting records and tax records |
| Business and legal | Trading records, website and domain records, insurance, policies, this manual |
| Marketing | Newsletter list, social media content, website analytics |
| Staff and contractors | Contact details, agreements and payment records for people who work for us |
8. How we process personal information
8.1 Why we process it
We process personal information to make, deliver and support orders, send invoices and delivery updates, answer questions and handle returns, repairs and complaints, keep the records tax law requires, keep our website and customer accounts secure, understand how visitors use our website when they accept analytics cookies, send our newsletter to people who signed up for it, and pay our suppliers and the people who work for us.
8.2 Whose information we process, and what
| Category of person | Personal information we may process |
|---|---|
| Customers | Name, email address, phone number, delivery and billing address, order and payment history, messages, photos, plans and measurements sent for custom orders, account details, and a child’s name where you give it for a personalised piece |
| Website visitors | IP address, browser and device details, cookies |
| Newsletter subscribers | Email address and name |
| Suppliers and service providers | Business name, contact person, contact details, registration and tax numbers, bank details |
| Staff and contractors | Name, ID number, contact details, bank details, agreements and payment records |
8.3 Who receives it
| Personal information | Recipients |
|---|---|
| Name, phone number and delivery address | Our delivery team and couriers |
| Payment details | Payfast and Zapper, who process card payments. We never see or store card details |
| Email address and name of subscribers | MailerLite, who send our newsletter |
| Messages sent to us on WhatsApp | WhatsApp, who deliver them |
| Website usage data, only when you accept analytics cookies | Google Analytics |
| Website, email and account data | Our website host, email provider and website security service |
| Financial records | Our accountant and SARS, as tax law requires |
| Any information | Authorities, only when the law requires it |
We never sell or rent personal information.
8.4 Information that leaves South Africa
Some of the services we use, such as MailerLite, WhatsApp, Google Analytics and our website and email providers, store information on servers outside South Africa. The information involved is names, contact details, messages and website data. We only use services that protect personal information to a standard similar to POPIA.
8.5 How we protect it
We protect personal information with a secure connection on our website, password-protected accounts and devices, security software on our website, and access limited to the information officer and the people and services named in 8.3. We keep order and payment records for 5 years, as tax law requires, and other information only for as long as we need it. If anyone accesses personal information without permission, we tell the people affected and the Regulator, as POPIA requires.
9. How to request a record
- Fill in Form 2 (Request for access to record), available from inforegulator.org.za or from our information officer.
- Say which record you want, in what form, and why you need it to exercise or protect a right, as sections 50 and 53 of PAIA require.
- Send the form to the information officer by email at contact@thekiddiedepot.co.za.
- Pay the request fee set out in the PAIA Regulations, unless you are asking for your own personal information, which is free. We may also charge the access fees the Regulations allow for copying and searching.
- We respond within 30 days. PAIA allows us to extend this by up to 30 days in some cases, and we tell you if we do.
If we refuse your request, you can complain to the Regulator or apply to a court.
10. Where to find this manual
This manual is available on our website at thekiddiedepot.co.za, at our address for inspection during trading hours, from the information officer on request, and to the Regulator on request. A fee set out in the PAIA Regulations applies to printed copies.
11. Updating this manual
The information officer reviews this manual when our business, our services or the law changes, and at least once a year.
