PAIA Manual

Prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA) Fragrance Studio (PTY) LTD Last Updated: 20‑Feb‑2023

 

1. Introduction

This PAIA Manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2000 (“PAIA”). It provides guidance on how to request access to records held by Fragrance Studio (PTY) LTD, subject to the conditions and limitations set out in PAIA and other applicable laws, including POPIA (Protection of Personal Information Act).

 

2. Company Information

Fragrance Studio (PTY) LTD Registration No: (Insert Company Registration Number) Physical Address: Johannesburg, Gauteng, 2001, South Africa Postal Address: (Insert if applicable) Email: info@fragrancestudio.co.za Website: https://fragrancestudio.co.za (fragrancestudio.co.za in Bing) Telephone: (Insert if applicable)

 

3. Contact Details of Information Officer

Information Officer: Name: (Insert Name of Information Officer) Email: info@fragrancestudio.co.za Telephone: (Insert Number)

Deputy Information Officer (if applicable): Name: (Insert Name) Email: (Insert Email)

The Information Officer is responsible for ensuring compliance with PAIA and POPIA.

 

4. Guide on How to Use PAIA

A guide to assist individuals in understanding PAIA and exercising their rights is available from the Information Regulator.

Information Regulator Contact Details: Website: https://www.inforegulator.org.za (inforegulator.org.za in Bing) Email: PAIAComplaints@inforegulator.org.za / POPIAComplaints@inforegulator.org.za Tel: 010 023 5200

 

5. Categories of Records Held by Fragrance Studio (PTY) LTD

5.1 Records Available Without a Request

These records may be accessed freely on our website:

  • Company information

  • Product information

  • Policies (Privacy Policy, Cookie Policy, Terms & Conditions, etc.)

  • Contact information

 

5.2 Records Available Upon Request (PAIA Application Required)

A. Company Records

  • Registration documents

  • Memorandum of Incorporation

  • Shareholder information

  • Company resolutions

B. Financial Records

  • Invoices

  • Bank statements

  • Tax records

  • Annual financial statements

C. Personnel Records

  • Employee contracts

  • Payroll information

  • Performance records

  • Disciplinary records

D. Customer Records

  • Order history

  • Payment records

  • Delivery information

  • Customer support correspondence

E. Operational Records

  • Supplier agreements

  • Stock and inventory records

  • Courier and logistics documentation

F. POPIA‑Related Records

  • Personal information processing activities

  • Data retention schedules

  • Security policies

  • Consent records

 

6. Records Held on Behalf of Third Parties

We may hold records belonging to:

  • Customers

  • Suppliers

  • Service providers

  • Marketing partners

  • Courier companies

Access to these records is subject to confidentiality agreements and POPIA restrictions.

 

7. Purpose of Processing Personal Information

We process personal information for:

  • Order fulfilment

  • Payment processing

  • Customer support

  • Marketing and promotions

  • Fraud prevention

  • Legal compliance

  • Courier and delivery operations

Full details are available in our Privacy Policy.

 

8. How to Request Access to Records

Requests must be submitted using the prescribed PAIA Form 2 (Request for Access to Record).

Submit your request to:

Information Officer Email: info@fragrancestudio.co.za Physical Address: Johannesburg, Gauteng, 2001, South Africa

Requirements for a valid request:

  • Completed PAIA Form 2

  • Sufficient detail to identify the record

  • Proof of identity

  • Applicable request fee (if required)

We will respond within the statutory timeframe.

 

9. Grounds for Refusal of Access

Access may be refused under PAIA if:

  • The record contains personal information of a third party

  • Disclosure would harm commercial interests

  • Disclosure would breach confidentiality agreements

  • The request is frivolous or vexatious

  • The record is privileged (legal privilege)

  • Disclosure would endanger life or security

Where possible, partial access may be granted with redactions.

 

10. Remedies if Your Request is Refused

If your request is denied, you may:

  • Lodge a complaint with the Information Regulator

  • Apply to court for relief

Information Regulator contact details are provided in Section 4.

 

11. Fees

PAIA allows for certain fees to be charged:

  • Request fee (non‑refundable)

  • Access fee (if the request is granted)

  • Reproduction fees (printing, copying, etc.)

A fee schedule is available from the Information Regulator.

 

12. Availability of This Manual

This PAIA Manual is available: