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Auralit-i AURALIT-i

PAIA MANUAL

Prepared in terms of Section 51 of the Promotion of Access to Information Act No. 2 of 2000 (as amended) for:

Bioscience and Technology Holdings PTY (Ltd), trading as Vital Pursuit

Registration Number: 2016/366514/07 Date of Compilation: 08/08/2024 Date of Revision: 13/11/2024

Table of Contents

  1. List of Acronyms and Abbreviations
  2. Introduction
  3. Company Details
  4. Information Officer
  5. The Guide on How to Use PAIA
  6. Records Available Without Formal Request
  7. Description of PAIA
  8. Categories of Records Held by the Company
  9. Description of Subjects and Categories of Records Held
  10. Processing of Personal Information
  11. How to Request Access to Records
  12. Grounds for Refusal of Access
  13. Notice on Data Subject Rights
  14. Availability of the Manual
  15. Updating of the Manual
  16. Signatory

1. List of Acronyms and Abbreviations

  • CEO - Chief Executive Officer
  • DIO - Deputy Information Officer
  • IO - Information Officer
  • PAIA - Promotion of Access to Information Act No. 2 of 2000 (as amended)
  • POPIA - Protection of Personal Information Act No. 4 of 2013
  • Regulator - Information Regulator
  • Republic - Republic of South Africa

2. Introduction

Purpose

This manual is compiled in accordance with Section 51 of the Promotion of Access to Information Act No. 2 of 2000 (PAIA) and aims to provide a guideline on how to request access to information held by Bioscience and Technology Holdings PTY (Ltd), trading as Vital Pursuit (hereafter referred to as "the Company").

Overview of the Company

Bioscience and Technology Holdings PTY (Ltd), trading as Vital Pursuit, provides innovative technology solutions through its application, AURALIT-i. The application specializes in transcribing and processing voice and other digital media like images, videos, and text into documents using artificial intelligence (AI) technologies such as large language models (LLMs) and diffusion. User data may be sent to third-party services for processing and storing.

3. Company Details

  • Full Name: Bioscience and Technology Holdings PTY (Ltd)
  • Registration Number: 2016/366514/07
  • Trading Name: Vital Pursuit
  • Physical Address: 1 Pear Grove, Kylemore, Stellenbosch, 7608, South Africa
  • Postal Address: 1 Pear Grove, Kylemore, Stellenbosch, 7608, South Africa
  • Telephone: +27 76 861 9520
  • Email: admin@auraliti.app
  • Website: www.auraliti.app

4. Information Officer

Deputy Information Officer(s)

  • Name(s): N/A
  • Email: N/A
  • Telephone: N/A

5. The Guide on How to Use PAIA

In terms of Section 10 of PAIA, the Information Regulator has compiled a guide to assist individuals on how to exercise their rights under PAIA and POPIA. This guide is available in all official languages.

How to Obtain the Guide:

  • Website: Download from the Information Regulator's website at https://inforegulator.org.za/
  • Physical Inspection: Available at the Information Regulator's office during normal business hours.

6. Records Available Without Formal Request

The following records are available on our website without the need to submit a formal PAIA request:

  • Privacy Policy
  • Terms and Conditions
  • PAIA Manual

How to Access:

7. Description of PAIA

PAIA grants individuals the right to access records held by public and private bodies to promote transparency and accountability. It enables individuals to request information necessary for exercising or protecting any rights.

8. Categories of Records Held by the Company

Operational Records

  • Service Agreements
  • Project Documents
  • Internal Communication
  • User Manuals

Financial Records

  • Invoices
  • Financial Statements
  • Tax Returns
  • Banking Details

Personnel Records

  • Employment Contracts
  • Performance Reviews
  • Contact Information
  • Payroll Records

Client Records

  • Contracts
  • Communication Logs
  • Transaction History
  • Client Profiles

Third-Party Service Records

  • Contracts with Service Providers
  • Service Level Agreements
  • Performance Reports
  • Data Processing Agreements

9. Description of Subjects and Categories of Records Held

Subjects Categories of Records
Strategic Documents, Plans Annual Reports, Strategic Plans, Annual Performance Plans
Human Resources HR Policies and Procedures, Advertised Posts, Employee Records
Legal Compliance Regulatory Compliance Documents, PAIA Manual, POPIA Policies
Marketing Marketing Strategies, Promotional Materials, Market Research
Technology System Architectures, Software Documentation, Security Protocols

10. Processing of Personal Information

10.1 Purpose of Processing Personal Information

We process personal information to:

  • Provide and improve our services
  • Manage customer relationships
  • Fulfill contractual obligations
  • Comply with legal and regulatory requirements
  • Conduct marketing and research activities
  • Process payments and transactions

10.2 Categories of Data Subjects and Personal Information

Categories of Data Subjects Personal Information Processed
Customers/Clients Name, Address, Email, Contact Numbers, Identification Numbers, Payment Details, Demographic Details, Healthcare Information
Employees Name, Address, ID Numbers, Employment History, Qualifications, Banking Details
Service Providers Company Details, Contact Information, Banking Details, Tax Information

10.3 Recipients of Personal Information

Personal information may be shared with:

  • Government and Regulatory Bodies (e.g., SARS)
  • Third-Party Service Providers (e.g., OpenAI, AWS)
  • Financial Institutions (for payment processing)
  • Legal and Professional Advisors
  • Affiliates and Subsidiaries

10.4 Planned Transborder Flows of Personal Information

Personal information may be transferred to, stored, and processed in countries other than South Africa, such as:

  • United States of America: Data stored or processed via third-party PaaS, web services, and LLM services.
  • Other Countries: As required, where our third-party service providers are located

Note: We ensure that appropriate safeguards are in place to protect personal information transferred internationally, in compliance with POPIA.

10.5 Information Security Measures

We implement the following security measures:

  • Data Encryption: All personal data is encrypted before and during transmission and storage.
  • Access Controls: Strict access controls to personal information, limited to authorized personnel only.
  • Firewalls and Intrusion Detection Systems: Protecting our network and systems from unauthorized access.
  • Regular Security Audits: Conducting regular assessments to identify and address potential vulnerabilities.
  • Employee Training: Ensuring all employees are trained on data protection and privacy obligations.

11. How to Request Access to Records

To request access to records, please follow these steps:

  1. Complete the Prescribed Form:

  2. The form is available at PAIA Request Form

  3. Submit the Form to the Information Officer:

  4. Email: info-officer@auraliti.app

  5. Postal Address: 1 Pear Grove, Kylemore, Stellenbosch, 7608, South Africa
  6. Physical Address: Same as above

  7. Telephone: +27 76 861 9520

  8. Include the following in your request:

  9. A detailed description of the record(s) requested

  10. The right you wish to exercise or protect and why the record is required
  11. Preferred method of access (e.g., electronic copy, inspection)

  12. Proof of identity (e.g., certified copy of ID)

  13. Pay Applicable Fees:

  14. A request fee may be payable before the request will be processed.

  15. You will be notified of the amount and payment method.

Assistance:

  • If you need help completing the form, please contact the Information Officer.

12. Grounds for Refusal of Access

Access to records may be refused on the following grounds:

  • Protection of Personal Privacy: If the record contains personal information about a third party.
  • Commercial Information: Trade secrets or sensitive commercial information.
  • Confidential Information: Information provided in confidence by a third party.
  • Safety and Security: If disclosure could endanger an individual or public safety.
  • Legal Privilege: Records privileged from production in legal proceedings.
  • Research Information: If disclosure could expose research to serious disadvantage.

Note: In the event of refusal, we will provide reasons as required by PAIA.

13. Notice on Data Subject Rights

Under the Protection of Personal Information Act (POPIA), you have the following rights regarding your personal information:

  • Access: Right to request access to your personal information.
  • Correction: Right to request correction of inaccurate or outdated information.
  • Deletion: Right to request deletion of personal information that is irrelevant, excessive, or unlawfully obtained.
  • Objection: Right to object to the processing of your personal information.
  • Marketing: Right to opt out of direct marketing communications.

To Exercise Your Rights:

14. Availability of the Manual

A copy of this manual is available:

15. Updating of the Manual

This manual will be reviewed and updated regularly, or as necessitated by changes in legislation or company policies.

16. Signatory

Issued by:

Jan Esser Chief Executive Officer and Information Officer Bioscience and Technology Holdings PTY (Ltd), trading as Vital Pursuit

Date: 13/11/2024

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