PAIA Manual

1. Introduction

This manual is published in compliance with Section 14 of the Promotion of Access to Information Act 2 of 2000 (as amended by the Protection of Personal Information Act 4 of 2013). It serves as a guide for members of the public on how to request access to records held by ON THE SPOT CURTAIN CLEANING SPECIALISTS AND SERVICES (Pty) Ltd.

2. Contact Details of Information Officer

3. Guide on How to Use the Act

The South African Human Rights Commission (SAHRC) has published a guide in terms of Section 10 of PAIA, explaining how members of the public can exercise their rights under the Act. The guide is available from:

• Website: www.sahrc.org.za
• Email: paia@sahrc.org.za
• Phone: 011 877 3600
• Address: PAIA Unit, South African Human Rights Commission, 29 Princess of Wales Terrace, Parktown, Johannesburg

4. Records Available Without Request

The following records are automatically available to the public without the need for a formal PAIA request:

• Company registration details and business information
• Privacy Policy and Cookie Policy (published on our website)
• This PAIA Manual
• Service descriptions and pricing information
• Public marketing and promotional materials
• Career and employment opportunities (when advertised)

5. Records Available on Request

Records that may be requested in terms of PAIA include (but are not limited to):

• Financial records and annual financial statements
• Internal policies and procedures (non-confidential)
• Minutes of meetings where decisions affecting the public were made
• Environmental and safety compliance records
• Contracts with public bodies or state-owned enterprises

Note: Personal information of clients, employees, and third parties is protected under POPIA and will not be disclosed without lawful justification.

6. Grounds for Refusal

Access to records may be refused in terms of Chapter 4 of PAIA on the following grounds:

• Protection of privacy (Section 34)
• Protection of commercial information (Section 36)
• Protection of confidential information of third parties (Section 37)
• Protection of safety of individuals and protection of property (Section 38)
• Legal privilege (Section 42)
• Protection of research information (Section 43)
• Manifestly frivolous or vexatious requests (Section 45)

7. How to Request Information

To request access to records, please complete the following steps:

1. Submit a written request to the Information Officer using the prescribed form (available from the SAHRC website).
2. Clearly describe the record you wish to access.
3. Indicate the format in which you prefer the record (e.g., printed copy, electronic copy).
4. Include proof of payment of the applicable request fee (if required).
5. Provide contact details for correspondence.

Request fee: A nominal fee may be charged to cover the costs of searching for, preparing, and reproducing the requested records. The fee structure is available on request.

8. Processing Time

We will respond to your request within 30 days of receipt. If the request is complex or voluminous, this period may be extended by a further 30 days with written notice to the requester. If access is granted, the records will be made available in the requested format within a reasonable time.

9. Internal Appeal Process

If your request is refused or you are dissatisfied with the response, you may lodge an internal appeal with the Information Officer within 60 days. If the internal appeal does not resolve the matter, you have the right to apply to a court for relief in terms of Section 78 of PAIA, or to lodge a complaint with the Information Regulator.

10. Prescribed Form

The prescribed form for requesting access to records is available from the South African Human Rights Commission. Requests submitted without the prescribed form will still be considered, provided they contain sufficient detail to identify the requested record and the requester's contact information.

Download: The official PAIA request form can be downloaded from www.sahrc.org.za.

11. Contact for Requests