Access to information
PAIA manual
1. Purpose and private body
This manual explains how to request records from [FULL LEGAL NAME AND LEGAL STATUS], trading as Fringe Studios, registration number [NUMBER, IF APPLICABLE]. It identifies record categories, access arrangements and personal-information processing. It covers the legal entity's records, including records beyond this website.
PAIA provides an access route for records needed to exercise or protect a right, subject to its requirements. Inclusion in this manual does not make a record automatically public.
2. Head, Information Officer and contact details
| Detail | Contact |
|---|---|
| Head of the private body | [NAME AND CAPACITY] |
| Information Officer | [NAME AND CAPACITY] |
| Deputy Information Officer | [NAME/CONTACT, OR CONFIRM NONE APPOINTED] |
| PAIA/privacy requests email | [CONFIRMED REQUESTS EMAIL] |
| Telephone / fax | [TELEPHONE; FAX OR CONFIRM NOT USED] |
| Principal place of business | [PHYSICAL ADDRESS] |
| Postal address | [POSTAL ADDRESS, OR CONFIRM SAME AS PHYSICAL] |
| Office hours / inspection arrangements | [NORMAL BUSINESS HOURS AND CONTACT ARRANGEMENTS] |
| Website | fringestudios.co.za [CONFIRM FINAL MANUAL URL WHEN PUBLISHED] |
3. The PAIA guide and official assistance
The Information Regulator publishes a guide explaining PAIA, requests, fees and remedies, in South Africa's official languages. The guide and current forms are available from its PAIA resources page; an English guide is also available.
General Regulator enquiries: enquiries@inforegulator.org.za; telephone 010 023 5200. For current complaint channels and contact details, consult the Regulator's complaint page.
You can ask our Information Officer for help obtaining the guide or understanding the request route. [CONFIRM GUIDE COPY/INSPECTION ARRANGEMENTS AT THE BUSINESS]
4. Records available without a formal PAIA request
Public website content is freely available through the website, including studio and capability information and published legal pages. [CONFIRM ANY OTHER AUTOMATICALLY AVAILABLE RECORDS AND ANY SECTION 52 NOTICE]
Other records are considered through the applicable request process. Automatically available records and records held by the business are different categories.
5. Subjects and categories of records
| Subject | Categories and confirmation needed |
|---|---|
| Website and enquiries | Published pages and assets; website configuration and deployment records; enquiry correspondence once received; temporary submission-abuse counters. Provider technical/delivery records may have limited retention and availability. [CONFIRM INTERNAL ENQUIRY COPIES AND ACCESSIBLE PROVIDER RECORDS] |
| Corporate governance | [CONFIRM RECORDS HELD: CONSTITUTION/INCORPORATION, REGISTRATIONS, OWNERSHIP, DIRECTOR OR OTHER GOVERNANCE RECORDS] |
| Clients and project delivery | [CONFIRM RECORDS HELD: PROPOSALS, ENGAGEMENT AGREEMENTS, BRIEFS, PROJECT CORRESPONDENCE, RESEARCH AND DELIVERABLES] |
| Finance and tax | [CONFIRM RECORDS HELD: ACCOUNTS, INVOICES, PAYMENTS, TAX AND BANKING RECORDS] |
| People and recruitment | [CONFIRM WHETHER HELD: EMPLOYEE/CONTRACTOR AGREEMENTS, PAYROLL, RECRUITMENT, LEAVE AND TRAINING RECORDS] |
| Suppliers and partners | [CONFIRM RECORDS HELD: CONTRACTS, CONTACTS, PROCUREMENT AND PARTNER PERMISSIONS] |
| Operations, compliance and security | [CONFIRM RECORDS HELD: POLICIES, PROCESSING/RETENTION RECORDS, PRIVACY REQUESTS, INCIDENTS, ACCESS AND IT ADMINISTRATION] |
[REPLACE THE PROPOSED COMPANY CATEGORIES WITH THE VERIFIED INVENTORY; REMOVE CATEGORIES NOT HELD AND ADD MISSING ONES]
6. Records available under other legislation
The business maintains records required by legislation that applies to its legal status and activities. [CONFIRM EACH APPLICABLE ACT AND ASSOCIATED RECORD CATEGORY]
The review must cover PAIA and the Protection of Personal Information Act 4 of 2013 (POPIA), and determine the applicability of company, tax, employment, occupational and other legislation. A possible Act is not a confirmed record category. Availability under another law is governed by that law's access rules.
7. Personal-information processing
Purposes and data subjects
For website visitors and enquirers, processing supports website delivery and security, receipt and assessment of enquiries, follow-up communication and consideration of an engagement. Information includes contact/organisation details, correspondence and technical connection/security data.
[ADD VERIFIED COMPANY-WIDE PURPOSES AND DATA-SUBJECT/INFORMATION CATEGORIES: CLIENTS AND THEIR REPRESENTATIVES, RESEARCH PARTICIPANTS, SUPPLIERS, PARTNERS, STAFF/CONTRACTORS AND APPLICANTS, ONLY WHERE APPLICABLE]
Recipients
Website/enquiry recipients include authorised Fringe personnel; hosting and infrastructure services; site security and integrity services; email delivery and mailbox services; and advisers or authorities where a particular legal matter or obligation requires it. [CONFIRM ALL COMPANY-WIDE RECIPIENT CATEGORIES AND AUTHORISED INTERNAL ACCESS]
Planned overseas flows
Website infrastructure and security operate internationally. Enquiry email delivery is configured to send from Ireland, with message content and delivery logs stored by the delivery service in the United States. [CONFIRM MAILBOX LOCATIONS, OTHER BUSINESS FLOWS AND THE APPLICABLE POPIA TRANSFER GROUNDS/SAFEGUARDS]
General security measures
Website measures include HTTPS, server-side validation, bot checks, repeated-submission controls and server-side credentials. Application logging excludes submitted form values, raw IP addresses and verification tokens. [COMPLETE THE VERIFIED ORGANISATION-WIDE MEASURES FOR ACCESS, PERSONNEL, BACKUPS, SUPPLIERS, RECORDS AND INCIDENT RESPONSE]
The Privacy Policy provides further website/enquiry detail. It does not replace this manual or its company-wide inventory.
8. Making an access request
Use the prescribed Form 2 — Request for Access to Record and send it to the head/Information Officer at the confirmed request address in section 2. The ordinary contact form is intended for business enquiries.
Identify the record, requested access format and your contact details. Explain the right you wish to exercise or protect and why the record is needed. Attach the identity evidence required by the form and, if acting for someone else, evidence of your authority. Contact the Information Officer to arrange a suitable way to transmit supporting identity documents.
If a disability prevents a written request, contact the Information Officer for assistance with the process provided by PAIA. Indicate any accessibility or preferred-language needs. Access language depends on the language in which a record exists.
9. Fees, decisions and access
Request, access, reproduction and search/preparation fees may apply under the current prescribed rules, including applicable exemptions. We will give the relevant fee notice and calculation; any deposit must comply with those rules. See the PAIA regulations and fee schedule and Form 3 — Outcome of Request and Fees Payable.
Ordinarily, we notify you of a decision within 30 days of receiving the request and necessary particulars. PAIA's third-party procedures may affect the handling period. A permitted extension is limited to a further 30 days, with a notice explaining it. If no decision is provided within the applicable period, PAIA treats the request as refused.
A record may be withheld only on an applicable PAIA ground, subject to its disclosure requirements. If refused, the decision explains the basis and remedy. Where a separable part can be disclosed, that part will be considered for access. For missing records, the statutory search and affidavit/affirmation process applies.
10. Complaints and court remedies
Fringe is a private body; PAIA's internal appeal route for certain public bodies does not apply. A requester or affected third party can complain to the Information Regulator about a reviewable decision or use the court route under PAIA.
For a complaint, use Form 5 and the current complaint instructions. A complaint about a decision should ordinarily be lodged within 180 days of that decision; the relevant time limits also matter for a deemed refusal or court application. Seek assistance promptly if uncertain about the applicable deadline.
11. Availability and maintenance
This manual is available on our website. A copy is available for inspection at our principal place of business during normal business hours, for provision to a requester on payment of any permitted reproduction amount, and to the Information Regulator on request.
The head/Information Officer updates it regularly when the business's records, processing or contact details change. [CONFIRM APPROVAL, RESPONSIBLE PERSON, INSPECTION ARRANGEMENTS AND UPDATE PROCESS BEFORE PUBLICATION]