PAIA manual
Last updated: . Version 2026-10-09.
About this manual
This manual is published under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) for Vleis & Co., a private body. It tells you what records we hold, which are available without a request, and how to request the others. It is available on this website and at our address below, and we will give a copy to anyone who asks.
Our details and Information Officer (section 51(1)(a))
- Trading as: Vleis & Co.
Requests under PAIA go to our Information Officer, who is the head of the business unless the head has delegated the duty:
The Information Regulator's guide (section 51(1)(b))
The Information Regulator publishes a guide on how to use PAIA, in all official languages, including what the Act allows and how to complain. It replaces the guide formerly published by the South African Human Rights Commission. You can find it on the Regulator's website, https://inforegulator.org.za, or ask the Regulator at [email protected].
Records available without a request (section 51(1)(c))
- The content of this website, including product information and prices.
- Our privacy notice, terms and conditions of sale, delivery and refunds policy, cookie policy, accessibility statement and complaints process.
- This manual.
Records we hold (section 51(1)(d))
We hold the following categories of records. A record being on this list does not mean it will be disclosed. Access depends on the grounds for refusal in PAIA.
| Category | Examples |
|---|---|
| Customer and order records | Orders, delivery details, special order requests and quotes, invoices, payment references, claims and refunds |
| Marketing and consent records | Marketing opt-ins and withdrawals, cookie choices, privacy requests |
| Financial and tax records | Accounting records, VAT returns, tax invoices, bank records |
| Corporate records | Registration documents, directors and shareholders, minutes |
| Food safety and regulatory records | Certificate of Acceptability, supplier and abattoir approvals, batch and traceability records, temperature logs, recalls, pest control and calibration certificates |
| Supplier and contract records | Supplier details, agreements, delivery partner agreements |
| Employee and personnel records | Employment contracts, payroll, medical and training certificates, leave |
| Insurance records | Policies and claims |
| Information technology records | Access and audit logs, security records |
Records kept under other laws
We keep records as required by laws that apply to us, including the Companies Act, the Tax Administration Act, the Value-Added Tax Act, the Consumer Protection Act, the Electronic Communications and Transactions Act, the Meat Safety Act, the Foodstuffs, Cosmetics and Disinfectants Act, the Basic Conditions of Employment Act, the Occupational Health and Safety Act and the Protection of Personal Information Act.
How to request access
- Complete Form 2 (Request for access to record) from the PAIA Regulations. It is available from the Information Regulator's website.
- Send it to our Information Officer at the email address or physical address above.
- Give enough detail to identify the record and say which right you are trying to protect if you are asking for a record to exercise or protect a right. Say how you want to receive the record. If you ask on behalf of someone else, attach proof of your authority.
- We will decide within 30 days of receiving the request, and tell you if we need more time as PAIA permits. If your request is refused you will get the reasons and information about how to complain.
A request fee and, if we have to search or copy, an access fee may apply. They are set out in the PAIA Regulations, which are on the Information Regulator's website, and we will tell you the amount before we proceed. If you only want to see or correct your own personal information, use our privacy request form, which costs nothing.
Processing of personal information (section 51(1)(c) to (e) and POPIA)
Purposes: taking and delivering orders, taking payment, issuing invoices, handling claims and complaints, keeping food safety and traceability records, legal and tax compliance, security, and sending marketing to people who opted in.
Categories of people: customers and people who request quotes, people who make privacy requests or complaints, suppliers, delivery partners, employees and website visitors.
Categories of information: names, email addresses, phone numbers, delivery addresses, order and payment references, consent records, correspondence, photos you send us about a claim, and for employees and suppliers the information needed to employ or deal with them.
Recipients: our hosting, database, payment, email and delivery providers described in our privacy notice, the tax authority and other bodies where the law requires it.
Transfers outside South Africa: our database is hosted in the United States and some providers may process information in other countries, under agreements that require similar protection.
Security: encrypted connections, restricted access to the database and admin area, signed sessions, audit logs and confidentiality terms with providers. Details are in our privacy notice.
Updates
We update this manual when our records or contact details change. The date and version at the top show the latest update.