PAIA Manual

Private bodies are required to make their PAIA manuals publicly available. The Information Regulator provides a prescribed private-body template and the current access-request forms.

1. Details of the Private Body

2. Head of the Private Body and Information Officer

The Information Officer must be registered with the Information Regulator before performing the statutory duties attached to the role.

3. Guide on How to Use PAIA

The Information Regulator has published a guide explaining how to exercise rights under PAIA. The guide and prescribed forms can be obtained from the Information Regulator.

4. Records Available Without a Formal PAIA Request

Subject to availability and confidentiality, the following records may be publicly accessible or supplied through ordinary business processes:

• Website information
• Service descriptions
• Company profile
• Published contact information
• Public marketing materials
• Published policies
• Public company-registration details
• Published vacancy information
• General quotation information
• Other records identified as automatically available

The inclusion of a category does not mean that every record in that category is automatically available.

5. Records Held by Skyway

Company and Statutory Records

• CIPC registration records
• Governance and ownership records
• Company policies
• Statutory registers
• Tax and regulatory records
• CSD registration information
• B-BBEE records, where applicable
• Licences, registrations and permits, where applicable

Financial Records

• Accounting records
• Invoices
• Quotations
• Bank records
• Payment records
• Budgets
• Financial statements
• Asset registers
• Tax records
• Supplier accounts

Client and Contract Records

• Enquiries
• Site-assessment information
• Proposals and quotations
• Service agreements
• Client correspondence
• Cleaning schedules
• Inspection reports
• Attendance records
• Incident reports
• Corrective-action records
• Service reports
• Complaints
• Procurement records

Employee and Recruitment Records

• Employment applications
• CVs
• Employment agreements
• Payroll records
• Attendance records
• Training records
• Disciplinary records
• Performance records
• Leave records
• Health and safety records
• Statutory employment records

Supplier and Contractor Records

• Supplier applications
• Contracts
• Quotations
• Purchase orders
• Compliance documents
• Correspondence
• Performance records
• Payment information

Health and Safety Records

• Risk assessments
• Safety files
• Incident records
• PPE records
• Equipment records
• Chemical registers
• Safety Data Sheets
• Induction and training records
• Inspection records

Information Technology and Website Records

• Website enquiries
• Electronic communications
• Security and access logs
• Software records
• Hosting records
• Backup information
• Website analytics
• Privacy and consent records

Insurance and Legal Records

• Insurance policies
• Claims
• Legal correspondence
• Dispute records
• Compliance records
• Confidential professional advice

6. Records Processed Under Other Legislation

Where applicable, Skyway may maintain records under South African legislation relating to companies, tax, employment, occupational health and safety, compensation for occupational injuries, unemployment insurance, skills development, consumer protection, personal information protection, access to information, electronic communications, basic conditions of employment, labour relations, and contract and commercial obligations. This list is not exhaustive and applies only to legislation relevant to Skyway’s operations.

7. How to Request Access

A requester must:

• Complete the prescribed PAIA request form
• Identify the requested record clearly
• Provide proof of identity
• Provide proof of authority when acting for another person
• Explain the right to be exercised or protected where required
• Submit the request to the Information Officer
• Pay any legally applicable fee

The Information Regulator identifies Form 2 as the prescribed form for requesting access to a record from a private or public body.

8. Fees

Any request and access fees will be determined according to the applicable PAIA regulations and current prescribed fee schedule. The requester will be informed of an applicable fee before access is provided.

9. Grounds for Refusal

Access may be refused where permitted or required by law, including where disclosure would improperly affect:

• Another person’s privacy
• Confidential commercial information
• Confidential information supplied by a third party
• Safety or security
• Legal privilege
• Research information
• Skyway’s commercial interests
• Records protected by another lawful ground

Each request will be considered according to its circumstances and the applicable law.

10. Remedies

A requester who is dissatisfied with the handling of a request may use the remedies available under PAIA, including submitting a complaint to the Information Regulator where applicable. The Regulator’s complaint process generally expects the requester first to give the body an opportunity to respond to the original PAIA request.

11. Availability of the Manual

This manual is available on the Skyway website, from the Information Officer, and at Skyway’s principal place of business during reasonable business hours, subject to prior arrangement.

12. Review of the Manual

This manual will be reviewed periodically and updated when material company, legal or operational information changes.