PAIA Manual

1. About this manual

This manual is published in terms of section 51 of the Promotion of Access to Information Act, 2000 ("PAIA") by Olympic Cleaning Solutions (Pty) Ltd t/a XP Suppliers, a private body.

Information Officer: The Director / Information Officer. Email: info@xpsuppliers.co.za. Telephone: 084 056 9056. Physical address: [to be confirmed by the operator]. Postal address: [to be confirmed by the operator].

2. The Information Regulator's guide

The Information Regulator has compiled a guide in terms of section 10 of PAIA explaining how to use the Act. It is available from the Information Regulator at inforegulator.org.za, or by contacting enquiries@inforegulator.org.za.

3. Records we hold

• Company records: incorporation documents, statutory registers, minutes and resolutions.
• Financial records: invoices, statements, tax returns, bank records and management accounts.
• Commercial records: supplier agreements, quotations, purchase orders, delivery notes and pricing.
• Customer records: contact details, enquiry history, credit applications and correspondence.
• Employee records: contracts, payroll, leave and statutory returns.
• Records held under other legislation, including the Companies Act, the Income Tax Act, the Value-Added Tax Act, the Basic Conditions of Employment Act, the Labour Relations Act and POPIA.

4. How to request a record

• Complete Form 2 of the PAIA regulations and send it to the Information Officer at the address above.
• Identify the record sought, the form of access required and the right you are seeking to exercise or protect.
• Provide contact details and proof of identity, and say how you would like us to reply.
• We will respond within 30 days, and will tell you if we need an extension as PAIA permits.
• Prescribed request and access fees apply, as published in the PAIA regulations. We will tell you what is payable before we process the request.
• If we refuse, we will give reasons and explain your right to apply to the Information Regulator or a court.

5. Grounds for refusal

PAIA requires or permits us to refuse a request in certain cases, including where disclosure would unreasonably disclose someone else's personal information, would breach a duty of confidence owed to a third party, would prejudice commercial information of a third party or of ours, would prejudice legal proceedings, or where the request is manifestly frivolous or vexatious.