PAIA manual and access requests — draft

Body and Information Officer

Body: [REGISTERED COMPANY NAME]. Registration: [COMPANY REGISTRATION NUMBER]. Head / Information Officer: [NAME / ROLE]. Deputy, if appointed: [DETAILS]. Postal and street address: [ADDRESSES]. Telephone: [OFFICIAL TELEPHONE]. Access and privacy email: [MONITORED PRIVACY EMAIL]. Website: commodexa.com. Manual approval and review date: [TO BE CONFIRMED].

Guide and request forms

The Information Regulator provides a guide on using PAIA and current prescribed forms. Use the current Form 2 for a request to access a record; do not use obsolete Form C templates. Identify the record, preferred access format, the right being exercised or protected and why the record is required. If acting for someone else, provide appropriate authority. The links below point to the Regulator rather than an unverified attachment.

Record categories

Proposed categories: corporate and governance records; website enquiries; account and organisation records; verification submissions and review outcomes; listings and quotes; deal documents and messages; settlement and accounting records; complaints; service-provider contracts; personnel records where applicable; and security/audit records. The operator must confirm what is actually held, in what form and under which legal requirements. Public website copy and public listings may be viewed without a formal request; private identity or trade records are not thereby public.

Records under legislation

Complete [RECORDS HELD UNDER EACH APPLICABLE ENACTMENT] with legal advice, including the applicable company, tax, employment, electronic-communications and privacy obligations. Do not list legislation as applicable merely because it appears in another business’s manual. The operator’s FICA status and any mineral-sector obligations require an explicit assessment.

Processing, fees and decisions

Submit the completed request to the confirmed Information Officer channel once supplied. The officer must assess identity, authority, statutory access grounds, third-party rights and any lawful refusal grounds. Applicable prescribed fees, notices, deadlines and extensions must be explained; these drafts do not create a blanket exemption or a new fee. An internal complaint is not a prerequisite for any independent remedy the law permits. A refusal should identify the applicable review, complaint or court route.

Personal information and availability

The Privacy Notice describes proposed data subjects, information categories, purposes, recipient groups, cross-border questions and security arrangements; these must be finalised alongside this manual. Make the completed manual available on the website and at the confirmed business premises as required. The officer must review changes to contacts, records, processors and systems. Current Regulator forms, guides and complaint channels are linked below.

Independent guidance and official channels

• Information Regulator: POPIA guidance and complaints
• Information Regulator: PAIA guidance and current forms
• POPIA prescribed forms
• Regulator eServices