PAIA Manual
Manual of PIACSystems (Pty) Ltd (registration number 2017/121483/07) in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), read with POPIA. Available at the office and on piacsystems.com.
PIAC-LEG-06 PAIA Manual, Rev 2 · Issued 8 October 2026
1. Company and Information Officer
| Company | PIACSystems (Pty) Ltd, registration number 2017/121483/07 |
|---|---|
| Postal and street address | [address] |
| Information Officer (head of the private body) | The CEO |
| Phone / email | 072 600 6827 / office@piacsystems.com |
| Website | piacsystems.com |
2. Guide on How to Use PAIA
The Information Regulator has published a guide on how to use PAIA and POPIA (section 10). It is available from the Information Regulator (inforegulator.org.za) and on request from the Information Officer.
3. Records Available Without a Request
Information on the website (services, contact details) is available freely. No other categories are automatically available at this time.
4. Records Kept in Terms of Other Laws
Companies Act 71 of 2008; Basic Conditions of Employment Act 75 of 1997; Labour Relations Act 66 of 1995; Employment Equity Act 55 of 1998 (where applicable); Income Tax Act 58 of 1962; Tax Administration Act 28 of 2011; Unemployment Insurance Act 63 of 2001; Compensation for Occupational Injuries and Diseases Act 130 of 1993; Occupational Health and Safety Act 85 of 1993; Skills Development Levies Act 9 of 1999; Protection of Personal Information Act 4 of 2013.
5. Subjects and Categories of Records
| Subject | Categories of records |
|---|---|
| Company | Incorporation documents, statutory registers, minutes and resolutions |
| Finance and tax | Financial statements, accounting records, invoices, tax returns, bank records |
| Employees and contractors | Contracts, personnel files, payroll, leave and training records, contractor agreements |
| Clients | Quotations, contracts, correspondence, project and support records (specifications, test records, Field Service Reports, change requests) |
| Suppliers | Orders, supplier agreements, invoices |
| Safety and quality | Risk assessments, procedures, incident records, compliance packs, calibration records |
6. Processing of Personal Information (POPIA)
| Item | Description |
|---|---|
| Purpose | Employment, delivering and supporting services, invoicing and payment, legal compliance, safety and security |
| Data subjects and information | Employees (identity, contact, banking, tax, qualifications, health where consented); contractors; client and supplier contacts (contact details, roles); website and Portal users (enquiry details, Portal accounts) |
| Recipients | Accountant, SARS and other authorities, banks, clients (site access and safety files, with consent), contractors bound by confidentiality, web hosting and cloud service providers |
| Transborder flows | Cloud email and document storage may be outside South Africa, with comparable protection (POPIA s72) |
| Security measures | Access control, multi-factor authentication, encrypted laptops, backups, remote access procedure, confidentiality agreements |
More detail is in our Privacy Notice (PIAC-LEG-05).
7. How to Request Access
- Use the prescribed request form (Form 2 of the PAIA Regulations, 2021, available from the Information Regulator or the Information Officer) and send it to the Information Officer. Give enough detail to identify the record and the right you want to exercise or protect.
- A request fee and access fees may be payable as prescribed in the PAIA Regulations; you will be told before work starts.
- A decision is given within 30 days (extendable once by up to 30 days with notice). Access may be refused only on the grounds in PAIA (for example the privacy of others, commercial confidentiality or safety).
- If you disagree with a decision, you may complain to the Information Regulator or apply to court.
8. Updates
This manual is reviewed every year and when details change.