Access to Information Manual (PAIA)

1. About this manual

Section 51 of South Africa's Promotion of Access to Information Act 2 of 2000 (PAIA) requires private bodies to publish a manual explaining what records they hold and how to request them. This is RPMCODE's manual. It is available free of charge on this website, or by email from support@rpmcode.com.

2. Contact details

3. The Information Regulator’s guide

The Information Regulator publishes a guide on how to use PAIA and POPIA (section 10 of PAIA), in all official languages. It is available from the Information Regulator, JD House, 27 Stiemens Street, Braamfontein, Johannesburg.

4. Records available without a request

This website, the user guide, and these Legal pages.

5. Records kept under other laws

Where they apply to RPMCODE: the Companies Act 71 of 2008, the Income Tax Act 58 of 1962, the Value-Added Tax Act 89 of 1991, the Tax Administration Act 28 of 2011, the Basic Conditions of Employment Act 75 of 1997, the Labour Relations Act 66 of 1995, the Employment Equity Act 55 of 1998, the Unemployment Insurance Act 63 of 2001, the Electronic Communications and Transactions Act 25 of 2002, the Consumer Protection Act 68 of 2008, and POPIA.

6. Categories of records we hold

• Company records: incorporation documents, registers, minutes, resolutions.
• Financial records: accounts, tax returns, invoices, banking records.
• Personnel records, where there are employees.
• Customer records: agreements, account and billing details, correspondence, records of acceptance of these terms.
• Supplier and service-provider records: agreements and correspondence.
• Technical records: system documentation, security and access logs, backups.
• Customer Data held in RPM on customers' behalf — requests for these must go to the customer concerned, which is the responsible party.

7. Processing of personal information

The purposes, categories of people and information, recipients, cross-border transfers and security measures are set out in the Privacy Statement, Data Processing Terms and Cybersecurity Statement and Disclaimer, which form part of this manual.

8. How to request a record

1. Complete Form 2 (Request for Access to Record), available from the Information Regulator, and send it to the Information Officer by email.
2. Give enough detail to identify the record, say which right you are exercising or protecting and why the record is needed, and how you want access.
3. Pay the prescribed request fee where it applies (requesters seeking their own personal information pay none), and any access fee we notify.
4. We will decide within 30 days, which may be extended once by up to 30 days as PAIA allows, and give reasons for any refusal.

We may refuse access on the grounds in Chapter 4 of Part 3 of PAIA — for example to protect other people's privacy, commercial information or confidential information of third parties. You may challenge a refusal by complaint to the Information Regulator or application to court.