Promotion of Access to Information Act (PAIA) Manual

Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act 2 of 2000) as amended.

Date of Compilation: 01/02/2026  |  Date of Update: 26/06/2026

Table of Contents

1. List of Acronyms and Abbreviations

  • "CEO" Chief Executive Officer
  • "DIO" Deputy Information Officer
  • "IO" Information Officer
  • "Minister" Minister of Justice and Correctional Services
  • "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 PAIA Manual

This PAIA Manual is useful for the public to:

  1. check the categories of records held by a body which are available without a person having to submit a formal PAIA request;
  2. have a sufficient understanding of how to make a request for access to a record of the body, by providing a description of the subjects on which the body holds records and the categories of records held on each subject;
  3. know the description of the records of the body which are available in accordance with any other legislation;
  4. access all the relevant contact details of the Information Officer and Deputy Information Officer who will assist the public with the records they intend to access;
  5. know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;
  6. know if the body will process personal information, the purpose of processing of personal information and the description of the categories of data subjects and of the information or categories of information relating thereto;
  7. know the description of the categories of data subjects and of the information or categories of information relating thereto;
  8. know the recipients or categories of recipients to whom the personal information may be supplied;
  9. know if the body has planned to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and
  10. know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

3. Company Details

Name: Ekankosi Group (Pty) Ltd.
Reg No: 2025/696626/07
Information Officer: Simthandile Nkosi
Address: 10 Krohn Road, Cambridge, East London, Eastern Cape, 5247
Email: info@ekankosi.co.za
Website: www.ekankosi.co.za

4. Guide on How to Use PAIA and How to Obtain Access to the Guide

  1. The Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA ("Guide"), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA.
  2. The Guide is available in each of the official languages and in braille.
  3. The aforesaid Guide contains the description of:
    • the objects of PAIA and POPIA;
    • the postal and street address, phone and fax number and, if available, electronic mail address of the Information Officer of every public body, and every Deputy Information Officer of every public and private body designated in terms of section 17(1) of PAIA and section 56 of POPIA;
    • the manner and form of a request for access to a record of a public body contemplated in section 11; and access to a record of a private body contemplated in section 50;
    • the assistance available from the IO of a public body in terms of PAIA and POPIA;
    • the assistance available from the Regulator in terms of PAIA and POPIA;
    • all remedies in law available regarding an act or failure to act in respect of a right or duty conferred or imposed by PAIA and POPIA, including the manner of lodging an internal appeal; a complaint to the Regulator; and an application with a court against a decision by the information officer of a public body, a decision on internal appeal or a decision by the Regulator or a decision of the head of a private body;
    • the provisions of sections 14 and 51 requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual;
    • the provisions of sections 15 and 52 providing for the voluntary disclosure of categories of records by a public body and private body, respectively;
    • the notices issued in terms of sections 22 and 54 regarding fees to be paid in relation to requests for access; and
    • the regulations made in terms of section 92.
  4. Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Regulator, during normal working hours.
  5. The Guide can also be obtained upon request to the Information Officer; or from the website of the Regulator (https://www.justice.gov.za/inforeg/).
  6. A copy of the Guide is also available in the following two official languages, for public inspection during normal office hours: IsiXhosa and English.

5. Categories of Records Available Without Request

Website content, public brochures.

6. Records Available in Accordance with Other Legislation

  • CIPC: Memorandum of Incorporation
  • SARS: Tax records
  • PAIA: PAIA Manual

7. Description of Subjects and Categories of Records Held

  • Business: Meeting minutes, registers
  • Personnel: Employee records
  • Client: Contracts, invoices
  • Operational: PLC programs, engineering docs

8. Processing of Personal Information

  1. Purpose of Processing Personal Information: Record Keeping
  2. Description of the categories of Data Subjects and of the information or categories of information relating thereto:
    • Customers / Clients: Name, address, Company registration numbers
    • Service Providers: Names, registration number, vat numbers, address, trade secrets and bank details.
    • Employees: Address, qualifications, gender and race.
  3. The recipients or categories of recipients to whom the personal information may be supplied:
    • Identity number and names, for criminal checks: South African Police Services
    • Qualifications, for qualification verifications: South African Qualifications Authority
    • Credit and payment history, for credit information: Credit Bureaus
  4. Planned transborder flows of personal information:
    • Information stored on accounting software servers: Intuit Quick Books.
    • Cloud Services: Microsoft One Drive, Google Drive, MEGA Encrypted Cloud.
  5. General description of Information Security Measures to be implemented by the responsible party to ensure the confidentiality, integrity and availability of the information:
    • Anti Malware and Anti Virus software in use
    • Use reputable service providers for cloud storage

9. Availability of Manual

  1. A copy of the Manual is available:
    • on www.ekankosi.co.za;
    • at the head office of Ekankosi Group (PTY) Ltd. for public inspection during normal business hours;
    • to any person upon request and upon the payment of a reasonable prescribed fee; and
    • to the Information Regulator upon request.
  2. A fee for a copy of the Manual, as contemplated in annexure B of the Regulations, shall be payable per each A4-size photocopy made.

10. Grounds for Refusal

Confidentiality, third-party rights, etc. (PAIA Sections 63–70).

11. Remedies

Appeal to Information Regulator.

12. Updating of the Manual

The information officer of Ekankosi Group (PTY) Ltd. will on a regular basis update this manual.

Issued by: Mr. Simthandile Nkosi
Director / Information Officer

Uluhlu lwezihloko

1. Uluhlu lwamaSishwankathelo namaFinyezo

  • "CEO" IGosa eliPhezulu leNkampani
  • "DIO" iGosa eliSekela loLwazi
  • "IO" iGosa loLwazi
  • "Minister" uMphathiswa wezoBulungisa neeNkonzo zoLuleko
  • "PAIA" uMthetho wokuFikelela kuLwazi, uNombolo 2 ka-2000 (njengoko ulungisiweyo)
  • "POPIA" uMthetho woKhuselo lweNgcaciso yoBuqu, uNombolo 4 ka-2013
  • "Regulator" uMlawuli woLwazi
  • "Republic" iRiphablikhi yoMzantsi Afrika

2. Injongo yeNcwadana ye-PAIA

Le Ncwadana ye-PAIA iluncedo kuluntu ukuze:

  1. ijonge iindidi zeerekhodi ezigcinwa liqumrhu ezifumanekayo ngaphandle kokuba umntu engenise isicelo esisesikweni se-PAIA;
  2. ibe nokuqonda okwaneleyo kwendlela yokwenza isicelo sokufikelela kwirekhodi yequmrhu, ngokunika inkcazo yezihloko ekugcinwe kuzo iirekhodi kunye neendidi zeerekhodi ezigcinwe kwisihloko ngasinye;
  3. yazi inkcazo yeerekhodi zequmrhu ezifumaneka ngokweminye imithetho;
  4. ifikelele kuzo zonke iinkcukacha zokunxibelelana zeGosa loLwazi kunye neGosa eliSekela loLwazi eliza kunceda uluntu ngeerekhodi ezifuna ukufikelela kuzo;
  5. yazi inkcazo yesikhokelo sokuyisebenzisa i-PAIA, njengoko ihlaziywe nguMlawuli woLwazi nendlela yokufikelela kuso;
  6. yazi ukuba iqumrhu liza kusebenzisa na iingcaciso zobuqu, injongo yokusetyenzwa kwengcaciso yobuqu kunye nenkcazo yeendidi zabantu ekugcinwa iingcaciso zabo kunye neengcaciso okanye iindidi zeengcaciso ezinxulumene noko;
  7. yazi inkcazo yeendidi zabantu ekugcinwa iingcaciso zabo kunye neengcaciso okanye iindidi zeengcaciso ezinxulumene noko;
  8. yazi abamkeli okanye iindidi zabamkeli abanokuthi iingcaciso zobuqu zihanjiswe kubo;
  9. yazi ukuba iqumrhu liceba ukudlulisa okanye ukusebenzisa iingcaciso zobuqu ngaphandle kweRiphablikhi yoMzantsi Afrika kunye nabamkeli okanye iindidi zabamkeli abanokuthi iingcaciso zobuqu zihanjiswe kubo; kwaye
  10. yazi ukuba iqumrhu linamanyathelo akhuselekileyo okugcina imfihlo, ukuthembeka kunye nokufumaneka kweengcaciso zobuqu eziza kusetyenzwa.

3. Iinkcukacha zeNkampani

Igama: Ekankosi Group (Pty) Ltd.
Inombolo yoBhaliso: 2025/696626/07
iGosa loLwazi: Simthandile Nkosi
Idilesi: 10 Krohn Road, Cambridge, East London, Eastern Cape, 5247
I-imeyile: info@ekankosi.co.za
Iwebhusayithi: www.ekankosi.co.za

4. Isikhokelo sokuSebenzisa i-PAIA nokuFumanisa esi Sikhokelo

  1. uMlawuli woLwazi, ngokwecandelo 10(1) le-PAIA, njengoko lulungisiweyo, uye wahlaziya kwaye wenza ukuba isiKhokelo esihlaziyiweyo sendlela yokusebenzisa i-PAIA ("isiKhokelo") sifumaneke, ngendlela ekulula ukuyiqonda nangendlela, njengoko kunokufuneka ngumntu onqwenela ukusebenzisa naliphi na ilungelo eliqwalaselwe kwi-PAIA nakwi-POPIA.
  2. esiKhokelo sifumaneka kuzo zonke iilwimi zaseburhulumenteni nakwibrhayili.
  3. esi siKhokelo sinenkcazo ye:
    • iinjongo ze-PAIA ne-POPIA;
    • idilesi yeposi neyesitrato, inombolo yefowuni neyefeksi, kwaye, ukuba ikhona, idilesi ye-imeyile yeGosa loLwazi lawo onke amaqumrhu karhulumente, kunye nawo onke amaGosa aSekela oLwazi awo onke amaqumrhu karhulumente nawabucala anyongwe ngokwecandelo 17(1) le-PAIA kunye necandelo 56 le-POPIA;
    • indlela kunye nefom yesicelo sokufikelela kwirekhodi yequmrhu likarhulumente njengoko kuqwalaselwe kwiCandelo 11; kunye nokufikelela kwirekhodi yequmrhu labucala njengoko kuqwalaselwe kwiCandelo 50;
    • uncedo olufumaneka kwiGosa loLwazi lequmrhu likarhulumente ngokwe-PAIA ne-POPIA;
    • uncedo olufumaneka kuMlawuli woLwazi ngokwe-PAIA ne-POPIA;
    • zonke iindlela zonyango ezisemthethweni ezikhoyo malunga nesenzo okanye ukusilela ukwenza ngokubhekiselele kwilungelo okanye uxanduva olunikezelweyo okanye olumiselweyo yi-PAIA ne-POPIA, kubandakanywa indlela yokufaka isibheno sangaphakathi; isikhalazo kuMlawuli woLwazi; kunye nesicelo enkundleni malunga nesigqibo segosa lolwazi lequmrhu likarhulumente, isigqibo kwisibheno sangaphakathi okanye isigqibo kuMlawuli woLwazi okanye isigqibo sentloko yequmrhu labucala;
    • izibonelelo zamacandelo 14 no-51 ezifuna iqumrhu likarhulumente nelabucala, ngokulandelelanayo, ukuba liqulunqe incwadana, kunye nendlela yokufumana incwadana;
    • izibonelelo zamacandelo 15 no-52 ezibonelela ngokuchazwa ngokuzithandela kweendidi zeerekhodi liqumrhu likarhulumente nelabucala, ngokulandelelanayo;
    • izaziso ezikhutshwe ngokwamacandelo 22 no-54 malunga neentlawulo ekufuneka zihlawulwe ngokubhekiselele kwizicelo zokufikelela; kwaye
    • imigaqo eyenziwe ngokwecandelo 92.
  4. Amalungu oluntu angahlola okanye enze iikopi zesiKhokelo kwiiofisi zamaqumrhu karhulumente nabucala, kubandakanywa neofisi yoMlawuli woLwazi, ngexesha leeyure zokusebenza eziqhelekileyo.
  5. esiKhokelo sikwafumaneka ngokwenza isicelo kwiGosa loLwazi; okanye kwiwebhusayithi yoMlawuli woLwazi (https://www.justice.gov.za/inforeg/).
  6. Ikopi yesiKhokelo ikwafumaneka kwezi lwimi zimbini zisesemthethweni, ukuze ihlolwe luluntu ngexesha leeyure zokusebenza eziqhelekileyo: isiXhosa nesiNgesi.

5. Iindidi zeeRekhodi ezifumanekayo ngaphandle kwesicelo

Umxholo wewebhusayithi, iincwadana zolwazi zikawonke-wonke.

6. Iirekhodi ezifumaneka ngokweminye imiThetho

  • CIPC: iMemoramdum yoMbeko
  • SARS: iirekhodi zerhafu
  • PAIA: iNcwadana ye-PAIA

7. Inkcazo yezihloko kunye neendidi zeerekhodi ezigcinwe yi-Ekankosi Group

  • Ishishini: iingxelo zentlanganiso, iirejista
  • Abasebenzi: iirekhodi zabasebenzi
  • Abathengi: izivumelwano, ii-invoyisi
  • UkuSebenza: iinkqubo ze-PLC, amaxwebhu obunjineli

8. Ukusetyenzwa kweNgcaciso yoBuqu

  1. Injongo yokuSetyenzwa kweNgcaciso yoBuqu: ukuGcina iirekhodi
  2. Inkcazo yeendidi zabantu ekugcinwa iingcaciso zabo kunye neengcaciso okanye iindidi zeengcaciso ezinxulumene noko:
    • Abathengi / Abaxhasi: igama, idilesi, iinombolo zokubhaliswa kwenkampani
    • Ababoneleli ngeenkonzo: amagama, inombolo yokubhalisa, iinombolo ze-VAT, idilesi, iimfihlo zorhwebo kunye neenkcukacha zebhanki.
    • Abasebenzi: idilesi, iziqiinisekiso, isini kunye nobuhlanga.
  3. Abamkeli okanye iindidi zabamkeli abanokuthi iingcaciso zobuqu zihanjiswe kubo:
    • Inombolo yesazisi kunye namagama, kwiitshekhi zolwaphulo-mthetho: amaPolisa aseMzantsi Afrika
    • iziqiinisekiso, kwiitshekhi zokuqinisekiswa kweziqiinisekiso: uMbutho weziQiinisekiso woMzantsi Afrika
    • Imbali yetyala kunye nentlawulo, kulwazi lwetyala: iiBureaux zeTyala
  4. Ukudluliswa kweengcaciso zobuqu okucwangcisiweyo ngaphandle kwelizwe:
    • Ulwazi olugcinwe kwiiseva zesoftwe yokubala-imali: Intuit Quick Books.
    • iiNkonzo zeMafu: Microsoft One Drive, Google Drive, MEGA Encrypted Cloud.
  5. Inkcazo jikelele yamaManyathelo oKhuseleko loLwazi aza kuphunyezwa liqumrhu elinoxanduva ukuqinisekisa imfihlo, ukuthembeka kunye nokufumaneka kolwazi:
    • Kusetyenziswa isoftwe yokulwa ne-Malware ne-Anti Virus
    • Kusetyenziswa ababoneleli ngeenkonzo abathembekileyo bokugcina kumafu

9. Ukufumaneka kwale Ncwadana

  1. Ikopi yale Ncwadana iyafumaneka:
    • kwi www.ekankosi.co.za;
    • kwiofisi enkulu ye-Ekankosi Group (PTY) Ltd. ukuze ihlolwe luluntu ngexesha leeyure zokusebenza eziqhelekileyo;
    • nakubani na umntu xa ecela kwaye ehlawula umrhumo ofanelekileyo omiselweyo; kwaye
    • kuMlawuli woLwazi xa ecela.
  2. Umrhumo wekopi yale Ncwadana, njengoko kuqwalaselwe kwisiHlomelo B seMigaqo, uya kuhlawulwa ngekopi nganye ye-A4 eyenziweyo.

10. Izizathu zokuKwala

Imfihlo, amalungelo abantu besithathu, njl.njl. (amaCandelo 63–70 e-PAIA).

11. Amayeza oMthetho

Isibheno kuMlawuli woLwazi.

12. UkuHlaziywa kwale Ncwadana

IGosa loLwazi le-Ekankosi Group (PTY) Ltd. liza kuyihlaziya rhoqo le ncwadana.

Ikhutshwe ngu: Mnu. Simthandile Nkosi
uMlawuli / iGosa loLwazi