PAIA Manual

1. Introduction

This manual is prepared in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), for Duits Met My Dansstudio (PTY) Ltd. Its purpose is to explain what records may be available from this private body, how access requests can be made, and how related privacy rights are handled alongside the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

2. Details of the Private Body

3. Guide on How to Use PAIA

The Information Regulator has published a Guide on how to use PAIA and obtain access to records. The Guide explains the objects of PAIA, the request process, assistance available from the Regulator and remedies if a request is refused or ignored.

• The Guide is available from the Information Regulator.
• PAIA request and complaint forms are made available by the Information Regulator.
• A requester should use the prescribed form when making a formal request for access.

4. Records Automatically Available

Subject to availability and operational practicality, public website information, general studio information, published pricing, contact information and promotional material may be available without a formal PAIA request.

5. Records Held by the Private Body

• Business registration, tax and statutory records
• Accounting records, invoices, quotations and payment records
• Client booking, attendance and enquiry records
• Marketing, website and social media records
• Supplier and service provider records
• Contracts and service agreements
• Employee or contractor records, where applicable
• Health, safety or incident records, where applicable

6. Records Held in Terms of Other Legislation

Where applicable, records may be held under the Companies Act, tax and VAT legislation, labour legislation, PAIA, POPIA and other laws requiring a private body to retain specific records.

7. Processing of Personal Information

The business may process personal information for legitimate purposes including enquiries, bookings, customer communication, billing, service delivery, legal compliance and internal administration.

• Data subjects: customers, prospective customers, suppliers, contractors, employees or applicants where applicable
• Information: names, contact details, booking details, communication history, billing information and related information required for service delivery
• Recipients: authorised staff, accountants, service providers, payment providers or regulators where lawful and necessary
• Security: reasonable technical and organisational safeguards appropriate to the business

8. How to Request Access

A requester seeking a record that is not automatically available must submit the prescribed PAIA request form with enough detail to identify the requester, the record and the form of access required.

• Use the prescribed PAIA request form
• Send it to the Head of the Private Body using the contact details above
• Provide proof of identity and authority where necessary
• Describe the requested record clearly
• State the right to be exercised or protected where PAIA requires it

9. Fees

Applicable request, access and reproduction fees may be charged in accordance with prescribed PAIA fees. Access may be withheld until a required fee has been paid.

10. Grounds for Refusal

Access may be refused on grounds recognised by PAIA, including protection of personal privacy, commercial confidentiality, legal privilege, safety or disclosure prohibited by law.

11. Remedies

A dissatisfied requester may use remedies available under PAIA, including a complaint to the Information Regulator or an application to a competent court where appropriate.

12. Availability and Updates

This manual is available on the website and may be updated when the business or applicable requirements change.