BAKENDigital studioFree Website Check

PAIA manual

Baken Digital / OTK Industries (Pty) Ltd

Last updated 30 September 2026. We will post any change on this page rather than notifying you separately, so check the date if it matters to you.

In this document, "we", "us", "Baken Digital" and "the studio" mean Baken Digital, a trading division of OTK Industries (Pty) Ltd, a company registered in South Africa. "You" means the client or the visitor, depending on context.

1. Contact details

Private body
OTK Industries (Pty) Ltd, trading as Baken Digital
Registration number
2023/955560/07
Information officer
Henri de la Rey
Email
henri@bakendigital.co.za
Physical address
18 Diemersdal Road, De Bron, Durbanville, Western Cape
Website
bakendigital.co.za

2. The section 10 guide

The Information Regulator has published a guide on how to use PAIA. It is available from the Regulator in each official language, on request and on the Regulator's website. We will point you to it if you ask.

3. Records held

We are a small studio and the records we hold are limited. Broadly they fall into these categories:

  • Company records. Registration documents, statutory records and tax records.
  • Financial records. Quotations, invoices, bank records and accounting records.
  • Client records. Proposals, project briefs, correspondence, design files, website source files and care plan records.
  • Supplier records. Agreements and invoices from the providers we use.
  • Website records. Form submissions and hosting logs, as described in our privacy notice.

Some of these records are available without a formal PAIA request. If you are a client asking for something about your own project, just email and ask.

4. How to request a record

  1. Complete the prescribed PAIA request form, available from the Information Regulator.
  2. Send it to the information officer at the email address above.
  3. Identify the record clearly, give us enough detail to find it, and tell us the right you are seeking to exercise or protect and why the record is required for that.
  4. Provide contact details and tell us the form in which you want the record.

We will respond within 30 days, which may be extended in the circumstances PAIA allows. Prescribed fees may apply, and we will tell you what they are before doing the work.

5. Grounds for refusal

A request may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, which include the protection of another person's privacy, commercial information of a third party, confidential information, and legally privileged records. If we refuse, we will tell you which ground we relied on and how to appeal.

6. Records under other legislation

We keep records as required by, among others, the Companies Act, 2008, the Income Tax Act, 1962, the Tax Administration Act, 2011, and the Protection of Personal Information Act, 2013.

7. Processing of personal information

This section sets out the information required by section 51 of the Protection of Personal Information Act, 2013. Our privacy and POPIA notice gives the full detail.

Purpose of processing

  • Responding to enquiries.
  • Preparing quotations and agreements.
  • Delivering and maintaining client websites.
  • Invoicing and accounting.
  • Meeting legal obligations.

Data subjects and personal information

  • Website enquirers. Name, business name, email address, optional phone number and website address, and the message.
  • Clients and their contact persons. Contact and billing details, correspondence and project materials.
  • Suppliers. Contact and payment details.

Recipients

  • Our web hosting provider, Vercel, Inc.
  • Resend, Inc., the email delivery provider used for the contact form.
  • Our email hosting provider, HostAfrica.
  • Accountants and professional advisers.
  • Authorities, where the law requires.

Planned trans-border flows

Vercel and Resend may process information outside South Africa. We rely on providers that are bound by data protection terms offering protection comparable to POPIA.

Security measures

  • Access is limited to the people who need it.
  • Multi-factor authentication is used on accounts that hold client data.
  • The website and forms use encrypted connections (HTTPS).
  • We use reputable hosting providers.
  • Systems are updated regularly.