PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) MANUAL

Magda's Leather cc
Manual Prepared in Terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)

Last Updated: 2025-05-25

1. INTRODUCTION AND LEGISLATIVE FRAMEWORK

1.1 Purpose of Manual

This manual is prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2000 ("PAIA") and serves as a guide for requesting access to records held by Magda's Leather (Pty) Ltd ("the Company").

1.2 Legislative Context

PAIA gives effect to the constitutional right of access to information held by public and private bodies, as outlined in Section 32 of the Constitution of South Africa. This manual also considers the Protection of Personal Information Act, 2013 ("POPIA").

1.3 Objectives of PAIA

• Foster transparency and accountability
• Enable the public to scrutinize government and business actions
• Facilitate informed participation in public affairs
• Protect personal privacy appropriately

2. COMPANY INFORMATION

2.1 Contact Details

Company Name: Magda's Leather cc
Registration Number: [Company Registration Number]

Physical Address:
10 Kariga Street
Kaymore Industria
Stikland, Bellville 7530
South Africa

Postal Address:
10 Kariga Street
Kaymore Industria
Stikland, Bellville 7530
South Africa

Telephone: +27 72 771 8967
Email: info@magdasleather.co.za
Website: www.magdasleather.co.za

2.2 Business Description

Magda's Leather specializes in manufacturing and selling high-quality custom leather furniture including:

• Leather sofas and couches
• Chairs and recliners
• Custom furniture pieces
• Leather care products
• Installation and maintenance services

2.3 Key Personnel

Directors: [Names and roles]
Information Officer: [Name and contact details]
Deputy Information Officer: [Name and contact details]

3. INFORMATION OFFICER DETAILS

3.1 Information Officer

As required by Section 51(1)(a) of PAIA:

Name: [Full Name]
Position: [Title/Position]
Physical Address: 10 Kariga Street, Kaymore Industria, Stikland, Bellville 7530
Postal Address: 10 Kariga Street, Kaymore Industria, Stikland, Bellville 7530
Telephone: +27 72 771 8967
Email: paia@magdasleather.co.za

3.2 Deputy Information Officer

Name: [Full Name]
Position: [Title/Position]
Contact Details: informationofficer@magdasleather.co.za

3.3 Responsibilities

The Information Officer is responsible for:

• Processing PAIA requests in accordance with the Act
• Maintaining this manual and ensuring regular updates
• Training staff on PAIA compliance
• Liaising with the Information Regulator when required
• Ensuring proper record-keeping practices
• Making decisions on access to information requests

4. GUIDE ON HOW TO USE PAIA

4.1 South African Human Rights Commission Guide

The South African Human Rights Commission has compiled a guide on how to use PAIA. This guide contains information on:

• The purpose and application of PAIA
• How to make requests for access to information
• Fees payable for access to information
• Remedies available if a request is refused

The guide is available from:

• Website: www.sahrc.org.za
• Telephone: +27 11 877 3600
• Physical Address: SAHRC House, 29 Princess of Wales Terrace, Parktown, Johannesburg

4.2 Information Regulator Guide

The Information Regulator has also published guides available at:

• Website: www.justice.gov.za/inforeg
• Email: inforeg@justice.gov.za
• Telephone: +27 12 406 4818

5. RECORDS AVAILABLE WITHOUT REQUEST

5.1 Automatically Available Records

The following records are routinely available without submitting a formal PAIA request:

Corporate Information:

• Certificate of Incorporation
• Memorandum of Incorporation (public portions)
• Annual returns filed with CIPC
• VAT registration certificate
• This PAIA Manual

Product Information:

• Product catalogs and brochures
• Standard price lists
• General terms and conditions of sale
• Warranty information
• Care and maintenance guides

Marketing Materials:

• Advertising materials
• Website content
• Social media content
• Press releases

Location:

• Available at business premises during operating hours
• Website: www.magdasleather.co.za
• Upon request via email or telephone

5.2 Access Procedures

To access automatically available records:

1. Visit our business premises during operating hours
2. View and download from our website
3. Request copies via email or telephone
4. Request copies via post (costs may apply)

6. RECORDS AVAILABLE ONLY UPON REQUEST

6.1 Categories of Records

The following categories of records are held by the company and may be available upon formal request:

6.1.1 Corporate and Legal Records

• Statutory registers and returns
• Board and shareholder resolutions
• Legal opinions and advice
• Contracts and agreements
• Insurance policies and claims
• Intellectual property registrations
• Regulatory compliance records

6.1.2 Financial Records

• Audited financial statements
• Management accounts
• Tax returns and assessments
• Bank statements and reconciliations
• Accounts payable and receivable
• Payroll records
• Asset registers

6.1.3 Operational Records

• Supplier contracts and records
• Customer databases and records
• Product specifications and designs
• Quality control documentation
• Health and safety records
• Environmental compliance records
• Training records

6.1.4 Human Resources Records

• Employment contracts
• Personnel files
• Disciplinary records
• Performance evaluations
• Leave records
• Skills development plans

6.1.5 Customer Records

• Customer databases
• Sales records and invoices
• Delivery records
• Customer service records
• Warranty and service records
• Customer feedback and complaints

6.2 Third-Party Information

Some records may contain information belonging to third parties. Access to such records will be subject to:

• Consent from the third party, or
• Determining that disclosure would not constitute an unreasonable disclosure of personal information

7. REQUEST PROCEDURES

7.1 Formal Request Requirements

Requests for access to records must be made using Form C as prescribed in the PAIA Regulations, available at:

• Government Gazette: www.gov.za
• Department of Justice: www.justice.gov.za
• Our business premises

7.2 Information Required in Request

Your request must include:

• Personal details of requester
• Capacity in which request is made (personal, on behalf of another person, etc.)
• Details of record(s) requested (as specific as possible)
• Purpose for which information is required
• Form of access required (inspection, copies, etc.)
• Language preference (if record is available in multiple languages)
• Contact details for correspondence

7.3 Submission Methods

Requests can be submitted:

• By hand: To our physical address during business hours
• By post: To our postal address
• By email: To paia@magdasleather.co.za

7.4 Acknowledgment of Request

We will acknowledge receipt of your request within 10 days and provide:

• Reference number for tracking
• Name and contact details of person handling the request
• Expected timeframe for response

8. PROCESSING OF REQUESTS

8.1 Timeframes

• Acknowledgment: Within 10 days of receipt
• Decision: Within 30 days of receipt (may be extended by additional 30 days if request is complex)
• Access: As soon as reasonably possible after decision to grant access

8.2 Decision Process

We will:

1. Verify the identity of the requester
2. Determine if the requested record exists
3. Assess any applicable grounds for refusal
4. Consider any third-party consultations required
5. Determine the form of access to be granted
6. Calculate applicable fees

8.3 Outcome Communication

You will be notified in writing of:

• Decision to grant or refuse access
• Reasons for any refusal
• Rights of appeal or review
• Fees payable (if access is granted)
• Form of access to be provided

9. FEES

9.1 Fee Structure

Fees are charged in accordance with Part III of the PAIA Regulations:

Request Fee: R140.00 (payable upon submission - not refundable)

Access Fees (if access is granted):

• Photocopy/printed copy: R2.00 per page
• Computer printout: R0.75 per page
• Copy on flash drive: R24.00 per flash drive + R2.00 per page
• Transcription services: R24.00 per page
• Copy of visual images: R60.00 per image

Postage: Actual cost

9.2 Fee Exemptions

No request fee is payable for:

• Personal information requests by the data subject
• Requests in the public interest

9.3 Fee Deposits

If fees exceed R430.00, we may require a deposit of up to 1/3 of the total fee before processing the request.

9.4 Payment Methods

• Electronic Fund Transfer (EFT)
• Bank deposit
• Cash (if paying in person)
• Postal order

10. GROUNDS FOR REFUSAL

10.1 Mandatory Protection

Access must be refused if disclosure would:

• Violate attorney-client privilege
• Reveal legally privileged information
• Compromise national security
• Breach confidentiality provisions in other legislation

10.2 Discretionary Protection

Access may be refused to protect:

• Commercial information: Trade secrets, financial information, competitive advantage
• Third-party personal information: Without consent of the data subject
• Safety of individuals: If disclosure could endanger any person's safety
• Law enforcement: If disclosure could prejudice legal proceedings
• Economic interests: Of the company or South Africa

10.3 Partial Access

Where only part of a record contains exempt information, access may be granted to the non-exempt portions.

11. REMEDIES AVAILABLE

11.1 Internal Appeal

If your request is refused, you may:

• Request reasons for refusal
• Submit additional information supporting your request
• Appeal to our senior management

11.2 External Review

You may approach:

Information Regulator:

• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg 2001
• Telephone: +27 12 406 4818
• Email: inforeg@justice.gov.za
• Website: www.justice.gov.za/inforeg

Courts:

• High Court applications for judicial review
• Magistrate's Court for certain matters

11.3 Timeframes for Appeals

• Internal appeals: Must be lodged within 30 days of refusal
• Court applications: Within 180 days of internal appeal decision or refusal

12. DATA PROTECTION CONSIDERATIONS

12.1 POPIA Compliance

All processing of personal information in terms of PAIA requests is subject to POPIA, including:

• Lawful processing requirements
• Data subject rights
• Security safeguards
• Retention limitations

12.2 Personal Information Requests

Requests for personal information by data subjects are processed in terms of both PAIA and POPIA, with more favorable provisions applying.

12.3 Third-Party Notifications

We may be required to notify third parties before disclosing their information, giving them opportunity to object or seek court protection.

13. RECORD-KEEPING PRACTICES

13.1 Record Categories

We maintain records in the following categories:

• Physical documents (paper-based)
• Electronic records (databases, emails, digital files)
• Audio-visual materials
• Backup and archived records

13.2 Retention Periods

Records are retained according to:

• Legal requirements (tax, company law, etc.)
• Business requirements
• Industry best practices
• POPIA retention limitations

13.3 Disposal Procedures

Records are disposed of securely:

• Physical destruction of paper records
• Secure deletion of electronic records
• Certificate of destruction maintained
• Personal information anonymized or deleted

14. MANUAL UPDATES

14.1 Review Schedule

This manual is reviewed:

• Annually as a minimum
• When legislation changes
• When business practices change significantly
• Upon request from the Information Regulator

14.2 Availability

Updated versions are available:

• On our website: www.magdasleather.co.za
• At our business premises
• Upon request via email or post

14.3 Notification of Changes

Significant changes will be communicated through:

• Website updates
• Email notifications to frequent requesters
• Notice at business premises

15. COMPLAINTS PROCEDURE

15.1 Internal Complaints

Complaints about PAIA compliance should be directed to:

Information Officer:

• Name: [Name]
• Email: [email address]
• Telephone: +27 72 771 8967

15.2 External Complaints

Complaints may also be lodged with:

• Information Regulator (contact details above)
• South African Human Rights Commission (contact details above)

16. TRAINING AND AWARENESS

16.1 Staff Training

All staff members receive training on:

• PAIA requirements and procedures
• Identifying and handling information requests
• Protecting confidential and personal information
• Escalation procedures

16.2 Ongoing Education

• Regular updates on legislative changes
• Best practice sharing
• Annual refresher training
• New employee orientation

17. CONTACT INFORMATION

17.1 General Inquiries

Physical Address: 10 Kariga Street, Kaymore Industria, Stikland, Bellville 7530
Telephone: +27 72 771 8967
Email: [general email]
Website: www.magdasleather.co.za

17.2 PAIA Requests

Information Officer: [Name]
Email: [specific PAIA email]
Telephone: +27 72 771 8967

17.3 Business Hours

Monday - Thursday: 08:00 - 16:30
Friday: 08:00 - 15:00
Weekends: By appointment only

18. APPENDICES

Appendix A: Form C (Request Form)

[Form C as prescribed in PAIA Regulations - available from Department of Justice website]

Appendix B: Fee Structure Table

[Detailed fee structure as per PAIA Regulations]

Appendix C: Useful Contacts

• Information Regulator: +27 12 406 4818
• SA Human Rights Commission: +27 11 877 3600
• Department of Justice: +27 12 315 1111

This manual is compiled in accordance with Section 51 of the Promotion of Access to Information Act, 2000, and is regularly updated to ensure compliance with current legislation and best practices.

Manual Version: [Version Number]
Effective Date: [Date]
Next Review Date: [Date]