PAIA Manual
Manual
Of
Wedding Stuff Pty Ltd
(Private Body)
Prepared and compiled on 2022-11-01 in accordance with Section 51 of the Promotion
of Access to Information Act, No 2 of 2000 (as amended) in respect of Wedding Stuff
Pty Ltd.
Registration number: 2019/095098/07Update: 2022-11-01
Table of Contents
1. INTRODUCTION................................................................................................................................................. 1
2. THE ACT............................................................................................................................................................. 1
3. PURPOSE OF THE MANUAL................................................................................................................................1
4. CONTACT DETAILS:.............................................................................................................................................2
5. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE.................................................... 4
6. RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC..................................................................................... 5
7. RECORDS OF THE PRIVATE BODY....................................................................................................................... 6
8. RECORDS REQUIRED IN TERMS OF LEGISLATION............................................................................................... 6
9. PROCESSING OF PERSONAL INFORMATION....................................................................................................... 7
10. REQUEST PROCEDURE FOR OBTAINING INFORMATION..................................................................................9
11. FEES............................................................................................................................................................... 10
12. GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION................................................................................ 10
13. DECISION....................................................................................................................................................... 121. INTRODUCTION
Wedding Stuff Pty Ltd (Pty) Limited conducts business as a online store based in
Bryanston, Sandton, South Africa. We are an industry expert, ready to assist any
client in wedding accessories.
2. THE ACT
The Promotion of Access to Information Act, No 2 of 2000 (“The Act”) was enacted on
3 February 2000, giving effect to the right of access to any information held by
Government, as well as any information held by another person who is required for the
exercising or protection of any rights. This right is entrenched in the Bill of Rights in the
Constitution of South Africa. Where a request is made in terms of The Act, the body to
which the request is made is not obliged to release the information, except where The
Act expressly provides that the information may or must be released. The Act sets out
the requisite procedural issues attached to such request.
3. PURPOSE OF THE MANUAL
In order to promote effective governance of private bodies, it is necessary
to ensure that everyone is empowered and educated to understand their
rights in terms of The Act in order for them to exercise their rights in
relation to public and private bodies.
Section 9 of The Act, however, recognizes that such right to access to information
cannot be unlimited and should be subject to justifiable limitations, including, but not
limited to:
Limitations aimed at the reasonable protection of privacy;
Commercial confidentiality; and
Effective, efficient and good governance
And in a manner that balances that right with any other rights, including such rights
contained in the Bill of Rights in the Constitution.
Wherever reference is made to “Private Body” in this manual, it will refer to Wedding
Stuff Pty Ltd.
This PAIA Manual assist you to-
13.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 check the categories of records held by Wedding Stuff Pty Ltd which are
available without a person having to submit a formal PAIA request;
have a sufficient understanding of how to make a request for access to a record
of Wedding Stuff Pty Ltd, by providing a description of the subjects on which
Wedding Stuff Pty Ltd holds records and the categories of records held on each
subject;
know the description of the records of Wedding Stuff Pty Ltd which are
available in accordance with any other legislation;
access all the relevant contact details of the Information Officer and Deputy
Information Officer who will assist you with the records you intend to access;
know the description of the guide on how to use PAIA, as updated by the
Regulator and how to obtain access to it;
know if Wedding Stuff Pty Ltd will process personal information, the purpose
of processing of personal information and the description of the categories of
data subjects and of the information or categories of information relating
thereto;
know the description of the categories of data subjects and of the information
or categories of information relating thereto;
know the recipients or categories of recipients to whom the personal
information may be supplied;
know if Wedding Stuff Pty Ltd has planned to transfer or process personal
information outside the Republic of South Africa and the recipients or categories
of recipients to whom the personal information may be supplied; and
know whether Wedding Stuff Pty Ltd has appropriate security measures to
ensure the confidentiality, integrity and availability of the personal information
which is to be processed.
4. CONTACT DETAILS:
Information Officer:
Margarida Carless
Postal Address:
PO Box 1328
Physical Address:
1 Waterford Drive Maroeledal Randburg 2129
Telephone No:
0871380010
E-mail:
info@smoochesbridal.com
Deputy Information Officer:
-
GENERAL INFORMATION:
Name of Private Body:
Wedding Stuff Pty Ltd
Registration No:
2019/095098/07
Postal Address:
PO Box 1328
Physical Address (or principal place of business):
1 Waterford Drive Maroeledal Randburg 2129
Telephone No:
0871380010
E-mail:
info@smoochesbridal.com
Website:
www.smoochesbridal.co.za
5. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE
GUIDE
5.1. 5.2. 5.3. 5.3.3 5.3.4 5.3.5 The Regulator has, in terms of section 10(1) of PAIA, as amended,
updated and made available the revised Guide on how to use PAIA
(“Guide”), in an easily comprehensible form and manner, as may
reasonably be required by a person who wishes to exercise any right
contemplated in PAIA and POPIA.
The Guide is available in each of the official languages and in braille.
The aforesaid Guide contains the description of-
5.3.1. the objects of PAIA and POPIA;
5.3.2. the postal and street address, phone and fax number and, if
available, electronic mail address of-
5.3.2.1 the Information Officer of every public body, and
5.3.2.2 every Deputy Information Officer of every public and
private body designated in terms of section 17(1) of PAIA
and section 56 of POPIA;
the manner and form of a request for-
5.3.3.1 access to a record of a public body contemplated in section 11 of
PAIA; and
5.3.3.2 access to a record of a private body contemplated in section 50 of
PAIA;
the assistance available from the IO of a public body in terms of PAIA and
POPIA;
the assistance available from the Regulator in terms of PAIA and POPIA;
45.3.6 all remedies in law available regarding an act or failure to act in respect of
a right or duty conferred or imposed by PAIA and POPIA, including the
manner of lodging-
5.3.6.1 an internal appeal;
5.3.6.2 a complaint to the Regulator; and
5.3.6.3 an application with a court against a decision by the information
officer of a public body, a decision on internal appeal or a decision
by the Regulator or a decision of the head of a private body;
5.3.7 the provisions of sections 14 and 51 of PAIA requiring a public body and
private body, respectively, to compile a manual, and how to obtain access
to a manual;
5.3.8 the provisions of sections 15 and 52 of PAIA providing for the voluntary
disclosure of categories of records by a public body and private body,
respectively;
5.3.9 the notices issued in terms of sections 22 and 54 of PAIA regarding fees to
be paid in relation to requests for access; and
5.3.10 the regulations made in terms of section 92 of PAIA.
5.4 Members of the public can inspect or make copies of the Guide from the
offices of the public and private bodies, including the office of the
Regulator, during normal working hours.
5.5 The Guide can also be obtained-
5.5.1 upon request to the Information Officer;
5.5.2 from the website of the Regulator (https://www.justice.gov.za/inforeg/).
5.6 A copy of the Guide is also available in two official languages, for public
inspection during normal office hours.
6. RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC
5Category of
records
Types of the Record Available
on
Website
Available
upon
request
Client Invoice X
Quotation X
Price List X
Company Company Profile X
Catalogue X
Contact details X
7. RECORDS OF THE PRIVATE BODY
This clause serves as a reference to the records that the Private Body holds in order
to facilitate a request in terms of The Act.
The information is classified and grouped according to records relating to the following
subject and categories: It is recorded that the accessibility of the documents listed
herein below, may be subject to the grounds of refusal set out hereinafter.
Subjects on which the
body holds records
Categories of records
Strategic Documents,
Plans, Proposals
Annual Reports, Strategic Plan, Annual
Performance Plan.
Human Resources - HR policies and procedures
- Advertised posts
- Employees records
8. RECORDS REQUIRED IN TERMS OF LEGISLATION
Records are kept in accordance with legislation applicable to Wedding Stuff Pty Ltd,
which includes but is not limited to, the following –
Category of Records Applicable Legislation
Memorandum of incorporation Companies Act 71 of 2008
6PAIA Manual Promotion of Access to Information Act
2 of 2000
Employee Records Labour Relations Act, 66 of 1995
Employment Equity Act, 55 of 1998
Basic Conditions of Employment Act, 75
of 1997
Compensation for Occupational Injuries
and Diseases Act,130 of
1993
Skills Development Levy Act, No. 9 of
1999
Skills Development Act, 9 of 1997
Skills Development Levy Act, No. 9 of
1999
SARS submissions Income Tax Act, 58 of 1962
Privacy Notice Protection of Personal Information Act,
4 of 2013
Reference to the above-mentioned legislation shall include subsequent amendments
and secondary legislation to such legislation.
9. PROCESSING OF PERSONAL INFORMATION
9.1 Purpose of Processing Personal Information
We only process personal information for:
- To gather contact information;
- To confirm and verify your identity or to verify that you are an authorised
user for security purposes;
- For the detection and prevention of fraud, crime, money laundering or other
malpractice;
- To conduct market or customer satisfaction research or for statistical analysis;
- For audit and record keeping purposes;
- In connection with legal proceedings.
9.2 Description of the categories of Data Subjects and of the
information or categories of information relating thereto
7Categories of
Data Subjects
Personal Information that may be
processed
Customers /
Clients
name, address, registration numbers or
identity numbers, employment status and
bank details
Service Providers names, registration number, vat numbers,
address, trade secrets and bank details
Employees address, qualifications, gender and race
9.3 The recipients or categories of recipients to whom the personal
information may be supplied
Category of personal
information
Recipients or Categories of
Recipients to whom the personal
information may be supplied
Identity number and
names, for criminal checks
South African Police Services
Qualifications, for
qualification verifications
South African Qualifications Authority
Credit and payment history,
for credit information
Credit Bureaus
9.4 n/a
Planned transborder flows of personal information
9.5 General description of Information Security Measures to be
implemented by the responsible party to ensure the
confidentiality, integrity and availability of the information
Our security policies and procedures cover:
- Physical security;
- Computer and network security;
- Access to personal information;
- Secure communications;
- Security in contracting out activities or functions;
8- Retention and disposal of information;
- Acceptable usage of personal information;
- Governance and regulatory issues;
- Monitoring access and usage of private information;
- Investigating and reacting to security incidents.
When we contract with third parties, we impose appropriate security, privacy and
confidentiality obligations on them to ensure that personal information that we
remain responsible for, is kept secure.
10. REQUEST PROCEDURE FOR OBTAINING INFORMATION
Access to records held by the PRIVATE BODY
Records held by the Private Body may be accessed by request only once the
prerequisites for access have been met.
The requester must fulfil the prerequisites for access in terms of The Act, including
the payment of a requested access fee.
The requester must comply with all the procedural requirements contained in The Act
relating to the request for access to a record.
The requester must complete the prescribed Form and submit same as well as
payment of a request fee and a deposit, if applicable, to the Information Officer at the
postal or physical address, fax number or electronic mail address as stated herein.
The prescribed form must be filled in with enough particulars to at least enable the
Information Officer to identify –
The record or records requested;
The identity of the requester,
Which form of access is required, if the request is granted;
The postal address or fax number or email address of the
requester.
The requester must state that he/she requires the information in order to exercise or
protect a right, and clearly state what the nature of the right to be exercised or
protected is. In addition, the requester must clearly specify why the record is
necessary to exercise or protect such a right.
9The Private Body will process the request within 30 days, unless the requester has
stated a special reason that would satisfy the Information Officer that circumstances
dictate that the above time periods are not complied with.
The requester shall be informed whether access has been granted or denied. If, in
addition, the requester requires the reason for the decision in any other manner, he /
she must state the manner and the particulars so required.
If a request is made on behalf of another person, then the requester must submit proof
of the capacity in which the requesters making the request, to the reasonable
satisfaction of the Information Officer.
If an individual is unable to complete the prescribed form because of illiteracy or
disability, such a person may make the request orally.
The requester must pay the prescribed fee before any further processing can take
place.
11. FEES
When the Information Officer receives the request, such Officer shall by notice require
the requester to pay the prescribed request fee (if any), before any further processing
of the request.
If the search for the record has been made in the preparation of the record for
disclosure, including arrangements to make it available in the requested form, and it
requires more than the hours prescribed in the regulation for this purpose, the
Information Officer shall notify the requester to pay as a deposit the prescribed portion
of the access fee which would be payable if the request is granted.
The Information Officer shall withhold a record until the requester has paid the Fees as
indicated.
A requester, whose request for access to a record has been granted, must pay an
access fee for reproduction and for search and preparation, and for any time
reasonably required in excess of the prescribed hours to search for and prepare the
record for disclosure, including making arrangements to make it available in the
requested form.
If a deposit has been paid in respect of a request for access, which is refused, then the
Information Officer concerned must repay the deposit to the requester.
12. GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION
10The main grounds for the Private Body to refuse a request for information relates
to the:
Mandatory protection of the privacy of a third party that is a natural person that would
involve the unreasonable disclosure of personal information of that natural person;
Mandatory protection of the commercial information of a third party, if the record
contains:
- Trade secrets of that third party;
- Financial, commercial, scientific or technical information, disclosure of which
could likely cause harm to the financial or commercial interests of that third
party;
- Information disclosed in confidence by a third party to the Private Body, if the
disclosure could put that third party at a disadvantage in negotiations or
commercial competition
Mandatory protection of confidential information of third parties if it is protected in
terms of any agreement;
Mandatory protection of confidential information of the protection of property;
Mandatory protection of records that would be regarded as privileged in legal
proceedings;
The commercial activities of the Private Body, which may include:
Trade secrets of the Private Body;
Financial, commercial, scientific or technical information, disclosure which could
likely cause harm to the financial or commercial interest of the Private Body;
Information which, if disclosed could put the Private Body at a disadvantage
in negotiations or commercial competition;
A computer program, owned by the Private Body, and protected by copyright.
The research information of the Private Body or a third party, if its disclosure would
reveal the identity or the Private Body, the researcher or the subject matter of the
research and would place the research at a serious disadvantage;
Requests for information that are clearly frivolous or vexatious, or which would involve
an unreasonable diversion of resources shall be refused.
1113. DECISION
The Private Body will within 30 days of receipt of the request, decide whether to
grant or decline the request and give notice with reasons (if required) to that effect.
The 30 day period within which the Private Body has to decide whether to grant or
refuse the request, may be extended for further period of not more than thirty days if
the request is for a large amount of information, or the request requires a search for
information held at another office of the Private Body and the information cannot
reasonably be obtained within the original 30 day period. The Private Body will
notify the requester in writing should an extension be sought.
AVAILABILITY OF THE MANUAL
The manual of the Private Body is available at the premises of the Private body as
well as on the website of the Private Body.
Signed by: ___M CARLESS________________________
Date:
20/06/2025_______________________________