PAIA manual

1. Company details

• Name: ETASCO (Pty) Ltd
• Registration number: 2021/393820/07
• Registered office: 18 Populier Street, Kanonkop, Middelburg, 1055
• Phone: 083 457 3899
• Email: admin@etasco.co.za
• Website: etasco.co.za

2. Information Officer

Requests for access to records go to our Information Officer:

• Information Officer: Egan Tarr, Director
• Email: admin@etasco.co.za
• Phone: 083 457 3899
• Registered office: 18 Populier Street, Kanonkop, Middelburg, 1055

3. The Information Regulator's guide

The Information Regulator publishes a guide on how to use PAIA and POPIA, in every official language. It explains how to request access to records and what you can do if a request is refused. You can get it from the Regulator's website or office:

• Website: inforegulator.org.za
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Phone: 010 023 5200 (toll-free 0800 017 160)
• General enquiries: enquiries@inforegulator.org.za
• POPIA complaints: POPIAComplaints@inforegulator.org.za
• PAIA complaints: PAIAComplaints@inforegulator.org.za

4. Records available without a request

Information published on this website, including our services, prices and Privacy policy, is freely available without a PAIA request. We haven't published a formal notice of other categories of records that are automatically available.

5. Records kept under other laws

Where they apply to us, we keep records as required by laws including:

• Companies Act 71 of 2008
• Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011
• Basic Conditions of Employment Act 75 of 1997 and Labour Relations Act 66 of 1995
• Unemployment Insurance Act 63 of 2001
• Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Consumer Protection Act 68 of 2008
• Electronic Communications and Transactions Act 25 of 2002
• Protection of Personal Information Act 4 of 2013

6. Categories of records we hold

• Company records: incorporation documents, registers, minutes and resolutions
• Financial and tax records: accounting records, invoices, bank statements and tax returns
• Client records: enquiries, quotes, agreements, change requests, project files and correspondence
• Supplier records: agreements, invoices and correspondence with suppliers and service providers
• Staff and contractor records: contracts and payroll records, where applicable
• Website and IT records: website content, form submissions and system logs

7. How we process personal information

Purposes

We process personal information to respond to enquiries and prepare quotes, to deliver and manage client work, to manage suppliers and staff, to meet legal, tax and accounting obligations, and to keep our systems secure.

Categories of people and information

• Prospective clients and website visitors: name, company, contact details and project details
• Clients: contact details, project information, agreements and billing details
• Suppliers and service providers: company and contact details, banking and tax details
• Staff and contractors: identity, contact, employment, banking and tax details

Who may receive it

Service providers who help us run the business, such as website and email hosting, database, accounting and banking providers, as well as professional advisers, and authorities where the law requires it.

Information sent across borders

Some service providers store data outside South Africa. For example, our website enquiry database is in the European Union. We only use providers bound by laws or agreements that protect personal information to the standard section 72 of POPIA requires.

Security measures

Encrypted connections, access limited to authorised people, password-protected systems, databases closed to the public internet, and reputable service providers with their own security controls.

8. How to request access to a record

1. Complete Form 2, "Request for access to record", from Annexure A to the PAIA Regulations (GN R757 of 27 August 2021). It's available from the Information Regulator's website, or from us on request.
2. Email the form to our Information Officer at admin@etasco.co.za.
3. Include proof of your identity, and of your authority if you're asking on someone else's behalf.
4. Describe the records you want clearly, say how you'd like to receive them, and explain which of your rights the records are needed to protect or exercise.
5. Pay the request fee, unless you're asking for your own personal information.

We'll decide on your request within 30 days of receiving it. If the request involves a large number of records or needs consultation, we may extend this by up to 30 more days, and we'll tell you if we do.

PAIA allows, and in some cases requires, us to refuse access, for example to protect another person's privacy, confidential commercial information, or legally privileged records. If we refuse, we'll give you our reasons.

9. Fees

These are the fees for private bodies set by the PAIA Regulations 2021:

If searching for and preparing the records will take more than six hours, we may ask for a deposit of one third of the access fee before we start.

10. If you're unhappy with our decision

ETASCO is a private body, so there is no internal appeal. If your request is refused, or you're not satisfied with our response, you may complain to the Information Regulator (details in section 3) or apply to a court within 180 days of our decision.

11. Availability of this manual

This manual is available on our website, and a copy can be requested from our Information Officer. We review it regularly and update it when our records or processes change.