1. Definitions
Key terms used in this manual.
| Term | Definition |
|---|---|
| MD | Managing Director |
| Client | Any person receiving services from Innov8 Solutions (Pty) Ltd. |
| Complainant | A person lodging a complaint with the Information Regulator. |
| Information Officer (IO) | Person appointed to ensure compliance with POPIA and PAIA. |
| POPIA | Protection of Personal Information Act, No. 4 of 2013. |
| PAIA | Promotion of Access to Information Act, No. 2 of 2000. |
2. Purpose of the PAIA Manual
This manual is prepared to help members of the public:
- Inspect categories of records available without a formal PAIA request.
- Understand how to make a request, which forms to use and where to submit them.
- Know contact details for the Information Officer and Deputy Information Officer.
- Understand how personal information is processed and the rights of data subjects.
3. Key Contact Details
Information Officer / Head Office details
| Managing Director | Rajkamal Pantam |
|---|---|
| Contact number | 062 374 2926 |
| info@innov8solutions.co.za | |
| Postal / Physical Address | 4 Parvee Street 65 Carnoustie, Jackal Creek Golf Estate, Weltevredenpark |
4. Guide on how to use PAIA & How to Obtain the Guide
The Information Regulator provides a comprehensive guide on how to use PAIA. The guide is available in official languages and in braille.
You can obtain the guide by contacting the Information Officer or via the Information Regulator website:
- Information Regulator — PAIA Guidelines
- Postal: P O Box 31533, Braamfontein, Johannesburg, 2017
- Tel: +27 (10) 023-5200 | Email: PAIAComplaints@inforegulator.org.za
6. Availability of Certain Records
Records available without a formal request
| Category of Records | Types of Record | Available on Website | Available on Request |
|---|---|---|---|
| PAIA Manual | Company’s current PAIA Manual | ✓ | |
| Company overview | Company profile, business activities, contact details | ✓ | |
| Policies | Privacy policy, website cookies policy | ✓ | |
| Legal disclosures | Consumer notices, terms and conditions | ✓ | |
| News & announcements | Newsletters, media releases | ✓ |
Description of records under other legislation
Examples of categories and applicable legislation
| Category | Applicable Legislation | Department |
|---|---|---|
| Memorandum of Incorporation, company registration documents | Companies Act, 71 of 2008 | Corporate Governance |
| Employment contracts, payroll | Basic Conditions of Employment Act, 75 of 1997 | Human Resources |
| Tax returns, PAYE records | Income Tax Act, 58 of 1962 | Finance |
| Data subject consent forms, privacy notices | POPIA, 4 of 2013 | Legal & Compliance |
8. Request Process
How to request access to records:
- Complete Form 1 (Request for Access) and submit to the Information Officer.
- Pay the prescribed request fee when submitting (if applicable).
- The IO will respond within 30 days (may extend by 30 days in certain cases).
- If the search and preparation will exceed 6 hours, a deposit (up to one third) may be required.
Assistance: If you have difficulty completing the form, contact the IO. Oral requests are accepted for persons with literacy or disability constraints; the IO will complete the form on their behalf.
9. Grounds for Refusal
The company may refuse a request where disclosure would:
- Unreasonably infringe the privacy of a third party.
- Reveal trade secrets or commercially sensitive information of a third party.
- Place the safety of individuals or property at risk.
- Disclose privileged information in legal proceedings.
- Cause unreasonable diversion of resources (frivolous/vexatious requests).
10–11. Remedies & Fees
If a request is refused, the requester may apply to a court for relief within 180 days of notification.
Fees (summary)
| Item | Fee |
|---|---|
| Request fee (every request) | R140.00 (once-off) |
| Photocopy (A4 page) | R2.00 per page |
| Flash drive copy (requestor provided) | R40.00 once-off |
| Compact disc (if provided to requestor) | R60.00 once-off |
| Transcription of audio | R24.00 per A4 page |
| Search & preparation (base rate) | R145.00 per hour (excluding 1st hour) |
12–14. Processing of Personal Information & Security
Purpose and categories
Personal information is processed for contractual obligations, stakeholder communications, security, and protection of company rights. Categories of data subjects include customers, service providers and employees.
Transborder flows & Security
Some personal information may be stored in cloud services outside South Africa. The company ensures adequate safeguards via contracts and limited processing scopes.
- Anti-virus
- Anti-intruder devices/software
- Data encryption
- Physical security (locks, keys)
Forms (1 — 6)
Use these forms to submit requests, objections, corrections and complaints.
Form 1 — Request for Access to Record
Form 2 — Outcome & Fees Payable
Official use only — used by the IO to communicate decisions and fees payable.