PAIA Manual

PAIA MANUAL

DOMETIC VEHICLE OUTFITTERS SA PTY LTD

Registration Number:

1999/023159/07

Prepared and compiled in accordance with Section 51 of the Promotion of Access to Information Act 02 of 2000 (as amended)

Date of revision: 05 March 2026

Index

1. List of acronyms and abbreviations

2. Purpose of the PAIA Manual

To promote effective governance of private bodies, it is necessary to ensure that everyone is empowered and educated to understand their rights in terms of PAIA, in order for them to exercise their rights in relation to public and private bodies.

Wherever reference is made to “Private Body” in this manual, it will refer to Dometic

Vehicle Outfitters SA Pty Ltd.

This PAIA Manual is useful for the public to –

2.1. check the categories of records held by a body which are available without a person having to submit a formal PAIA request;

2.2. 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;

2.3. know the description of the records of the body which are available in accordance with any other legislation;

2.4. 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;

2.5. know the description of the guide on how to use PAIA, as updated by the Information Regulator and how to obtain access to it;

2.6. 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;

2.7. know the description of the categories of data subjects and of the information or categories of information relating thereto;

2.8. know the recipients or categories of recipients to whom the personal information may be supplied;

2.9. 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

2.10. know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

3. Key contact details for access to information of the Private Body

4. Guide on how to use PAIA and how to obtain access to the Guide

4.1. The Information Regulator has, in terms of section 10(1) of PAIA, as amended, updated, and made available the revised Guideon 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.

4.2. The Guide is available in each of the official languages and in braille.

4.3. The aforesaid Guide contains the description of-

4.3.1 the objects of PAIA and POPIA;

4.3.2 the postal and street address, phone and fax number and, if available, electronic mail address of –

4.3.2.1 the Information Officer of every public body, and

4.3.2.2 every Deputy Information Officer of every public and private body designated in terms of section 17(1) of PAIA¹ and section 56 of POPIA²;

4.3.3 the manner and form of a request for-

4.3.3.1 access to a record of a public body contemplated in section 11³; and

4.3.3.2 access to a record of a private body contemplated in section 50⁴;

4.3.4 the assistance available from the Information Officer of a public body in terms of PAIA and POPIA;

4.3.5 the assistance available from the Information Regulator in terms of PAIA and POPIA;

4.3.6 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-

4.3.6.1 an internal appeal;

4.3.6.2 a complaint to the Information Regulator; and

4.3.6.3 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 Information Regulator or a decision of the head of a private body;

4.3.7 the provisions of sections 14⁵ and 51⁶ requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual;

¹ _{Section 17(1) of PAIA - For the purposes of PAIA, each public body must, subject to legislation governing the employment of personnel of the public body concerned, designate such number of persons as deputy information officers as are necessary to render the public body as accessible as reasonably possible for requesters of its records.}

² _{Section 56(a) of POPIA - Each public and private body must make provision, in the manner prescribed in section 17 of the Promotion of Access to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as deputy information officers as is necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.}

³ _{Section 11(1) of PAIA - A requester must be given access to a record of a public body if that requester complies with all the procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.}

⁴ _{Section 50(1) of PAIA - A requester must be given access to any record of a private body if-}

_{a) that record is required for the exercise or protection of any rights;}

_{b) that person complies with the procedural requirements in PAIA relating to a request for access to that record; and}

_{c) access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.}

⁵ _{Section 14(1) of PAIA - The information officer of a public body must, in at least three official languages, make available a manual containing information listed in paragraph 4 above.}

⁶ _{Section 51(1) of PAIA - The head of a private body must make available a manual containing the description of the information listed in paragraph 4 above.}

4.3.8 the provisions of sections 15⁷ and 52⁸ providing for the voluntary disclosure of categories of records by a public body and private body, respectively;

4.3.9 the notices issued in terms of sections 22⁹ and 54¹⁰ regarding fees to be paid in relation to requests for access; and

4.3.10 the regulations made in terms of section 92¹¹.

4.4. Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Information Regulator, during normal working hours.

4.5. The Guide can also be obtained -

4.5.1 upon request to the Information Officer;

4.5.2 from the website of the Information Regulator (https://inforegulator.org.za/).

4.6. A copy of the Guide is also available in the following two official languages, for public inspection during normal office hours - in English and Afrikaans.

5. Categories of records of the Private Body which are available without a person having to request access

This table details records that are generally made public by the private bodies and can be accessed, for instance, on their websites or by simple request, without needing to follow the formal PAIA request procedure.

⁷ _{Section 15(1) of PAIA - The information officer of a public body, must make available in the prescribed manner a description of the categories of records of the public body that are automatically available without a person having to request access.}

⁸ _{Section 52(1) of PAIA - The head of a private body may, on a voluntary basis, make available in the prescribed manner a description of the categories of records of the private body that are automatically available without a person having to request access.}

⁹ _{Section 22(1) of PAIA - The information officer of a public body to whom a request for access is made, must by notice require the requester to pay the prescribed request fee (if any), before further processing the request.}

¹⁰ _{Section 54(1) of PAIA - The head of a private body to whom a request for access is made must by notice require the requester to pay the prescribed request fee (if any), before further processing the request.}

¹¹ _{Section 92(1) of PAIA provides that – “The Minister may, by notice in the Gazette, make regulations regarding-}

_{a) any matter which is required or permitted by this Act to be prescribed;}

_{b) any matter relating to the fees contemplated in sections 22 and 54;}

_{c) any notice required by this Act;}

_{d) uniform criteria to be applied by the information officer of a public body when deciding which categories of records are to be made available in terms of section 15; and}

_{e) any administrative or procedural matter necessary to give effect to the provisions of this Act.}

6. Description of the records of the Private Body which are available in accordance with any other legislation

This table lists the types of records the private bodies are required to keep by various South African laws, along with the relevant legislation that mandates their retention. These include, but are not limited to the below:

While we have made every reasonable effort to compile a comprehensive list of applicable legislation, it remains possible that the list may be incomplete. Should it come to our attention that existing or newly enacted legislation provides for access to records on a basis other than that prescribed by PAIA, we will update the list accordingly.

If a requester believes that a right of access to a record exists under any legislation, whether listed or not, they are required to clearly indicate the specific legislative provision upon which the request is based.

7. Description of the subjects on which the Private Body holds records and categories of records held on each subject by the Private Body

This table outlines the various business functions (subjects) and provides examples of the types of records kept for each function. These include, but are not limited to the below:

8. Processing of personal information

These tables detail Dometic Vehicle Outfitters SA Pty Ltd’s practices regarding the processing of personal data. These include, but are not limited to the below:

8.1. Purpose of processing personal information

8.2. Description of the categories of Data Subjects and of the information or categories of information relating thereto

8.3. The recipients or categories of recipients to whom the personal information may be supplied

Personal Information may also be shared with other service providers or third- party suppliers should the transaction/service rendering require the sharing of information.

8.4. Planned transborder flow of personal information

Generally, we do not transfer your personal information to another country. However, in certain cases this may be necessary, for example, when our suppliers are based outside South Africa or when the service we provide involves a foreign party. Such transfers will only take place if:

• They are essential to the nature of the transaction, and

• They comply with the requirements of POPIA and/or other applicable South African laws.

When we do transfer your information across South African boarders, we will take steps to ensure that the country or organisation receiving it has strong safeguards in place. This includes:

• Ensuring the destination country’s laws offer similar protection to POPIA,

• Confirming that binding corporate rules are in place, or

• Relying on legal agreements that guarantee your information is handled securely and respectfully.

Use of cloud-based software: We use trusted software tools such as Microsoft 365 and Google Business to support our business operations and store personal information. These tools may store data on servers located outside South Africa. We believe these providers offer adequate protection for the personal information we entrust to them.

8.5. General description of information security measures to be implemented by the responsible party to ensure the confidentiality, integrity, and availability of the information

Dometic Vehicle Outfitters SA Pty Ltd has implemented a range of reasonable and technical and organisational security measures to protect personal information against unauthorised access, unlawful processing, loss, destruction, or damage. These measures are reviews and updated on a regular basis, with the key security measures including, among other things:

Technical Measures:

• Network and System Security: Utilisation of firewalls, malware and anti-virus protection, software patching, and data loss prevention technologies.

• Data Protection: Encryption of sensitive data and regular data backups with testing to ensure recoverability.

• Access Control: Use of unique user IDs and strong passwords, with access to information restricted on a "need-to-know" basis.

• Monitoring and Testing: Regular system monitoring, vulnerability scanning, and penetration testing to identify and mitigate threats.

Organisational Measures:

• Policies and Procedures: Implementation of documented information security policies, business continuity plans, and risk assessments.

• Employee Awareness: Regular training for employees on security and privacy practices.

• Third-Party Management: Ensuring third-party operators and service providers apply adequate security safeguards through contractual agreements.

Physical Security:

• Access Control: Restricting physical access to offices and sensitive areas.

• Secure Disposal: Implementing procedures for the appropriate disposal of assets containing personal information

9. Request procedure to obtain access to records held by the Private Body

9.1. To access records held by Dometic Vehicle Outfitters SA Pty Ltd, the requester must complete Form 2 (Annexure B) and submit it, along with the required request fee and any applicable deposit (as set out in Annexure A), to the Information Officer using the contact details provided.

9.2. The form must include enough detail to identify -

9.2.1 the record;

9.2.2 the requester’s identity;

9.2.3 the preferred method of access, and the reason the information is needed to exercise or protect a specific right

9.3. Requests submitted on behalf of another person must be accompanied by proof of authority.

9.4. Where the requester is unable to complete the form due to illiteracy or disability, the request may be made orally at the address of Dometic Vehicle Outfitters SA Pty Ltd and assistance will be provided to record the request.

9.5. Upon receipt of the request, the Information Officer will notify the requester of any fees due and will only proceed once payment has been received.

9.6. If access is granted, additional fees may apply for reproduction or preparation. In cases where access is denied, any deposit paid will be refunded. The requester will be informed of the outcome within 30 days using Form 3 (Annexure C).

9.7. Dometic Vehicle Outfitters SA Pty Ltd may refuse access to records if disclosure would compromise another person’s privacy, reveal confidential third-party or company information, expose trade secrets, commercially sensitive information or could harm the competitive position. Access may also be denied for legally privileged or contractually protected content, research that could be disadvantaged by disclosure, or requests that are frivolous or unduly burdensome.

10. Availability of the Manual

10.1. A copy of the manual is available -

10.1.1 At the head office of Dometic Vehicle Outfitters SA Pty Ltd for public inspection during normal business hours;

10.1.2 To any person upon request upon the payment of a reasonable prescribed fee; and

10.1.3 To the Information Regulator upon request.

10.2. A fee for a copy of the Manual, as contemplated in annexure B of the PAIA Regulations, attached to this PAIA Manual as annexure A, shall be payable per each A4-size photocopy made.

11. Updating of the Manual

The Information Officer of Dometic Vehicle Outfitters SA Pty Ltd will update this manual on a regular basis.

Issued by: Keith R Gould, Managing Director/Information Officer

12. Annexure A: Applicable fees

The table below sets out the fees applicable to any request for a record of information held by Dometic Vehicle Outfitters SA Pty Ltd:

13. Annexure B: Form 2

REQUEST FOR ACCESS TO RECORD

[Regulation 7]

NOTE:

• Proof of identity must be attached by the requester.

• If requests made on behalf of another person, proof of such authorisation, must be attached to this form.

TO:

The Information Officer

___________________

___________________

___________________

___________________

(Address)

E-mail address: ___________________

Fax number: ___________________

Mark with an "X"

Request is made in my own name: ___

Request is made on behalf of another person: ___

You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:

Signed at________________________ this_____ day of_________________ 20_____

________________________________________________

Signature of Requester / person on whose behalf request is made

FOR OFFICIAL USE

___________________________

Signature of Information Officer

14. Annexure C: Form 3

OUTCOME OF REQUEST AND FEES PAYABLE

[Regulation 8]

NOTE:

1. If your request is granted the—

a) amount of the deposit, (if any), is payable before your request is processed; and

b) requested record/portion of the record will only be released once proof of full payment is received.

2. Please use the reference number hereunder in all future correspondence.

Reference number: ________________________________________

TO:

_____________________

_____________________

_____________________

_____________________

Your request dated_____________________, refers.

1. You requested:

Personal inspection of information at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine- readable form) is free of charge. You are required to make an appointment for the inspection of the information and to bring this Form with you. If you then require any form of reproduction of the information, you will be liable for the fees prescribed in Annexure A.

OR

2. You requested:

Printed copies of the information (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form)

Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)

Transcription of soundtrack (written or printed document)

Copy of information on flash drive (including virtual images and soundtracks)

Copy of information on compact disc drive (including virtual images and soundtracks)

Copy of record saved on cloud storage server

3. To be submitted:

Postal services to postal address

Postal services to street address

Courier service to street address

Facsimile of information in written or printed format (including transcriptions)

E-mail of information (including soundtracks if possible)

Cloud share/file transfer

Preferred language:

(Note that if the record is not available in the language you prefer, access may

be granted in the language in which the record is available)

Kindly note that your request has been:

Approved: ______

Denied: ______

for the following reason:

4. Fees payable with regard to your request:

5. Deposit payable (if search exceeds six hours):

Yes: _____

No: _____

The amount must be paid into the following Bank account:

Name of Bank: __________________________________

Name of account holder: __________________________________

Type of account: __________________________________

Account number: __________________________________

Branch Code: __________________________________

Reference No.: __________________________________

Submit proof of payment to: __________________________________

Signed at________________________ this_____ day of_________________ 20_____

______________________________________________

Information Officer