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PAIA MANUAL

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)

DATE OF COMPILATION: August 2025

DATE OF REVIEW:


1. PURPOSE OF PAIA MANUAL:

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.


2. COMPANY INFORMATION:


This manual is applicable to the following private bodies:
Hi-Tec Sports Distributors, Registration Nr. 1985/005253/07
Trappers Outdoor, Registration Nr. 2002/003427/07
Hi-Tec and Magnum Retail, Registration Nr. 2017/062523/07

3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION:


Information Officer:
Name: ESMÉ COETZEE
Tel: 021 506 6900 / 082 901 7015
Email: esme@hi-tec.co.za
Deputy Information Officer
Name: Lawrence David Ashley Small
Tel: 078 379 8553
Email: lawrences@hi-tec.co.za
National or Head Office
Postal Address: PO Box 164, Milnerton, Cape Town, Western Cape, 7535
Physical Address:  40 Gold Street, North Gate Estate, Brooklyn, Cape Town, 7405
Telephone: +27 (0)21 506 6900
Email: contact@hi-tec.co.za
Website: https://hi-tec.co.za

4. HOW TO OBTAIN ACCESS TO YOUR PERSONAL INFORMATION:


  • You have the right to request a copy of the Personal Information we hold about you. To do this, simply contact us at the numbers/addresses listed on our home page and specify what information you would like. We will take all reasonable steps to confirm your identity before providing details of your personal information.
  • Please note that any such access request may be subject to a payment of a legally allowable fee, as laid down by PAIA.


5. CATEGORIES OF RECORDS OF THE WHICH ARE AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS:


Types of the RecordAvailable    on WebsiteAvailable upon requestPrivacy PolicyX Terms and ConditionsX PAIA ManualX Internal POPI Policies XData subject own information X


6. DESCRIPTION OF THE RECORDS WHICH ARE AVAILABLE IN ACCORDANCE WITH ANY OTHER LEGISLATION:


Category of RecordsApplicable LegislationCIPC Registration Documentation Financial Statements Meeting Minutes Accounting Records Securities Register / Beneficial ownershipCompanies Act 71 of 2008PAIA Manual Internal POPI Policies Privacy PoliciesPromotion of Access to Information Act 2 of 2000Client personal information Terms and ConditionsConsumer Protection Act, No 68 of 2008Credit records Financial Records Agreements InvoicesThe National Credit Act No 34 of 2005Incident records Risk assessments Health and safety policiesCompensation for Occupational Injuries and Diseases Act, No 130 of 1993  Employment Agreements Employee recordsBasic Conditions of Employment Act, No 75 of 1997Employment equity planEmployment Equity Act, No 55 of 1998SARS Registration  Tax Administration Act, No 28 of 2011IRP5Income Tax Act, No 58 of 1962VAT Registration VAT SubmissionValue Added Tax Act, No 89 of 1991


7. PROCESSING OF PERSONAL INFORMATION:


Collection of Personal Information:
We collect information directly from you where you provide us with your personal details, for example when you purchase or supply a product or services to or from us or when you submit enquiries to us or contact us. Where possible, we will inform you what information you are required to provide to us and what information is optional.


The type of information we collect will depend on the purpose for which it is collected and used. We will only collect information that we need for that purpose.
CCTV (in-store use) – the Company makes use of CCTV cameras in its stores and showrooms, which CCTV cameras collect certain identifiable information from clients and any individual who enters any of the Company’s stores or showrooms without express consent from the data subject. However, the CCTV cameras are only used, personal information is only stored, collected and processed in an effort to avoid any theft or for security reasons. The CCTV camera footage shall not be misused or abused, and any processing of identifiable information will be done in terms of POPI, with the necessary legal grounds for processing being applicable.
The Company shall insist that each applicable store and showroom display a written disclaimer informing any data subject of, inter alia, the use of CCTV cameras.


Purpose of Processing Personal Information:
We collect and process your Personal Information mainly to provide you with access to our services and products, to help us improve our offerings to you, to support our contractual relationship with you and for certain other purposes explained below:

  • Billing / Invoicing
  • Marketing
  • Record Keeping
  • Compliance with Legislation
  • Service delivery
  • Payments


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


Data SubjectsPersonal Information that may be processedRecipients to whom the information may be suppliedCustomers / Clientsname,    address,    registration numbers or identity numbers, contact numbersCouriers EmployeesService Providersnames, registration number, vat numbers, address, trade secrets and bank details EmployeesNames, id, tax number, contact number, address, qualifications, gender, raceSARS Payroll  Distributorsnames, registration number, vat numbers, address, bank details Couriersnames, registration number, vat numbers, address, bank details 
We may distribute any personal information as required in terms of law, such as reporting to SAPS, legal practitioners in circumstances of litigation / collection and credit bureau
CCTV footage shall only be stored for as long as reasonably necessary, nor shall be recycled for unauthorised use. The Company may, however, share the CCTV footage with applicable third parties such as the South African Police Service (“SAPS”) or similar.


8. Planned transborder flows of personal information:


Hi-Tec stores information on cloud-based solutions where servers are located outside the borders of South Africa, which include USA, and by using dropbox, servers are located in Australia, UK.


9. Security Measures implemented to ensure the confidentiality, integrity and availability of the information:


  • Password Control
  • Access Controls
  • Firewall
  • Anti-virus
  • 2 factor authentication

10. 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 504
  • ;the assistance available from the IO 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-
  • an internal appeal;
  • 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
  • the regulations made in terms of section 92.

The Guide can also be obtained-

11. AVAILABILITY OF THE MANUAL:


A copy of the Manual is available:

  • on our websites
  • head office of HI-Tec Distributors for public inspection during normal business hours;
  • to any person upon request and upon the payment of a reasonable prescribed fee; and
  • 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.


12. UPDATING OF THE MANUAL:


This manual will be reviewed on a regular basis and update this manual, if necessary.
Issued by
ESME COETZEE (CFO)