Promotion of Access to Information Act (PAIA) Manual

Prepared in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended) for Eksklusief Marketing Agency (Pty) Ltd

List of Acronyms and Abbreviations

CEO: Chief Executive Officer
IO: Information Officer
PAIA: Promotion of Access to Information Act No. 2 of 2000
POPIA: Protection of Personal Information Act No. 4 of 2013
Regulator: The South African Information Regulator
Republic: Republic of South Africa

Purpose of this PAIA Manual

This Manual is useful for the public to:

  • Check the categories of records held by us which are available without a formal PAIA request.
  • Understand how to submit a formal request for access to a record.
  • Know the contact details of the Information Officer who will assist the public.
  • Understand how we process, transfer (cross-border), and secure Personal Information under POPIA.

Key Contact Details for Access to Information

All formal requests or queries must be directed to our designated Information Officer:

Chief Information Officer: Selwyn Orren
Physical Address: 269 Ibis Road, Leeuwfontein Estate, Roodeplaat, Pretoria, 0186
Postal Address: 269 Ibis Road, Leeuwfontein Estate, Roodeplaat, Pretoria, 0186
Direct Telephone: 072 270 9321
Compliance Email: privacy@eksklusief.co.za
Website: https://eksklusief.co.za/

Guide on How to Use PAIA

The Information Regulator has compiled a comprehensive, easy-to-read Guide in all official languages to assist the public in exercising their rights under PAIA and POPIA.

You can inspect or download this official Guide directly from the South African Information Regulator’s portal here.

Categories of Records Available Without a Formal Request

The following records are automatically available to the public without needing to fill out a formal PAIA request form:

  • Public marketing brochures and brand material.
  • All public-facing content hosted across our web domain.
  • Our published POPIA Privacy Policy, accessible here.

Records Available in Accordance with Other South African Legislation

We maintain records in terms of the following statutory local legislation, among others:

  • Broad-Based Black Economic Empowerment Act 53 of 2003
  • Companies Act 71 of 2008
  • Consumer Protection Act 68 of 2008
  • Income Tax Act 58 of 1962
  • Value Added Tax Act 89 of 1991
  • Protection of Personal Information Act 4 of 2013

Description of Subjects and Categories of Internal Records Held

The list below describes the subjects on which our company holds operational records and the categories of records held under each:

  • Corporate Administration & Governance: Memorandum of Incorporation, CIPC filings, share registers, and internal policies
  • Financial & Accounting: Annual financial statements, tax returns, accounting ledgers, invoices, and banking details
  • Financial & Accounting: Employment contracts, payroll records, internal personnel profiles, and leave logs
  • Client & Operations: Customer databases, active service contracts, delivery schedules, and historical project files

Processing of Personal Information (POPIA requirements)

Purpose of Processing

We process Personal Information to execute client contracts, manage supplier pipelines, communicate service updates, perform accounting operations, and respond to voluntary digital queries.

Categories of Data Subjects and Information Processed

Customers / Clients: Names, physical/postal addresses, registration/ID numbers, email addresses, and billing history
Service Providers / Suppliers: Trade names, VAT numbers, physical banking details, and commercial agreements 
Employees: ID numbers, addresses, banking details, tax profiles, and qualifications 

Planned Transborder Flows of Personal Information

To maintain website functionality and data backup integrity, we may store or route information through cloud-based platform Operators located outside of South Africa, specifically: Google Workspace servers in the EU / AWS Cape Town & Ireland / Mailchimp in the US. We ensure these foreign Operators adhere to strict confidentiality frameworks that match POPIA standards.

Information Security Measures

We deploy appropriate technical safeguards to maintain the confidentiality and integrity of personal data, including:

  • SSL data encryption across our website domain.
  • Firewall implementations and anti-malware tracking solutions.
  • Restricted, password-managed access protocols to internal databases.

Formal Request Procedure for Records

To request a private record from us that is not automatically public, you must follow the formal PAIA workflow:

  1. Download and complete the official PAIA Form 2 (Request for Access to Record) here.
  2. Submit the completed Form 2 to our Information Officer at privacy@eksklusief.co.za.
  3. State the clear constitutional or legal right you are seeking to protect or exercise within the form context.
  4. Pay the statutory, regulated access fee if applicable before your request can be processed.

Availability and Updating of this Manual

This manual is available for public inspection at our physical head office during normal business hours, is published live on our web domain, and is updated on a regular basis by our Information Officer.

Please note: If a request is made on behalf of another individual, the requester must submit proof of the capacity in which they are making the request, to the reasonable satisfaction of our Information Officer.