PAIA Manual
Prepared in terms of Section 51 of the Promotion of Access to Information Act
1. Overview
This PAIA Manual is prepared in accordance with Section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) (as amended) and is intended to assist requesters who wish to request access to records held by 4D IT Solutions (Pty) Ltd (the “Company”).
PAIA gives effect to the constitutional right of access to information held by a private body where that information is required for the exercise or protection of any rights. This Manual also supports transparency and responsible handling of personal information as required by POPIA.
Important:
This Manual is a general guide. A request will be processed according to PAIA and may be granted or refused depending on the circumstances and legal grounds.
2. Definitions
3. Information Officer
The Information Officer is responsible for PAIA and POPIA compliance matters, including receiving and processing requests for access to records.
Tip:
For quickest results, email your request with “PAIA Request” in the subject line and include clear details of the record you want.
4. PAIA Guide (Section 10)
The Information Regulator publishes a Guide on how to use PAIA. The Guide is available in all official languages and is intended to help members of the public understand how to request access to records.
You may obtain the Guide from the Information Regulator’s website or offices.
5. Records Automatically Available
The following records may be available without the need to submit a formal PAIA request (subject to reasonable access rules and availability):
- Website content, brochures, and public marketing information
- Service descriptions and general product/service information
- Public policies published on our website (e.g., Privacy Policy, Terms of Service)
Note:
Access may still be restricted where the information includes confidential client data, third-party information, or protected commercial information.
6. Records Available on Request
The Company holds records relating to its business operations. Access to these records may be requested in terms of PAIA, subject to the requirements of PAIA and applicable refusal grounds.
6.1 Categories of records
Reality check:
Most requests for “client records” or “security logs” will be refused unless the requester has a clear right and the request meets PAIA’s requirements.
7. How to Request Access to Records
A requester must submit a written request to the Information Officer. The request must:
- Provide sufficient detail to identify the record requested
- State the right the requester seeks to exercise or protect (where required under PAIA)
- Provide contact details for communication
- Indicate the preferred form of access (email copy, printed copy, inspection, etc.)
- Include proof of identity where the request involves personal information
We may request additional information to process the request. Requests that are unclear, too broad, or missing required information may be delayed or refused.
8. Fees
Fees may be payable for processing a request, including search time, preparation time, and copying, in accordance with PAIA regulations (where applicable).
- A request fee may apply for certain requests
- Access fees may apply depending on time spent and the format requested
- We will notify the requester of any fees before processing proceeds where required
Practical:
Most small requests are handled electronically where possible to keep costs low and turnaround faster.
9. Grounds for Refusal
Access to records may be refused in terms of PAIA, including (but not limited to) where disclosure would:
- Unreasonably disclose personal information about a third party
- Breach confidentiality owed to a third party (including clients and suppliers)
- Disclose trade secrets or commercially sensitive information
- Endanger the safety of individuals or compromise security
- Prejudice the Company in legal proceedings
Heads-up:
If your request is basically “give me your internal documents,” expect a refusal. PAIA is a right-to-information law, not a free data buffet.
10. Remedies and Complaints
If a request is refused, or you are not satisfied with the outcome, you may seek legal remedies available under PAIA. You may also lodge a complaint with the Information Regulator (South Africa).
We recommend contacting us first so we can try resolve the issue quickly and reasonably.
11. Updates to This Manual
This Manual will be updated when required to reflect changes in our records, processes, or legal requirements. The latest version will be published on this webpage with an updated compilation date.
12. Contact
For PAIA requests or questions regarding this Manual, contact: