PAIA Manual
Published in terms of section 51 of the Promotion of Access to Information Act, setting out the records we hold and how to request access to them.
This manual follows the structure of the Information Regulator’s template for private bodies. Replace every [bracketed] item, confirm the record categories match what you actually hold, and have it reviewed by a South African attorney. The manual must also be lodged with the Information Regulator, kept at your principal place of business for public inspection, and made available in more than one official language.
1. Purpose of this manual
This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA"), read with section 17 of the Protection of Personal Information Act 4 of 2013 ("POPIA"). It describes the records Aluta Consulting Services holds and how a person may request access to them.
2. The private body
| Name | Aluta Consulting Services |
| Registration number | [CIPC registration number] |
| Physical address | [street address, Durban, KwaZulu-Natal] |
| Postal address | [postal address] |
| Telephone | [telephone number] |
| info@alutaconsulting.co.za | |
| Website | [www.alutaconsulting.co.za] |
3. Head of the private body and Information Officer
| Head of the private body / Information Officer | [full name and capacity] |
| info@alutaconsulting.co.za | |
| Deputy Information Officer | [full name, or "none appointed"] |
All requests for access to records must be directed to the Information Officer at the address above.
4. The Information Regulator’s Guide on how to use PAIA
The Regulator has compiled a guide, in terms of section 10 of PAIA, containing information reasonably required by a person who wishes to exercise a right under PAIA. The Guide is available in each official language and may be obtained from the Regulator’s office during normal business hours, on request from our Information Officer, or from inforegulator.org.za.
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O. Box 31533, Braamfontein, Johannesburg, 2017
General enquiries: enquiries@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
inforegulator.org.za
5. Records available without a formal request
The following are available on request, or from this website, without following the PAIA procedure:
- the content of this website, including our service descriptions and published articles;
- marketing and capability material;
- this manual and our Privacy Notice.
6. Records available in terms of other legislation
Certain records are accessible under legislation other than PAIA, and in some cases only to the persons that legislation specifies. These include records kept under the Companies Act 71 of 2008, the Income Tax Act 58 of 1962, the Tax Administration Act 28 of 2011, the Value-Added Tax Act 89 of 1991, the Basic Conditions of Employment Act 75 of 1997, the Labour Relations Act 66 of 1995, the Employment Equity Act 55 of 1998, the Skills Development Levies Act 9 of 1999, the Unemployment Insurance Act 63 of 2001, the Compensation for Occupational Injuries and Diseases Act 130 of 1993, and POPIA.
7. Subjects and categories of records held
| Subject | Categories of records |
|---|---|
| Corporate | Founding documents, CIPC filings, shareholder and director records, minutes, policies |
| Financial | Annual financial statements, management accounts, invoices, bank records, tax returns and assessments |
| Client engagements | Proposals, engagement letters, contracts, project documentation, deliverables, correspondence |
| Suppliers | Supplier contracts, service agreements, purchase records |
| Human resources | Employment contracts, personnel files, payroll, leave records, training records, recruitment records |
| Marketing | Website content, mailing lists, published material, enquiry records |
| Information technology | System records, access logs, backups, security documentation |
8. Processing of personal information under POPIA
8.1 Purpose of processing
We process personal information to respond to enquiries, deliver and administer consulting engagements, meet statutory obligations, employ and pay staff, and manage supplier relationships. Our Privacy Notice sets this out in full.
8.2 Categories of data subjects and of information
| Data subject | Personal information |
|---|---|
| Prospective and current clients | Names, contact details, job titles, organisation, correspondence |
| Employees and applicants | Identity numbers, contact details, qualifications, banking details, tax details, employment history |
| Suppliers and contractors | Contact details, banking details, tax and BEE information |
| Website visitors | IP address and usage data |
8.3 Recipients
Operators providing hosting, email, accounting and payroll services; our professional advisers; SARS and other authorities where required by law.
8.4 Cross-border transfers
Where personal information is stored or processed outside South Africa by an operator, the transfer is made in accordance with section 72 of POPIA. See our Privacy Notice for detail.
8.5 Security measures
Encrypted devices and backups, role-based access control, multi-factor authentication, transport-layer encryption, confidentiality undertakings, and a documented incident-response procedure, in line with section 19 of POPIA.
9. How to request access to a record
- Complete Form 2 (Request for Access to Record of Private Body), prescribed under the PAIA Regulations and available from inforegulator.org.za.
- Send the completed form to the Information Officer at info@alutaconsulting.co.za, or deliver it to our physical address.
- Provide sufficient detail to identify the record and to identify you; state the form of access required and the manner in which you wish to be informed of the outcome.
- If you are requesting the record on behalf of someone else, attach proof of your authority.
- If you are requesting access in order to exercise or protect a right, state which right and explain why the record is required to exercise or protect it.
- Pay the prescribed request fee where one applies. Access fees, calculated at the rates prescribed in the PAIA Regulations, are payable before the record is released. A requester seeking their own personal information is not required to pay a request fee.
We will decide on the request within 30 days of receiving it, and notify you in writing. That period may be extended by a further 30 days where the request is for a large number of records or requires a search through records held elsewhere; we will notify you if it is.
10. Grounds on which access may be refused
Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, which include the mandatory protection of a third party’s personal information, the commercial information of a third party or of Aluta Consulting Services, information supplied in confidence, records privileged from production in legal proceedings, and research information. Where a ground for refusal applies to only part of a record, access will be granted to the remainder.
11. If your request is refused
There is no internal appeal against the decision of the head of a private body. A requester who is dissatisfied may, within 180 days, either lodge a complaint with the Information Regulator in terms of section 77A of PAIA, or apply to a court with jurisdiction in terms of section 78.
12. Availability of this manual
This manual is available on this website, at our principal place of business for public inspection during normal business hours, from the Information Officer on request, and from the Information Regulator. A copy in [second official language] is available on request.
13. Last updated
[date]. We review this manual at least annually.