PAIA Manual

Table of Contents

1. Introduction

Flex Space Managed Services (Pty) Ltd trading as Connect Space (hereafter “Connect Space”) is committed to the observance of and compliance with the directives of the South African Constitution and national legislation which endorse the key principles of good corporate governance, transparency and accountability.

The Promotion of Access to Information Act No. 2 of 2000 (PAIA) gives effect to carry out section 32 of the South African Constitution, which focuses on the right to access information i.e. everyone has the right of access to information held by the state or a private body to enforce a culture of transparency and accountability.

Section 51 of PAIA obliges private bodies to compile a manual to enable a person to obtain access to information held by such private body and stipulates the minimum requirements that the manual has to comply with.

This manual constitutes our PAIA manual. This manual is compiled in accordance with section 51 of PAIA as amended by the Protection of Personal Information Act, 2013 (POPIA). POPIA promotes the protection of personal information processed by public and private bodies, including certain conditions so as to establish minimum requirements for the processing of personal information. POPIA amends certain provisions of PAIA, balancing the need for access to information against the need to ensure the protection of personal information.

This PAIA manual also includes information on the submission of objections to the processing of personal information and requests to delete or destroy personal information or records thereof in terms of POPIA.

2. Availability of the Manual

This manual will be updated as required or when the relevant legislation changes. The latest copy of this manual is available upon request by emailing

3. CONNECT SPACE Contact Details

All requests for access to records in terms of PAIA must be in writing and must be addressed to:

Address: 2nd Floor, 102 Stephen Dlamini Road, Musgrave, Durban, 4001
Phone No.: +27 (0)31 576 0300

4. Guide of the South African Human Rights Commission

The South African Human Rights Commission (“SAHRC”) is mandated under PAIA to promote the right of access to information, monitor the implementation of PAIA, make recommendations to strengthen PAIA and to report annually to Parliament. The SAHRC has compiled a guide that contains information which would be reasonably required of any person wishing to exercise any rights set out in the Act. The guide is available in all the counties’ official languages and can be viewed at

Any enquiries regarding the above guide and its contents should be directed to:

The South African Human Rights Commission
PAIA Unit (the Research and Documentation Department)
Postal address: Private Bag 2700, Houghton, 2041
Telephone: +27 11 484-8300
Fax: +27 11 484-7146

5. Information Regulator

Any queries where you believe CONNECT SPACE has not adequately dealt with your request, or to lodge a complaint should be directed to:

The Information Regulator (South Africa)
Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal address: P.O Box 31533, Braamfontein, Johannesburg, 2017

6. Records Available in terms of any Other Legislation

CONNECT SPACE keeps information and records in accordance with the following legislation, which includes, but is not limited to the following:

1. The Constitution of the Republic of South Africa No.3 of 1994;
2. Companies Act No. 61 of 1973;
3. Consumer Protection Act No. 68 of 2008;
4. The Value-Added Tax Act No. 89 of 1991;
5. Income Tax Act No. 58 of 1962;
6. South African Revenue Services Act, 34 of 1997;
7. Basic Conditions of Employment Act No. 75 of 1997;
8. Employment Equity Act No. 55 of 1998;
9. Labour Relations Act No. 66 of 1995;
10. Promotion of Equality and Prevention of Unfair Discrimination Act No. 4 of 2000;
11. The Occupational Health and Safety Act No. 85 of 1993;
12. Skills Development Act No. 97 of 1998;
13. Skills Development Levies Act No. 9 of 1999;
14. Unemployment Insurance Contributions Act No. 4 of 2002;
15. Unemployment Insurance Fund Act No. 63 of 2001;
16. The Compensation for Occupational Injuries and Diseases Act No. 130 of 1993;
17. National Environment Management Act No. 107 of 1998;
18. Financial Intelligence Centre Act No. 38 of 2001;
19. Protected Disclosures Act No. 26 of 2000;
20. Electronic Communications and Transactions Act No. 25 of 2002.

From time to time, CONNECT SPACE may be required to comply with other legislation as a result of the products and services being provided to customers operating in different sectors.

7. Categories of Requestors

The capacity under which a Requestor makes a request for records defines the category in which the Requestor will fall into. There are four categories of Requestors:

• A Data Subject who makes requests about themselves;
• A Representative who makes a request on behalf of the Data Subject(s);
• A Third Party who requests information about a Data Subject; or
• A Public Body who requests information in the public interest.

8. Categories of Records held by CONNECT SPACE

This manual sets out a description of the subjects on which CONNECT SPACE holds records, and categories of records held on each subject (refer to Appendix B). These include operational records utilised in the day to day running and administration of the business. Access to the listed records /information per Appendix B does not guarantee access requests will be approved / granted.

9. Request Process

POPIA provides that a data subject may, upon proof of identity, request CONNECT SPACE to confirm, free of charge, all the information it holds about the data subject and may request access to such information, including information about the identity of third parties who have or have had access to such information. POPIA provides that a data subject may object, at any time, to the processing of personal information by CONNECT SPACE, on reasonable grounds relating to his/her particular situation, unless legislation provides for such processing.

A data subject may also request CONNECT SPACE to correct or delete personal information about the data subject in its possession or under its control that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully; or destroy or delete a record of personal information about the data subject that CONNECT SPACE is no longer authorised to retain in terms of POPIA's retention and restriction of records provisions. If a data subject that wishes to:

• Submit a data subject access request, must complete the form attached hereto as Appendix A.2:
• object to the processing of their personal information must complete the form attached hereto as Appendix C and;
• request a correction or deletion of personal information or the destruction or deletion of a record of personal information must complete the form attached hereto as Appendix D and submit it to the Information Officer. The purpose of this section is to provide directive and guidance on the process to follow when requesting information from CONNECT SPACE.
• The Requestor should contact CONNECT SPACE’s Information Officer to obtain guidance on the process to follow when sending documentation containing personal information. This includes application forms and proof of identification documents.
• The prescribed form must be used and completed to make the request for access to a record. The form can be downloaded from the Department of Justice website (refer to Appendix A.1).
• Proof of identification of the Requestor (and related third parties acting on behalf of the Requestor) must be provided on submitting the request form.
• The requester must specify the right that they are seeking to protect or that they wish to exercise and provide an explanation as to why the requested records are required for the protection or exercise of that right.
• If the request is made on behalf of another person, then proof is required of the capacity in which the requester is making the request.
• Proof of identity must be provided in the form of a certified copy of the Requestor’s and/or delegate’s identity document or passport via secure methods provided by the Information Officer in the initial correspondence.
• An initial response to a request will take approximately 30 days. The Information Officer may extend the period by an additional 30 days depending on the complexity of the request requirements.
• Please note that an application for access to information can be refused in the event that the application does not comply with the requirements of PAIA.
• The successful completion and submission of the access request does not automatically allow the Requestor access to the requested records.
• If access to a record/information is granted, the Requestor will be notified, and the notification will include the following:
→ An indication of the access fee that should be paid upon gaining access (if any).
→ An indication of the form in which the access will be granted.

• If access to a record/information is denied, the Requestor will be notified, and will include the following:
→ Adequate reasons for the refusal.
→ Process to appeal the refusal.

• Should the requester not be satisfied with the decision of the Information Officer, the Requester may apply to court for relief. In terms of PAIA, the said application must be made within 180 days after the decision has been made by the Information Officer.

10. Prescribed Request Fees

Prescribed fees were published by the Minister of Justice and Constitutional Development in the Government Gazette No. 23119, General Notice No. 187 of 15 February 2002. Please refer to Appendix E for CONNECT SPACE’s fee structure.

11. Information available in terms of POPIA

Information available in terms of POPIA In terms of POPIA, personal information must be processed for a specified purpose. The purpose for which data is processed by CONNECT SPACE's will depend on the nature of the data and the particular data subject. This purpose is ordinarily disclosed, explicitly or implicitly, at the time the data is collected. Please also refer to the CONNECT SPACE's Privacy Policy for further information.

Categories of personal information collected by CONNECT SPACE

CONNECT SPACE may collect information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to-

• information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language and birth of the person;
• information relating to the education or the medical, financial, criminal or employment history of the person;
• any identifying number, symbol, e-mail address, physical address, telephone number, location information, online identifier or other particular assignment to the person;
• the biometric information of the person;
• the personal opinions, views or preferences of the person;
• correspondence sent by the person that is implicitly or explicitly of a private or confidential nature or further correspondence that would reveal the contents of the original correspondence;
• the views or opinions of another individual about the person; and
• the name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person.

The purpose of processing personal information

In terms of POPIA, data must be processed for a specified purpose. The purpose for which data is processed by CONNECT SPACE will depend on the nature of the data and the particular data subject. This purpose is ordinarily disclosed, explicitly or implicitly, at the time the data is collected.

In general, personal information is processed for purposes of on-boarding clients and suppliers, service or product delivery, records management, security, employment and related matters. Please refer to our Privacy Policy for further details.

Categories of data subjects

CONNECT SPACE holds information and records on the following categories of data subjects:

• customers of CONNECT SPACE;
• employees / personnel of CONNECT SPACE;
• Independent contractors of CONNECT SPACE;
• suppliers of CONNECT SPACE; and
• any third party with whom CONNECT SPACE conducts business.

Categories of recipients to whom personal information may be supplied

Depending on the nature of the personal information, CONNECT SPACE may supply information or records to the following categories of recipients:

• statutory oversight bodies, regulators or judicial commissions of enquiry making a request for data;
• any court, administrative or judicial forum, arbitration, statutory commission, or ombudsman making a request for data or discovery in terms of the applicable rules;
• South African Revenue Services, or another similar authority;
• anyone making a successful application for access in terms of PAIA or POPIA; and
• subject to the provisions of POPIA and other relevant legislation, CONNECT SPACE may share information about a client’s creditworthiness with any credit bureau or credit providers industry association or other association for an industry in which CONNECT SPACE operates.

Transborder flows of personal information

CONNECT SPACE may need to transfer a data subject's information to service providers in countries outside South Africa, these countries may not have data-protection laws which are similar to those of South Africa. Where this is done, CONNECT SPACE do so in accordance with applicable laws

12. Appendices

Appendix A.1: PAIA Request Form

Appendix A.2: POPIA Data Subject Access Request Form

Data subject access request – Section 23
Regulations relating to the Protection of Personal Information, 2018

Appendix B: Record Categories


Documents of Incorporation

Memorandum of Incorporation

Minutes of Board of Directors Meetings

Appointment of Directors/Auditors/Secretaries

Public Officer and other Prescribed Officers

Share Register and other Statutory Registers

Management Reports

Strategic and Business Plans

Annual integrated Reports

Services and Products (incl. pricing)

Records held in compliance to specific legislation, regulations and codes


Annual Financial Statements

Tax Records (company and individual employees

Accounting Records

Banking Records Banking Statements

Paid Cheques

Electronic Bank Records

Asset Register

Rental Agreements


General Correspondence

Management Accounts and Records



Share Register

Financial Transactions

Purchase and Order Records

Banking Records


Financial Policies and Procedures

Risk Management Records

Internal Audit Records

Statutory Returns Records

Financial Policies and Procedures

Risk Management Records

Internal Audit Records

Statutory Returns Records


Pay As You Earn (PAYE) Records

Documents Issued to Employees for Income Tax

Payments to SARS on Behalf of Employees

Statutory Records


Employment Contracts

Employment Equity Plan (if applicable)

Medical Aid Records

Pension Fund Records

Salary Records

Disciplinary Records

Disciplinary Code

Leave Records

Training Records and Manuals

Identity Documents

Bank and Address Particulars

Background Check (criminal records, credit checks)

Life Cover and Provident fund: tax reference number and ID numbers of nominated beneficiaries


Environmental Assessments

Accident Investigation Reports

Safety Organizational Structures

Accident Investigation Reports

Information Relating to the Fire Systems

Machinery Tests Records

Contractor Agreements

CCTV Footage


Pricing Information

Sales Policies Procedures

Sales Forecasts

General Correspondence

Product Sales Records/ Statistics

Customer Complaints

Customer Information

Smartshopper Card Details


Information Relating to Freight Agents


Shipping Information

Delivery Plans

Policies and Procedures

General Correspondence

Customs Documentation


IT Policies and Procedures

Network Diagrams

Configuration Setups

User Manuals

System Performance Records

General Correspondence

Asset Registers - IT related hardware and software

User Awareness

Security Certifications

Privacy Program

Project Plans

Investment Plans and Budgets


Statistical Information on the Market

Strategic Marketing Campaign Documents

Customer Profiling / Purchase Information

Historical Records of Promotions

Information on Promotions, Products and Suppliers

Appendix C: POPIA Form 1


Appendix D: POPIA Form 2


Appendix E: Fees Payable

Request fees:
• Where a Requestor submits a request for access to information held by CONNECT SPACE relating to a person other than the Requestor, a request fee in the amount of R50.00 is payable up-front. Upon receipt of payment, CONNECT SPACE will further process the received request.
• If access to a record/s is granted by CONNECT SPACE, the Requestor may be required to pay an access fee for the search for, the preparation and for the re-production of the record/s. The access fees which apply are set out below.
• An access fee is payable in all instances where a request for access to information is granted, except in those instances where payment of an access fee is specially excluded in terms of PAIA or an exclusion is determined by the Minister in terms of Section 54 (8). This includes the following:
→ A single person whose annual income does not exceed R14,712.00; or
→ Married persons or a person and his/her life partner whose annual income does not exceed R27,192.00

• CONNECT SPACE, as a registered Private Body, will add VAT to all aforementioned fees in terms of the Value Added Tax (VAT) Act.
• A Requestor may lodge a complaint with a court of law against the payment of the request fee.
• All payments shall be made in the form of an Electronic Funds Transfer (EFT) to the CONNECT SPACE bank account. Banking details to be obtained from CONNECT SPACE’s Information Officer.

CONNECT SPACE is entitled to withhold a record until the required access fees have been paid. The applicable access fees which will be payable are:


Each photocopy of A4 sized part or a part thereof


Each photocopy of A4 sized page or part thereof held on a computer or in electronic or machine-readable form


Copy of a computer readable memory stick


Copy of a computer readable compact disc


Transcript copy of visual images of an A4 sized page or part thereof


Copy of visual images


Transcription of an audio record on an A4 sized page or part thereof


Copy of the audio record


Times reasonably spent to locate a record and preparation for the disclosure or part thereof

R30.00 per hour


Access to a record containing personal information of the Requestor


Any other access to a record as a public body made by a Requestor and another person other than the Requestor



Postage of a record to the Requestor


Courier of a record to the Requestor


• Where CONNECT SPACE receives a request for access to information held on a person other than the Requestor himself/herself and the Information Officer upon receipt of the request is of the opinion that the preparation of the required record/s of disclosure will take more than 6 (six) hours, a deposit is payable by the Requestor.
• The Requestor may make an application to Court to be exempted from the requirement to pay this deposit.
• If a deposit is made and access to the record/s requested is subsequently refused, the deposit will be repaid to the Requestor. The amount of the deposit is equal to a 1/3 (one third) of the amount of the applicable access fee.