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PAIA Manual
Promotion of Access to Information Act 2 of 2000 (as amended), Section 51.
1. Introduction
Ops-Ease (Pty) Ltd is a registered South African company that supplies construction services, IT hardware and support, and general supplies to private businesses and public entities across South Africa.
This Manual is published in compliance with Section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA"), which requires private bodies to make available a guide describing the categories of records they hold and the procedures by which a person may request access to those records.
TA Mkabela has been appointed as the Information Officer of Ops-Ease (Pty) Ltd, responsible for overseeing compliance with both PAIA and the Protection of Personal Information Act 4 of 2013 ("POPIA"). The Information Officer is registered with the Information Regulator.
Purpose of this Manual: to give effect to your constitutional right of access to information held by Ops-Ease, as protected under Section 32 of the Constitution of the Republic of South Africa, 1996.
2. Contact details
Information Officer, Ops-Ease (Pty) Ltd
- Name
- TA Mkabela
- Capacity
- Chief Operations Officer and Information Officer
- info@ops-ease.co.za
- Telephone and WhatsApp
- +27 10 500 9426
- Physical address
- Thornhill Office Park, 94 Bekker Road, Midrand, Gauteng, South Africa
- Website
- www.ops-ease.co.za
3. Guide on how to use PAIA
A guide explaining how to exercise your rights under PAIA and POPIA is available from the Information Regulator of South Africa. The guide is published in all eleven official languages.
Information Regulator of South Africa
- Address
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
- Website
- www.inforegulator.org.za
- General enquiries
- enquiries@inforegulator.org.za
- PAIA complaints
- PAIAComplaints@inforegulator.org.za
- Telephone
- 010 023 5200
4. Records available without a formal request
The following records are publicly available and may be accessed without submitting a formal PAIA request:
- All content published on www.ops-ease.co.za, including service descriptions
- This PAIA Manual and its associated PAIA Form 2
- Our POPIA Privacy Policy
- Our B-BBEE compliance certificate (available on request)
5. Records held in terms of other legislation
Ops-Ease maintains records as required under the following legislation (non-exhaustive):
- Basic Conditions of Employment Act 75 of 1997
- Broad-Based Black Economic Empowerment Act 53 of 2003
- Companies Act 71 of 2008
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Construction Industry Development Board Act 38 of 2000
- Electronic Communications and Transactions Act 25 of 2002
- Employment Equity Act 55 of 1998
- Income Tax Act 58 of 1962
- Labour Relations Act 66 of 1995
- National Building Regulations and Building Standards Act 103 of 1977
- Occupational Health and Safety Act 85 of 1993
- Protection of Personal Information Act 4 of 2013
- Promotion of Access to Information Act 2 of 2000
- Value Added Tax Act 89 of 1991
6. Subjects and categories of records held
Corporate and governance records
- Company registration documents and Memorandum of Incorporation
- Director and shareholder resolutions
- Operational policies and procedures
- B-BBEE compliance documentation
- CIDB registration records
Financial records
- Annual financial statements and management accounts
- Tax returns and SARS correspondence
- Invoices, payment records, debtor and creditor ledgers
Human resource records
- Employment contracts and HR correspondence
- Leave, payroll and remuneration records
- Skills development and training records
- Employment Equity reports where applicable
Customer and project records
- Quotations, tender submissions and supplier documentation
- Purchase orders, delivery notes and invoices
- Contracts and service agreements
- Site, installation and completion records
- Customer contact persons and delivery details
Supplier and subcontractor records
- Supplier and subcontractor agreements
- Compliance documentation received from suppliers and subcontractors
- Price lists and supplier correspondence
Information technology and systems
- Software licences and system access records
- Cybersecurity policies and access logs
- Domain and website registrations
Insurance and asset records
- Professional indemnity and public liability cover
- Asset registers and equipment records
7. Processing of personal information under POPIA
Ops-Ease processes personal information in order to:
- Supply construction services, IT hardware and support, and general supplies to customers
- Prepare quotations, tender submissions and supporting documentation
- Process orders, deliveries, payments and billing records
- Manage relationships with suppliers and subcontractors
- Fulfil employment and human resources obligations
- Comply with statutory and regulatory requirements, including tax, B-BBEE and CIDB obligations
- Maintain internal security, IT systems and administrative records
Categories of data subjects
| Data subject category | Personal information processed |
|---|---|
| Customer contact persons | Name, job title, organisation, email address, telephone number, delivery address |
| Suppliers and subcontractors | Entity name, registration number, contact person details, compliance documents, banking details for payment |
| Employees | Identity information, employment details, payroll data, leave records, performance information |
| Website visitors | IP address, browser type, session data, contact form submissions |
Security safeguards
Ops-Ease has implemented the following measures to protect personal information in its possession:
- Encrypted document storage and secure file transmission
- Role-based access controls with password protection
- Multi-factor authentication on cloud and remote systems
- Confidentiality undertakings from all staff and service providers
- Secure destruction of records upon expiry of retention periods
- Regular review of security practices and incident response procedures
8. Request procedure
Any person wishing to access a record held by Ops-Ease must follow the procedure below. All requests must be submitted using PAIA Form 2, available on request from info@ops-ease.co.za or from the Information Regulator's website, www.inforegulator.org.za.
- Complete PAIA Form 2 in full, including all required fields.
- Attach a certified copy of your ID, and proof of authority if acting on behalf of another person.
- Explain the right you seek to protect and why the record is necessary.
- Email the completed form to info@ops-ease.co.za with the subject "PAIA Request".
Your request must include:
- A clear description of the record(s) you are requesting access to
- A certified copy of your identity document or passport
- If acting on behalf of another person, written proof of authority (for example a Power of Attorney)
- Your preferred form of access: electronic copy, printed copy, or inspection in person
- The right you are seeking to exercise and the reason the record is required to protect that right
- Your preferred contact details for the response
Incomplete requests may be returned. A request that does not include enough information to identify the record or establish the requester's right to access may be returned with a request for clarification. The 30-day response period begins only once a complete request is received.
9. Response time
Ops-Ease will acknowledge receipt of your request within 3 business days and will provide a substantive response within 30 days of receiving a complete, valid request.
Where circumstances require additional time, this period may be extended by a further 30 days in accordance with Section 26(1) of PAIA. You will be notified in writing before the initial period expires, with reasons for the extension.
If we intend to refuse access to a record, you will be given written reasons and informed of your right to appeal or approach the Information Regulator.
10. Prescribed fees
Fees are prescribed by the Information Regulator and are subject to periodic amendment. The current prescribed fees are:
| Item | Fee |
|---|---|
| Request fee (to process your application) | R140.00 |
| Photocopy per A4 page | R2.00 per page |
| Printed copy (A4 page) | R2.00 per page |
| Electronic copy (CD or email) | R70.00 per CD / no charge for email |
| Inspection in person (per hour or part thereof) | R145.00 per hour |
| Deposit (where preparation exceeds 6 hours) | One-third of access fee in advance |
The request fee is payable before processing begins. Access fees are payable before the record is released. We will give you a fee notice before any charges are incurred.
Fees may be waived where the request is made by a data subject seeking access to their own personal information, or in other circumstances permitted by the Regulations.
11. Grounds for refusing access
Ops-Ease may refuse access to a record on grounds prescribed in PAIA, including but not limited to:
- The record contains personal information of a third party who has not consented to its disclosure
- Disclosure would constitute an unreasonable invasion of a third party's privacy
- The record is protected by legal professional privilege
- Disclosure would reveal confidential commercial information that could harm a third party's competitive position
- Disclosure would endanger the safety of an individual
- The record is subject to a court order or other legal restriction on disclosure
- Disclosure would jeopardise active legal proceedings to which Ops-Ease is a party
Where access is refused, we will give written reasons and advise you of your right to seek internal appeal or to approach the Information Regulator.
12. Availability of this Manual
This Manual is available:
- Online at www.ops-ease.co.za/paia-manual at no charge
- By email request to info@ops-ease.co.za
- In printed form at our offices, on request
This Manual will be reviewed and updated at intervals not exceeding three years, or sooner where required by changes to PAIA, POPIA or our business operations. Any amendments will be published on our website with an updated effective date.
Related documents: POPIA Privacy Policy and PAIA Form 2, Request for Access to Record (available on request from info@ops-ease.co.za).
TA Mkabela
Chief Operations Officer and Information Officer