PAIA Manual
1. Purpose of PAIA Manual
This manual is published in terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 (PAIA), as amended by the Protection of Personal Information Act, No. 4 of 2013 (POPIA). The purpose of PAIA is to promote the right of access to information, to foster a culture of transparency and accountability within CapeVista Optics (Pty) Ltd, and to give effect to the constitutional right of access to any information held by the state and any information that is held by another person and that is required for the exercise or protection of any rights.
This document outlines the types of records held by CapeVista Optics (Pty) Ltd and the formal procedure a requester must follow to request access to these records. It serves as a guide for the public, detailing our administrative procedures and the scope of our transparency obligations.
2. Company Details
CapeVista Optics (Pty) Ltd is a private company incorporated in accordance with the company laws of the Republic of South Africa. Our primary business is the online retail of prescription eyewear.
Company Name: CapeVista Optics (Pty) Ltd
Registration Number: 2024/183927/07
Registered Physical Address: 22 Bree Street, Cape Town City Centre, Cape Town, 8001, South Africa
Postal Address: PO Box 123, Cape Town, 8000
3. Information Officer Contact Details
In accordance with the Act, CapeVista has appointed an Information Officer to oversee compliance with PAIA and POPIA, and to handle all requests for access to records. All requests should be directed to the Information Officer.
Name of Information Officer: [Demo Name]
Email Address: [email protected]
Contact Number: +27 21 300 1846
4. Categories of Records Held by CapeVista
We maintain various categories of records to facilitate our business operations, comply with legal obligations, and serve our customers. Access to these records may be subject to the grounds of refusal stipulated in PAIA.
- Statutory and Company Records: Memorandum of Incorporation, registration documents, registers of directors, minute books, and share registers.
- Financial and Accounting Records: Annual financial statements, tax returns, accounting records, banking details, invoices, and receipts.
- Human Resources Records: Employment contracts, payroll records, disciplinary records, and leave registers (pertaining to our staff).
- Customer and Order Records (subject to strict POPIA confidentiality): Order histories, shipping details, communications, and highly sensitive prescription/optical data. Access to third-party personal information is generally refused to protect privacy.
- Website and IT Records: Terms and Conditions, Privacy Policy, Cookie Policy, software licenses, and IT infrastructure documentation.
5. Records Available Without a Formal Request
Certain records are automatically available to the public without the need to follow the formal PAIA request procedure. These include:
- All marketing and promotional materials published on our website.
- Our standard Terms and Conditions.
- Our Privacy Policy and Cookie Policy.
- Publicly available product information, lens specifications, and pricing.
6. Procedure for Requesting Access to Records
To request access to records that are not automatically available, a requester must comply with the procedural requirements set out in PAIA:
1. The requester must complete the prescribed Form 2 (available on the Information Regulator's website) and submit it to the Information Officer via the email address provided above.
2. The form must be filled out with sufficient detail to enable the Information Officer to identify the specific record(s) requested, the identity of the requester, and the form of access required.
3. The requester must state the specific right they are seeking to exercise or protect, and explain why the requested record is required for the exercise or protection of that right.
4. If the request is made on behalf of another person, the requester must submit proof of the capacity in which they are making the request, to the satisfaction of the Information Officer.
5. The requester must pay the prescribed request fee (if applicable) before the request will be processed.
7. Refusal of Access
CapeVista may, and in some instances must, refuse access to records on various grounds outlined in Chapter 4 of PAIA. These grounds include the mandatory protection of the privacy of a third party (including their medical/prescription information), the protection of commercial information of a third party, the protection of confidential information, and the protection of the commercial activities of CapeVista itself.
8. Information Regulator Contact Information
For further information on PAIA, or if you wish to lodge a complaint regarding our handling of a PAIA request, you may contact the Information Regulator of South Africa.
Website: https://inforegulator.org.za
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: P.O Box 31533, Braamfontein, Johannesburg, 2017
9. Availability and Updates of this Manual
This manual is available for inspection on our website and at our principal place of business. It is subject to periodic review and will be updated as necessary to reflect changes in legislation or our internal record-keeping structures.