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PAIA MANUAL

Promotion of Access to Information Act (PAIA) Manual

Issued in terms of Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA)

Last Updated: 18 December 2025

This PAIA Manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 ("PAIA") and the regulations thereto, and in line with the Protection of Personal Information Act, 4 of 2013 ("POPIA").

 

1. Introduction

Spheres Brand Consulting Emporium ("the Company") is a private body as defined in PAIA. This Manual provides an outline of the types of records held by the Company and the procedure to be followed by requesters seeking access to such records.

The purpose of this Manual is to promote transparency and accountability, while protecting personal and confidential information in accordance with applicable legislation.

 

2. Company Details

Name of Business: Spheres Brand Consulting Emporium
Business Type: Private Company / Sole Proprietorship / Small Business
Physical Address: Centurion
Postal Address: Centurion
Email Address: spheresemporium@gmail.com
Telephone Number: 068 178 8999

 

3. Information Officer

In accordance with PAIA and POPIA, the Information Officer responsible for compliance is:

Information Officer: Owner / Director – Spheres Brand Consulting Emporium
Email: spheresemporium@gmail.com

The Information Officer is responsible for:

  • Ensuring compliance with PAIA and POPIA

  • Processing access to information requests

  • Liaising with the Information Regulator

 

4. Records Automatically Available (Section 52)

The following records are automatically available and do not require a formal PAIA request:

  • Website content

  • Marketing and promotional materials

  • Publicly available company information

  • Published price lists or service descriptions (where applicable)

 

5. Records Available Upon Request

The Company may hold records in the following categories:

 

5.1 Company Records

  • Registration and statutory records

  • Business policies and procedures

  • Operational documentation

 

5.2 Client Records

  • Client contact details

  • Contracts, agreements, and correspondence

  • Project briefs and approvals

 

5.3 Financial Records

  • Invoices and payment records

  • Banking and accounting records

  • Tax-related documentation

 

5.4 Supplier & Third-Party Records

  • Supplier agreements

  • Service provider correspondence

  • Procurement documentation

 

5.5 Personnel Records (if applicable)

  • Employment agreements

  • Payroll and leave records

  • Contractor agreements

 

6. Records Held in Terms of Other Legislation

Records may be retained in accordance with, but not limited to, the following legislation:

  • Companies Act, 71 of 2008 (where applicable)

  • Basic Conditions of Employment Act, 75 of 1997

  • Income Tax Act, 58 of 1962

  • Value-Added Tax Act, 89 of 1991

  • Protection of Personal Information Act, 4 of 2013

 

7. Access to Records

Access to records will be granted in accordance with PAIA, subject to:

  • Protection of personal information

  • Commercial confidentiality

  • Legal privilege

  • Grounds for refusal as provided for in PAIA

The Company reserves the right to refuse access where permitted by law.

 

8. Request Procedure

A requester seeking access to records must:

  1. Submit a written request to the Information Officer

  2. Specify the record requested with sufficient detail

  3. Provide proof of identity where required

  4. Pay the prescribed request fee (if applicable)

Requests may be submitted electronically via email.

 

9. Request Fees

Fees are charged in accordance with the PAIA Regulations.

  • Request fees may apply for requests made by persons other than the data subject

  • Access fees may apply for reproduction, search, or preparation of records

A fee estimate will be provided prior to processing the request.

 

10. Grounds for Refusal of Access

Access to records may be refused on the grounds set out in PAIA, including but not limited to:

  • Protection of personal information of third parties

  • Protection of confidential commercial information

  • Protection of safety of individuals

  • Legal privilege

 

11. Availability of the PAIA Manual

This PAIA Manual is available:

  • On the Company’s website

  • On request from the Information Officer

 

12. Complaints

Any complaints regarding access to information may be lodged with the Information Regulator:

Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg
Email: inforeg@justice.gov.za

 

By engaging with Spheres Brand Consulting Emporium, you acknowledge that you have read and understood this PAIA Manual.

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