1. Purpose of this manual
The Promotion of Access to Information Act 2 of 2000 (“PAIA”) gives effect to the constitutional right of access to information held by private bodies where that information is required for the exercise or protection of any right. Every private body must compile a manual under section 51 of PAIA; this is the manual of Absolute Actuator and Valve Sales (Pty) Ltd (registration number 2020/807636/07), trading as AAVS and South African Controls (“AAVS”). It also serves the notification purposes of the Protection of Personal Information Act 4 of 2013 (“POPIA”), read with our Privacy Policy.
2. Company contact details and Information Officer
| Private body | Absolute Actuator and Valve Sales (Pty) Ltd, trading as AAVS and South African Controls |
|---|---|
| Registration number | 2020/807636/07 |
| Head of the private body / Information Officer | Neil (Neeraj) Arjoon — Director |
| Physical address | Silverleaf Business Park, Kempton Park, Gauteng, South Africa |
| Registered office | 12 Van Rensburg Street, eMalahleni (Witbank), Mpumalanga, 1035, South Africa |
| Telephone | +27 81 477 3099 |
| neil.arjoon@aavs.co.za · admin@aavs.co.za | |
| Website | www.aavs.co.za |
3. The Regulator’s guide on how to use PAIA
The Information Regulator has published a guide, in each official language, on how to use PAIA (section 10). It is available free of charge from the Information Regulator — JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001; enquiries@inforegulator.org.za; inforegulator.org.za.
4. Records we hold
Available without a PAIA request
Product information, company profile, contact details, our legal policies and this manual are freely available on www.aavs.co.za. Marketing brochures and product datasheets are available on request to sales@aavs.co.za.
Available on request under PAIA
| Category | Examples of records |
|---|---|
| Statutory and company records | CIPC registration documents, memorandum of incorporation, share register, minutes, B-BBEE certificate, CSD registration |
| Financial and tax records | Annual financial statements, general ledgers, invoices, quotations, bank records, VAT and income-tax returns and correspondence with SARS |
| Personnel records | Employment contracts, payroll and leave records, PAYE/UIF/SDL returns, workplace policies, health-and-safety records |
| Customer records | Enquiries and requests for quotation, quotations, orders, delivery notes, payment confirmations, warranty claims and related correspondence |
| Supplier and distribution records | Supplier and manufacturer agreements, distributor and reseller letters, price lists, purchase orders |
| Website and information-technology records | Website content, anonymous usage statistics, system access and audit logs |
Records held in terms of other legislation
Records are kept, among others, under the Companies Act 71 of 2008, the Income Tax Act 58 of 1962, the Value-Added Tax Act 89 of 1991, the Tax Administration Act 28 of 2011, the Basic Conditions of Employment Act 75 of 1997, the Labour Relations Act 66 of 1995, the Unemployment Insurance Act 63 of 2001, the Compensation for Occupational Injuries and Diseases Act 130 of 1993, the Consumer Protection Act 68 of 2008, the Electronic Communications and Transactions Act 25 of 2002 and POPIA.
5. POPIA processing information
The purposes for which we process personal information, the categories of data subjects and information, the recipients, cross-border transfers, and our security measures are set out in our Privacy Policy, which forms part of this manual by reference. In summary: we process the contact and transaction details of customers, prospective customers, suppliers and employees for enquiry handling, quotations, order fulfilment, payment, legal compliance and the protection of our systems; records are hosted with contracted operators in the European Union and United States under safeguards recognised by section 72 of POPIA; and we apply the security measures described in the Privacy Policy.
6. How to request access to a record
- Complete Form 02 (Request for Access to Record), available from the Information Regulator’s website, identifying the record, the right you seek to exercise or protect, and why the record is required for it.
- Send it to the Information Officer at neil.arjoon@aavs.co.za or to our physical address above, with proof of identity.
- Pay the prescribed request fee (and, where applicable, the prescribed access and reproduction fees) as set out in Annexure B of the PAIA Regulations. Personal requesters (people requesting their own personal information) pay no request fee.
- We decide within 30 days (extendable once by up to 30 days for large or complex requests) and give reasons if access is refused. Grounds of refusal are those in Chapter 4 of Part 3 of PAIA — for example the protection of third-party privacy, commercial information and legal privilege.
- If your request is refused, you may lodge a complaint with the Information Regulator (POPIAComplaints@inforegulator.org.za / PAIAComplaints@inforegulator.org.za) or apply to court.
7. Availability of this manual
This manual is published at www.aavs.co.za/legal/paia-manual and is available for inspection at our principal place of business during office hours, free of charge. It is reviewed and updated as our records or contact details change.