PAIA

PAIA Manual of VICTORIA’S JEWELLERY Pty ltd
Prepared and compiled on 30 July 2026 in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000 (as amended).

Index

01	List of Acronyms and abbreviations	2
02	Purpose of PAIA Manual	*3 - 4*
03	Contact Details	*4 - 5*
04	Guide On How To Use Paia And How To Obtain Access To The Guide	*5 - 9*
05	Records Of The Private Body	8
06	Records Required In Terms Of Legislation	8
07	Description Of The Subjects On Which The Body Holds Records And Categories Of Records	*8 - 9*
08	Processing Of Personal Information	*9 - 10*
09	Availability Of The Manual	10
10	Updating of the Manual	10

TERM	DEFINITION
“Data Subject”	means the person to whom Personal Information relates, as contemplated in terms of section 1 of the POPIA;
“Deputy Information Officer”	means a Deputy Information Officer designated in terms of section 56 of the POPIA;
“Information Officer”	means in the case of a juristic person, (i) the chief executive officer or equivalent officer of the juristic person or any person duly authorised by that officer; or (ii) the person who is acting as such or any person duly authorised by such acting person as contemplated in section 1 of the Act;
“Information Regulator”	means the Information Regulator established in terms of section 39 of POPIA;
“Manual”	means this manual compiled by Victoria’s Jewellery in terms of PAIA and POPIA;
“PAIA”	means the Promotion of Access to Information Act, 2 of 2000, including the PAIA regulations, as amended from time to time;
“Personal Information”	means information relating to an identified, or identifiable, living natural person and, where applicable, an identifiable existing juristic person as contemplated in the POPIA;
“Personnel”	means all partners, directors, officers, employees, individual contractors and other personnel of Victoria’s Jewellery;
“POPIA”	means the Protection of Personal Information Act, 4 of 2013, including the POPIA regulations, as amended from time to time;
“Processing”	means any operation, activity or set of operations, whether or not by automated means, concerning Personal Information as contemplated in the POPIA;
“Private Body”	means any former or existing juristic person, as contemplated in the Act and POPIA;
“Record”	means a record as contemplated in PAIA and includes Personal Information;
“Requester”	means, in relation to a Private Body, any person, including, but not limited to, a public body or an official thereof, making a request for access to a Record of that Private Body; or a person acting on behalf of such person as contemplated in the Act;
“Responsible Party”	means a public or Private Body or any other person which, alone or in conjunction with others, determines the purpose of and means for Processing Personal Information as contemplated in the POPIA;
“Regulator”	Information Regulator

Purpose Of PAIA Manual

To promote effective governance of private bodies, it is necessary to ensure that everyone is empowered and educated to understand their rights in terms of PAIA, in order for them to exercise their rights in relation to public and private bodies.

Wherever reference is made to “Private Body” in this manual, it will refer to Victoria’s Jewellery.

This PAIA Manual is useful for the public to -

check the categories of records held by a body which are available without a person having to submit a formal PAIA request;

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;

know the description of the records of the body which are available in accordance with any other legislation;

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;

know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;

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;

know the description of the categories of data subjects and of the information or categories of information relating thereto;

know the recipients or categories of recipients to whom the personal information may be supplied;

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

know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

Key contact details for access to information of the Private Body:

Information Officer: Drikus le Roux, shop@victorias.co.za, 073 259 4463

3.2. Deputy Information Officer: not applicable

3.3. Access to information general contacts: shop@victorias.co.za

3.4. Head Office

Physical address: Shop 30, Vergelegen Plein Shopping Centre, Bizweni Avenue, Somerset West, 7130

Postal address: Shop 30, Vergelegen Plein Shopping Centre, Bizweni Avenue, Somerset West, 7130

Telephone No: 073 259 4463

Website: www.victorias.co.za

Guide On How To Use PAIA And How To Obtain Access To The Guide

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.

The Guide is available in each of the official languages and in braille.

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 Information Officer 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-

4.3.6.1.an internal appeal;

4.3.6.2.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

4.3.10.the regulations made in terms of section 92.

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.

The Guide can also be obtained-

4.5.11. upon request to the Information Officer;

4.5.12.from the website of the Regulator (https://inforegulator.org.za/).

A copy of the Guide is also available in the following two official languages, for public inspection during normal office hours - In English and Afrikaans.

Categories Of Records Of The Private Body Which Are Available Without A Person Having To Request Access

To date no notice in terms 52(2) of the Act has been published regarding the

categories of Records that are automatically available without having to request

access.

Description Of the Records of The Private Body Which Are Available In Accordance With Any Other Legislation

Companies Act 71 of 2008

Income Tax Act 58 of 1962

Tax Administration Act, 2011

Labour Relations Act, 66 of 1995

Electronic Communications and Transactions Act 36 of 2005

Basic Conditions of Employment Act, 75 of 1997

Constitution of the Republic of South Africa, 108 of 1996

Companies Act, 61 of 1973

Consumer Protection Act, 68 of 2008

Value Added Tax Act, 89 of 1991

Protection of Personal Information Act, 4 of 2013

Description Of The Subjects On Which The Body Holds Records And Categories Of Records Held On Each Subject By the Private Body

Subjects on which the body holds records	Categories of records
Incorporation Documents and Records	These include, but are not limited to the following: Documents of Incorporation Constitution Memorandum and Articles of Association Copies of Shareholder’s Agreement(s) Minutes of meetings held by the Board of Directors; Shareholders; Management- and / or staff meeting(s) Internal telephone list(s) and list of employees
Human Resources	Pay / salary status Leave records Educational history Letter of appointment / employment agreement Legal documentation Records relating to salary increases Disciplinary records Performance management records Medical history of employees Tax records Training records Training manuals Written Company policies Monthly contribution of employees: Unemployment fund Records of deductions from employees Identification records for security purposes Safety Records: Record of incidents Records of corrective action Records relating to Occupational Health & Safety Act
Information technology records	Licenses Software programs Software applications Internal company e-mails Internet connectivity reports
Financial Documents	General VAT Records Tax Records PAYE Records UIF Records SDL Records Management Accounts and Audited Financial Statements Asset Inventories Asset Register Operating System Invoice Weekly / Monthly / Quarterly / Annual statement Debit note Credit note Banking Cheque accounts Current accounts Cash Records Financial reporting
Learning and Education	Training Material Training Records and Statistics
Operational Documents and Records	Promotional material Marketing email reports Written policies regarding business plan/ activities Product / Service specification Work Instruction manuals Customer database Payment in respect of goods / services based on C.O.D Sales record Production Records Records in respect of scheduling and supply of services Documentation with regard to: Business Plans Strategy Vision Mission Action Plans Company Profile Current / old/ both price lists Customer complaints / assessments / both Records pertaining to costing / quoting
Customers	- Correspondence and sales records

Processing Of Personal Information

Purpose of processing personal information

Categories of Data Subjects	Purpose for processing Personal Information
Employees	To comply with employment, and other legislation Disciplinary Proceedings Manage relationships
Service Providers / Suppliers	Manage relationships To comply with legislation
Customers	To provide our goods and services To comply with legislation

Description of the categories of Data Subjects and of the information or categories of information relating thereto.

Categories of Data Subjects	Personal Information that may be processed
Customers	Full names and surnames Identity numbers / passport numbers and copies of identity documents Residential and postal addresses Telephone numbers and email addresses
Service Providers	names, registration number, vat numbers, address, trade secrets and bank details
Employees	Name, surname, address, qualifications, telephone number, medical certificates

The recipients or categories of recipients to whom the personal information may be supplied.

Category of personal information	Recipients or Categories of Recipients to whom the personal information may be supplied
Name, surname, email address	Accountant
Name, surname, email address	Marketing Agency

Planned trans-border flow of personal information.

We do not transfer any personal information to 3^rd parties in foreign countries. Our back ups are stored in cloud storage hosted internationally.

General description of information security measures to be implemented by the responsible party to ensure the confidentiality, integrity, and availability of the information.

We have implemented the following Information Security Measures to ensure the

confidentiality, integrity and availability of all information residing on our IT Systems:

Confidentiality of all information is accomplished by limiting authorised access on all

information to specified personnel only.

This is done by means of secure logins by employees only from our managed devices.

All backups of data are encrypted. The server physical access is limited to IT personnel

only. Integrity is maintained with user access controls to limit all actions with data. We

have local and cloud backups that is fully encrypted.

The backups can only be accessed by authorised personnel. DLP (Data Loss

Prevention) policies are in place to prevent misuse of data. Availability is achieved

through advanced failover cluster servers, DR site and Cloud backups, and a local NAS

containing all the backups. We are making use of ESET AntiVirus on all Computers and Servers. The

firewall has IDS (Intrusion Detection system) and IPS (Intrusion prevention system) in

place that protects the servers from being hacked and any data loss.

Availability Of The Manual

A copy of the manual is available at:

The manual of the Private Body is available at the premises of the Private body as well as on the website of the Private Body.
To any person upon request upon the payment of a reasonable prescribed fee.
To the Information Regulator upon request.

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.

Updating of the Manual

The head of Victoria’s Jewellery will update this manual on a regular basis.

Issued by: Drikus le Roux

Director

ANNEXURE A:

The table below sets out the fees applicable to any request for a record of information held by Victoria’s Jewellery.

ITEM	DESCRIPTION	AMOUNT
1.	The request fee payable by every requester	R 140.00
2.	Photocopy/printed black & white copy of A4-size page	R 2.00 per page or part thereof
3.	Printed copy of A4-size page	R 2.00 per page or part thereof
4.	For a copy of computer-readable form on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester	R 40.00 R 40.00 R 60.00
5.	For a transcription of visual images per A4-size page	Service to be outsourced. Will depend on quotation from service provider.
6.	For a copy of visual images
7.	Transcription of an audio record, per A4-size page	R 24.00
8.	For a copy of audio recording on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester	R 40.00 R 40.00 R 60.00
9.	To search for and prepare the record for disclosure, for each hour or part of an hour, excluding the first hour, reasonably required for such search and preparation. Not to exceed a total cost of	R 145.00 R 435.00
10.	Deposit: If search exceeds 6 hours	One third of the amount per request calculated in terms of items 2 to 8.
11.	Postage, email or any other electronic transfer	Actual expense, if any.

ANNEXURE B: FORM 2

REQUEST FOR ACCESS TO RECORD

[Regulation 7]

NOTE:

Proof of identity must be attached by the requester.
If requests made on behalf of another person, proof of such authorisation, must be attached to this form.

TO: The Information Officer

___________________

(Address)

E-mail address: ______________________

Fax number: ________________________

Mark with an "X"

Request is made in my own name Request is made on behalf of another person.

PERSONAL INFORMATION
Full Names
Identity Number
Capacity in which request is made (when made on behalf of another person)
Postal Address
Street Address
E-mail Address
Contact Numbers	Tel. (B):	Facsimile:
	Cellular:
Full names of person on whose behalf request is made(if applicable):
Identity Number
Postal Address
Street Address
E-mail Address
Contact Numbers	Tel.(B)	Facsimile:
	Cellular
PARTICULARS OF RECORD REQUESTED Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located. (If the provided space is inadequate, please continue on a separate page and attach it to this form. All additional pages must be signed.)
Description of record or relevant part of the record:



Reference number, if available
Any further particulars of record




TYPE OF RECORD (Mark the applicable box with an "X")
Record is in written or printed form
Record comprises virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
Record consists of recorded words or information which can be reproduced in sound
Record is held on a computer or in an electronic, or machine-readable form
FORM OF ACCESS (Mark the applicable box with an "X")
Printed copy of record (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form)
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc.)
Transcription of soundtrack (written or printed document)
Copy of record on flash drive (including virtual images and soundtracks)
Copy of record on compact disc drive (including virtual images and soundtracks)
Copy of record saved on cloud storage server

MANNER OF ACCESS (Mark the applicable box with an "X")
Personal inspection of record at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form)
Postal services to postal address
Postal services to street address
Courier service to street address
Facsimile of information in written or printed format (including transcriptions)
E-mail of information (including soundtracks if possible)
Cloud share/file transfer

PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED If the provided space is inadequate, please continue on a separate page and attach it to this Form. The requester must sign all the additional pages.
Indicate which right is to be exercised or protected


Explain why the record requested is required for the exercise or protection of the aforementioned right:

FEES
A request fee must be paid before the request will be considered. You will be notified of the amount of the access fee to be paid. The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record. If you qualify for exemption of the payment of any fee, please state the reason for exemption
Reason

You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:

Postal address

Facsimile

Electronic communication

(Please specify)

Signed at_________________ this day of 20

________________________________________________________

Signature of Requester / person on whose behalf request is made

FOR OFFICIAL USE

Reference number:
Request received by: (State Rank, Name and Surname of Information Officer)
Date received:
Access fees:
Deposit (if any):

____________________________

Signature of Information Officer

ANNEXURE B: FORM 3

OUTCOME OF REQUEST AND FEES PAYABLE

[Regulation 8]

Note:

If your request is granted the—

amount of the deposit, (if any), is payable before your request is processed; and
requested record/portion of the record will only be released once proof of full payment is received.

Please use the reference number hereunder in all future correspondence.

Reference number: ________________________________________

TO: The Information Officer

___________________

Your request dated , refers.

You requested:

Personal inspection of information at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) is free of charge. You are required to make an appointment for the inspection of the information and to bring this Form with you. If you then require any form of reproduction of the information, you will be liable for the fees prescribed in Annexure A.

You requested:

Printed copies of the information (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form )
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
Transcription of soundtrack (written or printed document)
Copy of information on flash drive (including virtual images and soundtracks)
Copy of information on compact disc drive(including virtual images and soundtracks)
Copy of record saved on cloud storage server

To be submitted:

Postal services to postal address
Postal services to street address
Courier service to street address
Facsimile of information in written or printed format (including transcriptions)
E-mail of information (including soundtracks if possible)
Cloud share/file transfer
Preferred language: (Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available)

Kindly note that your request has been:

Approved

Denied, for the following reasons:

Fees payable with regard to your request:

ITEM	DESCRIPTION	AMOUNT	NUMBER OF PAGES/ITEMS	TOTAL:
1.	The request fee payable by every requester	R 140.00
2.	Photocopy/printed black & white copy of A4-size page	R 2.00 per page or part thereof
3.	Printed copy of A4-size page	R 2.00 per page or part thereof
4.	For a copy of computer-readable form on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester	R 40.00 R 40.00 R 60.00
5.	For a transcription of visual images per A4-size page	Service to be outsourced. Will depend on quotation from service provider.
6.	For a copy of visual images
7.	Transcription of an audio record, per A4-size page	R 24.00
8.	For a copy of audio recording on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester	R 40.00 R 40.00 R 60.00
9.	To search for and prepare the record for disclosure, for each hour or part of an hour, excluding the first hour, reasonably required for such search and preparation. Not to exceed a total cost of	R 145.00 R 435.00
10.	Deposit: If search exceeds 6 hours	One third of the amount per request calculated in terms of items 2 to 8.
11.	Postage, email or any other electronic transfer	Actual expense, if any.
	TOTAL:

Deposit payable (if search exceeds six hours):

Yes No

Hours of search

Amount of deposit (calculated on one third of total amount per request)

The amount must be paid into the following Bank account:

Name of Bank: __________________________________

Name of account holder: __________________________________

Type of account: __________________________________

Account number: __________________________________

Branch Code: __________________________________

Reference No.: __________________________________

Submit proof of payment to: __________________________________

Signed at this day of 20

_____________________

INFORMATION OFFICER