PAIA Manual

1. Introduction

This Information Manual ("Manual") is published in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 ("PAIA") and is intended to inform requesters of the procedures and grounds for requesting access to records held by Trade-Marc ("the Company"). This Manual also addresses the Company's obligations under the Protection of Personal Information Act, 4 of 2013 ("POPIA").

2. Company Details

• Legal name: Trade-Marc
• Company registration number: [Insert registration number]
• Business address: 4 Rehan Park (Lower Level), 3 Garlicke Drive, Ballito, KwaZulu-Natal, South Africa
• Postal address: [Insert postal address]
• Telephone: 032 061 1182
• Email: info@trade-marc.co.za
• Website: www.trade-marc.co.za

3. Registration Information

Trade-Marc is a South African private company duly registered in terms of the Companies Act, 71 of 2008. The Company operates as a pre-owned motor vehicle dealership and finance facilitation business.

4. Contact Details

All requests for access to information held by the Company, and all POPIA-related enquiries, should be directed to the Information Officer.

5. Information Officer

• Name: [Insert Information Officer name]
• Position: [Insert position, e.g. Managing Director / Compliance Officer]
• Telephone: 032 061 1182
• Email: info@trade-marc.co.za

6. Deputy Information Officer

The Company may appoint a Deputy Information Officer to assist with the handling of requests. Where appointed, the Deputy Information Officer's details are:

• Name: [Insert Deputy Information Officer name, if applicable]
• Email: [Insert email, if applicable]

7. Guide from the Information Regulator

The Information Regulator has compiled a guide in terms of Section 10 of PAIA to assist persons wishing to exercise their rights under the Act. The guide is available on the Information Regulator's website at www.inforegulator.org.za, and may also be requested from the Information Regulator at:

• Information Regulator (South Africa)
• JD House, 33 Stiemens Street, Braamfontein, Johannesburg, 2001
• PO Box 31533, Braamfontein, 2017
• Email: inforeg@inforegulator.org.za

8. Applicable Legislation

The Company holds records in accordance with, among others, the following legislation:

• Promotion of Access to Information Act, 2 of 2000
• Protection of Personal Information Act, 4 of 2013
• Companies Act, 71 of 2008
• Consumer Protection Act, 68 of 2008
• National Credit Act, 34 of 2005
• Electronic Communications and Transactions Act, 25 of 2002
• Income Tax Act, 58 of 1962 and the Tax Administration Act, 28 of 2011
• Value-Added Tax Act, 89 of 1991
• Occupational Health and Safety Act, 85 of 1993
• Labour Relations Act, 66 of 1995

9. Categories of Records Held

The Company holds records in the following categories:

• Company registration and statutory records.
• Financial and accounting records.
• Tax records.
• Customer and finance application records.
• Vehicle sales and purchase records.
• Supplier and contractual records.
• Employee records (where applicable).
• IT, security, and website records.
• Marketing and communications records.

10. Records Available Without a PAIA Request

The following records are publicly available without the need to submit a formal PAIA request:

• Information published on the Company's Website.
• Publicly available marketing material and vehicle listings.
• The Company's public legal notices, including this Manual.

11. Records Available Upon Request

Records held by the Company that are not publicly available may be requested in accordance with the procedure set out below. Access to records is subject to the grounds for refusal set out in PAIA and the protection of personal information under POPIA.

12. Request Procedures

To request access to a record, a requester must:

• Complete the prescribed PAIA request form (Form C), available from the Information Regulator or the Company.
• Provide sufficient particulars to enable the Company to identify the record requested and the requester.
• Indicate which right is to be exercised or protected and why the record is required.
• Submit the request to the Information Officer at the contact details listed above.

The Company will respond to the request within 30 days of receipt. If the request is extensive, the period may be extended by a further 30 days, and the requester will be notified accordingly.

13. Fees

The Company may charge the prescribed fees for processing a request, reproducing records, and for the time reasonably required to search for and prepare the record, in accordance with the fees prescribed under PAIA. A request fee and an access fee may be payable. The requester will be informed of any fees before the request is processed.

14. Grounds for Refusal

Access to a record may be refused on grounds set out in Chapter 4 of PAIA, including where:

• The record contains personal information about a third party.
• The record contains commercial or confidential information of a third party.
• Disclosure would endanger the safety of individuals or the security of property.
• The record is privileged from production in legal proceedings.
• Access is prohibited or restricted under other legislation.

If a request is refused, the Company will provide written reasons for the refusal and inform the requester of their right to appeal or lodge a complaint with the Information Regulator.

15. POPIA Relationship

This Manual also serves to outline the processing of personal information by the Company in accordance with POPIA. The Information Officer is the designated contact for both PAIA and POPIA matters. Details of how personal information is processed are set out in the Company's Privacy Policy.

15.1 Processing of Personal Information

The Company processes personal information for purposes including customer communication, finance application facilitation, marketing (where consented), and compliance with legal obligations. Personal information is processed lawfully and in a manner that protects the rights of data subjects. Retention periods and security measures are described in the Privacy Policy.

16. Availability of this Manual

This Manual is available on the Company's Website and may be made available in printed form upon request. The Company will update this Manual from time to time in accordance with any changes to the law or the Company's practices.