PAIA Manual

SECTION 51 MANUAL FOR RADIANT PAINTS (PTY) LTD

This manual has been prepared in accordance with section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended) ("PAIA") and to address the requirements of the Protection of Personal Information Act 4 of 2013 ("POPIA").

1. LIST OF ACRONYMS AND ABBREVIATIONS

- CEO: Chief Executive Officer
- DIO: Deputy Information Officer
- IO: Information Officer
- PAIA: Promotion of Access to Information Act No. 2 of 2000 (as amended)
- POPIA: Protection of Personal Information Act No. 4 of 2013
- Regulator: Information Regulator
- Republic: Republic of South Africa

2. PURPOSE OF THE PAIA MANUAL

This PAIA Manual is intended to assist members of the public in:

- Checking the categories of records held by Radiant Paints (Pty) Ltd which are available without submitting a formal PAIA request.
- Understanding how to make a request for access to a record held by Radiant Paints (Pty) Ltd, including a description of the subjects on which records are held and the categories of records for each subject.
- Accessing details of records available in accordance with other South African legislation.
- Obtaining contact details for the Information Officer and any Deputy Information Officer who can assist with access to records.
- Learning about the guide on how to use PAIA, as updated by the Regulator, and how to obtain it.
- Understanding whether Radiant Paints (Pty) Ltd processes personal information, the purposes of such processing, categories of data subjects and related information.
- Knowing the categories of data subjects and the information relating to them.
- Identifying recipients or categories of recipients to whom personal information may be supplied.
- Determining if Radiant Paints (Pty) Ltd plans to transfer or process personal information outside the Republic and the relevant recipients.
- Confirming that appropriate security measures are in place to ensure the confidentiality, integrity, and availability of personal information processed.

3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF RADIANT PAINTS (PTY) LTD

3.1 Information Officer
Name: Managing Director (Acting as Information Officer)
Telephone: +27 67 927 2357
Email: info@radiantpaints.co.za

3.2 Deputy Information Officer
(No Deputy Information Officer has been designated at this time. All requests should be directed to the Information Officer.)

3.3 General Access to Information Contacts
Email: info@radiantpaints.co.za
Website: https://www.radiantpaints.co.za

3.4 Head Office
Postal Address: ​547 Aldo Drive, Rietvlei View Country Estate, Pretoria, 0181
Physical Address: 547 Aldo Drive, Rietvlei View Country Estate, Pretoria, 0181
Telephone: +27 67 927 2357
Email: info@radiantpaints.co.za
Website: https://www.radiantpaints.co.za

4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE

The Information Regulator has, in terms of section 10(1) of PAIA (as amended), updated and made available a revised Guide on how to use PAIA ("Guide") in an easily comprehensible form and manner. This Guide is available in all official languages and in braille.

The Guide describes:
- The objects of PAIA and POPIA.
- Contact details (postal, street address, phone, fax, and email if available) for the Information Officer of every public body and every Deputy Information Officer of public and private bodies designated under section 17(1) of PAIA and section 56 of POPIA.
- The manner and form for requesting access to records of public bodies (section 11) and private bodies (section 50).
- Assistance available from the Information Officer of a public body and from the Regulator under PAIA and POPIA.
- Remedies in law for acts or failures related to rights or duties under PAIA and POPIA, including lodging internal appeals, complaints to the Regulator, and court applications.
- Requirements for public and private bodies to compile manuals under sections 14 and 51, and how to access them.
- Provisions for voluntary disclosure of records under sections 15 and 52.
- Fees for requests under sections 22 and 54.
- Regulations under section 92.

Members of the public can inspect or copy the Guide at the offices of public and private bodies, including the Regulator's office, during normal working hours. The Guide can also be obtained:
- Upon request to the Information Officer.
- From the Regulator's website: https://inforegulator.org.za/.

A copy of the Guide is available in English and Afrikaans for public inspection during normal office hours.

5. CATEGORIES OF RECORDS AVAILABLE WITHOUT A FORMAL PAIA REQUEST

The following records are automatically available without a formal request. These may be accessed via the company website, by email request, or inspection at the head office.

| Category of Records | Types of Records | Available on Website | Available Upon Request |
| Marketing Materials | Brochures, product catalogues, price lists | X | X |
| Public Communications | Press releases, newsletters | X | X |
| Company Information | Annual reports (if published), company profile | X | X |

6. RECORDS AVAILABLE IN ACCORDANCE WITH OTHER LEGISLATION

Records are available in terms of the following South African legislation to the persons or entities specified therein:

- 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
- Consumer Protection Act 68 of 2008
- 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 Environmental Management Act 107 of 1998
- Occupational Health and Safety Act 85 of 1993
- Promotion of Access to Information Act 2 of 2000
- Protection of Personal Information Act 4 of 2013
- Skills Development Act 97 of 1998
- Skills Development Levies Act 9 of 1999
- Unemployment Insurance Act 63 of 2001
- Unemployment Insurance Contributions Act 4 of 2002
- Value Added Tax Act 89 of 1991

| Category of Records | Applicable Legislation |
| Memorandum of Incorporation | Companies Act 71 of 2008 |
| PAIA Manual | Promotion of Access to Information Act 2 of 2000 |
| Employment Contracts and Records | Basic Conditions of Employment Act 75 of 1997; Labour Relations Act 66 of 1995 |
| Tax Returns and Payments | Income Tax Act 58 of 1962; Value Added Tax Act 89 of 1991 |

7. DESCRIPTION OF SUBJECTS ON WHICH RECORDS ARE HELD AND CATEGORIES OF RECORDS

Radiant Paints (Pty) Ltd holds records on the following subjects and categories. Access is not automatic and is subject to PAIA grounds for refusal.

| Subjects | Categories of Records |
| Companies Act Records | Documents of incorporation; Memorandum of Incorporation; Minutes of Board meetings; Records of appointments (directors, auditors, etc.); Share register and statutory registers |
| Financial Records | Annual financial statements; Tax returns; Accounting records; Bank statements; Paid cheques; Electronic banking records; Asset register; Rental agreements; Invoices |
| Income Tax Records | PAYE records; Documents issued to employees for tax purposes; Records of payments to SARS; VAT records; Skills Development Levies; UIF; Workmen's Compensation |
| Personnel Documents and Records | Employment contracts; Employment Equity Plan; Medical aid records; Pension fund records; Disciplinary records; Salary records; SETA records; Disciplinary code; Leave records; Training records and manuals |
| Operational Records | Product development records; Supply chain and procurement agreements; Vendor lists; Health and safety reports; Environmental compliance records |
| Client and Supplier Records | Client contracts; Supplier agreements; Correspondence; Invoices and payment records |
| Marketing Records | Marketing strategies; Promotional materials; Market research |
| Information Technology Records | IT policies; Software licenses; System maintenance records |

8. PROCESSING OF PERSONAL INFORMATION (IN TERMS OF POPIA)

8.1 Purpose of Processing Personal Information
Radiant Paints (Pty) Ltd processes personal information for purposes including employment management, supplier and client relations, compliance with legal obligations (e.g., tax, employment equity), procurement, complaints handling, and marketing (with consent where required).

8.2 Categories of Data Subjects and Information
- Employees/Personnel: Name, contact details, ID number, employment history, health information, financial details.
- Clients/Customers: Name, contact details, billing information.
- Suppliers/Contractors: Name, contact details, banking details, company registration.
- Other Third Parties: Visitors' details for security.

8.3 Recipients of Personal Information
Personal information may be shared with statutory authorities (e.g., SARS, Department of Labour), service providers (e.g., auditors, IT providers), courts, or regulators, subject to POPIA compliance.

8.4 Planned Transborder Flows of Personal Information
Personal information may be transferred outside the Republic to international service providers (e.g., cloud storage), with appropriate safeguards ensuring equivalent data protection standards.

8.5 Security Measures
Radiant Paints (Pty) Ltd implements technical (e.g., firewalls, encryption) and organizational measures (e.g., access controls, staff training) to protect personal information from unauthorized access, loss, or damage.

9. HOW TO MAKE A REQUEST FOR ACCESS

Requests must be made using Form 2 (as prescribed in Government Notice No. R.757 dated 27 August 2021, available from the Regulator's website or Department of Justice). Submit to the Information Officer at the address, email, or telephone provided in section 3.

The request must:
- Provide sufficient details to identify the record and requester.
- Specify the form of access required (e.g., inspection, copy).
- Provide a postal address or fax number in the Republic.
- Identify the right to be exercised or protected and explain why the record is needed.
- If on behalf of another, provide proof of capacity.
- If requesting notification in another manner, specify details.

Proof of identity (e.g., certified ID copy) is required. Requests are processed within 30 days (extendable with notice). Fees include a request fee of R140 (non-personal requesters) and access fees (e.g., R2 per A4 photocopy, R145 per hour for search after the first). Estimates and deposits may apply. Refusals may occur to protect privacy, commercial confidentiality, or other grounds under PAIA Chapter 4. Third parties may be notified. No internal appeal; remedies include complaints to the Regulator or court applications.

For POPIA-specific requests (e.g., objection to processing, correction/deletion), use prescribed forms (e.g., Form 1 for objections, Form 2 for corrections) and submit to the Information Officer. Confirmation of held personal information is free upon proof of identity.

10. AVAILABILITY OF THE MANUAL

This manual is available for inspection free of charge at the head office during normal business hours, on the company website (https://www.radiantpaints.co.za), or upon request to the Information Officer.

11. UPDATING OF THE MANUAL

This manual will be reviewed and updated annually or as required by legislative changes.

Date of Compilation: 19 October 2025
Date of Revision: 19 October 2025

Questions about this PAIA manual, Cookie Policy, Privacy Policy, Terms and Conditions, or Return Policy? Reach us at:
- Email: info@radiantpaints.co.za
- Phone: 067 927 2357

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