PAIA Manual

Acronyms and abbreviations

Purpose of this PAIA Manual

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

• understand the categories of records held by DSP;
• identify records that may be available without a formal PAIA request;
• understand how to submit a request for access to a record;
• obtain the relevant contact details for access-to-information requests;
• understand the categories of personal information processed by DSP;
• understand why DSP processes personal information and the categories of recipients to whom information may be supplied;
• understand possible processing or storage of information outside South Africa; and
• understand the general security measures used to protect information under DSP's control.

Key contact details for access to information

Requests for access to DSP records under PAIA should be directed to the contact person above.

Guide on how to use PAIA

The Information Regulator has prepared and made available a Guide explaining how PAIA may be used by a person wishing to exercise or protect rights under PAIA or POPIA.

The Guide explains, among other things, how requests for access to records are made, what assistance is available, applicable remedies and complaints, and the fees that may apply to certain requests.

Copies of the Guide may be obtained from the Information Regulator or requested from DSP's Information Officer.

Records available without a formal PAIA request

Certain information is already made publicly available by DSP and does not normally require a formal PAIA request.

The fact that a category of information is listed above does not mean that confidential, private, customer-specific or commercially sensitive records within that category are automatically available.

Records maintained in accordance with legislation

DSP may create, retain or maintain records in accordance with South African legislation applicable to its business and activities.

Depending on the nature of the record and the legal status and obligations applicable to DSP, legislation may include:

• Promotion of Access to Information Act 2 of 2000;
• Protection of Personal Information Act 4 of 2013;
• Consumer Protection Act 68 of 2008;
• Electronic Communications and Transactions Act 25 of 2002;
• Basic Conditions of Employment Act 75 of 1997;
• Labour Relations Act 66 of 1995;
• Occupational Health and Safety Act 85 of 1993;
• Compensation for Occupational Injuries and Diseases Act 130 of 1993;
• Unemployment Insurance Act 63 of 2001;
• Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011;
• Value-Added Tax Act 89 of 1991, where applicable; and
• Companies Act 71 of 2008, where applicable to DSP's registered legal entity.

This list is not intended to state that every statute listed applies to every DSP record or transaction. Other legislation may apply depending on the nature of a particular record, employee, customer, supplier or transaction.

Subjects and categories of records held by DSP

DSP's records may include the following broad categories:

Inclusion of a record category in this Manual does not mean that access will automatically be granted. Access remains subject to PAIA, applicable grounds for refusal and the rights of third parties.

Processing of personal information

Purpose of processing

DSP processes personal information where reasonably necessary for its business activities, including:

• responding to enquiries;
• preparing quotations and administering orders;
• producing customer print, signage and branding work;
• communicating with customers and suppliers;
• financial and accounting administration;
• employment and personnel administration;
• website, IT and system administration;
• security and business continuity;
• legal and regulatory compliance; and
• marketing where permitted by applicable law.

Categories of data subjects

Categories of recipients

Where necessary and lawful, personal information may be supplied to:

• authorised DSP personnel;
• suppliers or production service providers involved in a customer requirement;
• IT, software, hosting, communications and cloud service providers;
• accountants, auditors, legal advisers and other professional advisers;
• delivery or logistics providers where applicable; and
• regulators, government authorities or law-enforcement bodies where required or permitted by law.

Transborder processing

Certain website, cloud, analytics, communications or technology providers may process or store information outside South Africa. Where personal information is transferred outside the Republic, DSP will take reasonable steps to ensure that the transfer is handled in accordance with POPIA.

General information security measures

DSP takes reasonable technical and organisational measures appropriate to the nature of the information it processes. Measures may include access controls, password and account security, system safeguards, backups, software security, restricted access to records and appropriate physical protection of information.

More information about DSP's processing of personal information is available in the DSP Privacy Policy.

How to request access to a DSP record

A person requesting access to a record under PAIA should use the prescribed Form 2: Request for Access to Record.

The request should contain enough detail to identify the record being requested. Where the request relates to a private body, the requester must identify the right that they seek to exercise or protect and explain why the requested record is required for that purpose.

Proof of identity must accompany the request. If the request is submitted on behalf of another person, appropriate proof of authority must also be provided.

Prescribed request or access fees may apply. Where a fee is payable, the requester will be notified in accordance with PAIA and the applicable regulations.

If access is refused or no response is received

A requester may have the right to lodge a complaint with the Information Regulator where a request is refused, partially refused or is not dealt with within the applicable period. Complaints are made using the prescribed PAIA complaint process.

Availability of this Manual

A copy of this PAIA Manual is available:

• on the Dynamic Signs & Print website;
• for public inspection at DSP's premises during normal business hours;
• upon request to the Information Officer, subject to any prescribed copying or access fee that may lawfully apply; and
• to the Information Regulator upon request.

Updating this Manual

This Manual will be reviewed and updated when reasonably necessary to reflect material changes to DSP's information, records, processing activities, contact details or applicable legal requirements.

The latest version will be made available through the DSP website.