Promotion of Access to Information Manual (PAIA Manual)
Introduction
This PAIA Manual is published in terms of section 51 of the Promotion of Access to Information Act No. 2 of 2000 (“PAIA”).
It applies to Chipshake IT Close Corporation (Registration No: 2004/028654/23) and sets out the procedure for requesting access to records and information held by the Body.
1. Purpose
This Manual gives effect to the right of access to information held by private bodies which is required for the exercise or protection of any rights, in accordance with PAIA and the Protection of Personal Information Act, 2013 (POPIA).
2. Company Information
Name: Chipshake IT Close Corporation
Registration Number: 2004/028654/23
Physical Address: 1 Kingfisher Street, Woodlands Estate, Bendor, Polokwane, 0699
Postal Address: PO Box 11112, Bendor Park, Polokwane, 0699
Information Officer: Pieter van Wyk
Email: pieter@chipshake.co.za
3. Access to Records
Requests for access to records must be submitted using the prescribed form (Addendum A) and delivered to the Information Officer.
Access may be subject to a request fee as outlined in Addendum B.
4. Categories of Information Held
Chipshake maintains records in the following areas:
- Clients & Customer Records
- Personnel & HR Records
- Financial & Accounting Records
- Legal & Regulatory Documentation
- IT & Operations
- Marketing & Communications
Information may be accessed unless protected under the exceptions outlined in PAIA or POPIA.
5. Grounds for Refusal
Access may be refused to:
- Protect personal privacy
- Safeguard commercial confidentiality
- Preserve legal privilege
- Ensure safety and security
Each request will be evaluated individually.
6. Remedies and Fees
If a request is denied, the requester may approach a competent court for relief.
Fees for access, reproduction, and search time are listed in Addendum B.
Addendum A – Access Request Form
Purpose: Use this form to formally request access to records under PAIA.
Fields to include:
- Full names and surname
- ID number (or Company Reg. No.)
- Postal address
- Telephone & email
- Description of the record requested
- Right to be exercised or protected
- Preferred form of access (e.g., copy, inspect)
- Signature and date
Note: Proof of identity and/or authority must accompany the form.
Addendum B – Fees Schedule
Fees for Accessing Records under PAIA
| Item | Fee |
|---|---|
| Photocopy of A4 page or part thereof | R1.10/page |
| Printed copy from electronic source (A4) | R1.10/page |
| Copy on flash or CD (if available) | Actual cost |
| Transcription of audio (per A4 page) | R20.00 |
| Copy of audio record | R50.00 |
| Transcription of visual image (per A4 page) | R40.00 |
| Copy of visual image | R60.00 |
| Search and preparation (per hour after 6 hrs free) | R30.00/hr |
| Initial request fee (non-personal requester) | R50.00 |
Postage or courier fees apply if applicable. A deposit may be required.
Addendum C – Objection to the Processing of Personal Information
Use this form if you want to object to how we process your personal data.
Key fields:
- Full name and ID / Reg. No.
- Contact details
- Description of the objection
- Reason for objecting (e.g., unfair processing, irrelevant data)
- Signature and date
Attach any supporting evidence or documents.
Addendum D – Correction or Deletion of Personal Information
Use this form to request correction or deletion of your personal data.
Choose one:
- Request correction or update of personal info
- Request deletion of personal info no longer authorized to be retained
Include:
Signature and date
Full name and ID / Reg. No.
Details of the data in question
Reason for correction/deletion
Supporting documents (if applicable)