PAIA Manual

This manual is prepared to help a person understand what records may be held by CBU Engineering and how to request access under the Promotion of Access to Information Act 2 of 2000 (“PAIA”), read with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

This web version should be checked against the Information Regulator’s current private-body template and CBU Engineering’s actual records before publication.

The Information Officer must be registered with the Information Regulator before assuming duties in that capacity.

The Information Regulator publishes a guide explaining how to exercise rights under PAIA and POPIA. The guide, current forms and contact information are available from the Regulator at inforegulator.org.za/paia.

Subject to availability and any lawful restriction, the following may be available without a formal PAIA request:

• public website content and published company information;
• service and capability information;
• public brochures, policies and marketing material;
• records that a requester is already lawfully entitled to receive; and
• other records identified by CBU Engineering as automatically available.

CONFIRM AND UPDATE THIS LIST

Depending on CBU Engineering’s actual operations, records may include:

• company-secretarial, registration and governance records;
• financial, tax, banking, accounting and insurance records;
• employee, contractor, training, health and safety records;
• customer, supplier, tender, quotation, purchase-order and contract records;
• engineering, inspection, quality, production, repair and project records;
• equipment, asset, maintenance, logistics and transport records;
• intellectual-property, branding, website and marketing records;
• IT, access-control, security, communications and information-management records;
• legal, regulatory, environmental and compliance records; and
• personal information processed in accordance with POPIA.

Listing a category does not mean every record exists or that access will necessarily be granted.

Records may be retained under legislation applicable to the business, including PAIA, POPIA, the Companies Act, tax legislation, labour legislation, occupational health and safety legislation, compensation and unemployment-insurance legislation, the Consumer Protection Act, the Electronic Communications and Transactions Act, environmental law and other laws relevant to CBU Engineering’s operations.

LEGAL REVIEW REQUIRED: CONFIRM THE ACTS APPLICABLE TO CBU

A requester should use the Information Regulator’s current prescribed Form 02: Request for Access to Record, describe the requested record clearly, identify the right to be exercised or protected where required, provide proof of identity and submit the request to CBU Engineering’s Information Officer.

The current forms are available from the Information Regulator’s PAIA page: inforegulator.org.za/paia.

Fees prescribed by law may apply. Access may be granted, partly granted or refused on grounds permitted by PAIA. The requester will be notified of the outcome and any applicable fee.

Access may be refused where PAIA requires or permits refusal, including protection of another person’s privacy, confidential commercial information, privileged records, safety or security information, research information, or records whose disclosure would breach a legal duty of confidence.

Each request must be considered on its facts and in accordance with the Act.

CBU Engineering may process personal information relating to customers, prospective customers, suppliers, employees, contractors, website visitors, business contacts and other persons connected with its operations.

Processing purposes may include providing services, project administration, quotations, procurement, payment, employment, legal compliance, security, communications, record-keeping and business management. Information may be shared with authorised staff, service providers, professional advisers, public authorities and project participants where lawful and necessary.

Reasonable safeguards are used to protect personal information. Further details appear in the Privacy Policy.

A requester who is dissatisfied with a response may use the remedies available under PAIA, including a complaint to the Information Regulator or an application to a competent court, subject to the requirements and time periods prescribed by law.

Once completed and approved, this manual should be available on CBU Engineering’s website and at its principal place of business. CBU Engineering should review it periodically and update it when organisational details, record categories, legislation or regulatory requirements change.

Approved by: INSERT NAME AND CAPACITY
Approval date: INSERT DATE