PAIA manual

Draft for review. Have a lawyer check this wording before launch. Items marked TO CONFIRM need Linda’s details or a check against the live site.

1. About this manual

This manual explains how to request access to records we hold, under the Promotion of Access to Information Act 2 of 2000 (PAIA). It also explains how we handle personal information under POPIA. It is published under section 51 of PAIA.

2. Our contact details

• Head of the company and Information Officer: Linda Heslop, Director.
• Physical address: TO CONFIRM: physical address.
• Postal address: TO CONFIRM: postal address.
• Phone: 082 559 8292.
• Email: [email protected].
• Website: trinityskills.co.za.

3. The Information Regulator’s guide

The Information Regulator publishes a guide on how to use PAIA, and the forms. You can read the PAIA guide (PDF) and find the forms on the Information Regulator’s PAIA page.

4. Records available without a request

The information on this website, including our service descriptions, our approach and our contact details. TO CONFIRM: any other records we publish.

5. Records we hold

These are the main categories of records we hold. TO CONFIRM: Linda to confirm this list.

• Company records: registration and governance documents, and director details.
• Financial and tax records.
• Client and project records: enquiries, quotes, agreements, reports and learning materials.
• Supplier and service provider records.
• Marketing and communication records.
• TO CONFIRM: employee or HR records, if any.

6. Records we keep under other laws

We keep some records because other laws require it, such as company, tax and employment law. TO CONFIRM: list the laws that apply to us.

7. How to request a record

1. Complete Form 2, the request for access to a record of a private body. The form is on the Information Regulator’s website.
2. Send it to our Information Officer, by email or post, using the details in section 2.
3. Describe the record clearly enough for us to find it.
4. Say how you would like to receive the record, and the right you want to exercise.
5. Pay the request fee if one applies. We will tell you the fee before we process your request. TO CONFIRM: check the fee details against the current PAIA Regulations.

8. How long it takes

We will decide on your request within 30 days of receiving a complete request, unless PAIA allows us to extend that period. If we extend it, we will tell you why.

9. When we may refuse access

PAIA sets out the grounds on which access can be refused, for example to protect the privacy of other people or confidential information. If we refuse a request, we will say why in writing.

10. Complaints

If you are not satisfied with our decision, you can complain to the Information Regulator or apply to a court. TO CONFIRM: check this wording against PAIA.

11. Personal information (POPIA)

We process personal information about clients, people who send us enquiries, suppliers and service providers, and visitors to this website. This includes contact details, enquiry and project details, and information shared for assessments or coaching. We share it only as described in our Privacy policy, which also explains how we keep it secure and how transfers outside South Africa are handled.

12. Updating this manual

We review this manual and update it when needed. The date at the top shows the latest version.