PAIA Manual

PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) MANUAL

Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)

RESCUE ROAST (PTY) LTD

Version: 1.0
Effective Date: May 2026

1. INTRODUCTION

This Manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2000 ("PAIA").

The purpose of this Manual is to facilitate requests for access to records held by Rescue Roast (Pty) Ltd and to provide information regarding the categories of records maintained by the company.

This Manual is also intended to assist individuals in exercising their rights under the Protection of Personal Information Act, 2013 ("POPIA").

2. COMPANY PARTICULARS

Company Name:
Rescue Roast (Pty) Ltd

Email:
info@rescueroast.co.za

Website:
www.rescueroast.co.za

3. INFORMATION OFFICER

In accordance with POPIA and PAIA, the Information Officer is:

Name: Danie Joubert

Email Address: info@rescueroast.co.za

Telephone: 072 220 8275

All requests for information and queries regarding this Manual should be directed to the Information Officer.

4. GUIDE ISSUED BY THE INFORMATION REGULATOR

A guide on how to use PAIA has been compiled by the Information Regulator.

The guide is available from:

Information Regulator (South Africa)

JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001

Website: www.inforegulator.org.za

Email: enquiries@inforegulator.org.za

Telephone: 010 023 5200

5. APPLICABLE LEGISLATION

The company retains records in accordance with applicable legislation, including but not limited to:

Promotion of Access to Information Act, 2000
Protection of Personal Information Act, 2013
Companies Act, 2008
Consumer Protection Act, 2008
Electronic Communications and Transactions Act, 2002
Income Tax Act, 1962
Value Added Tax Act, 1991, where applicable
Occupational Health and Safety Act, 1993
Basic Conditions of Employment Act, 1997
Labour Relations Act, 1995
Employment Equity Act, 1998
Unemployment Insurance Act, 2001
Skills Development Act, 1998

and any other legislation applicable to the business from time to time.

6. BUSINESS ACTIVITIES

Rescue Roast (Pty) Ltd operates as a South African commercial business engaged in:

Sale of roasted coffee products
Sale of hot chocolate and related products
Online retail and e-commerce
Coffee-related merchandise
Marketing and promotional activities
Customer support and fulfilment services
Commercial rescue partner and commission programmes

Rescue Roast (Pty) Ltd is not a charity, non-profit organisation, public benefit organisation or donation platform.

Participating animal welfare and rescue organisations may earn commission from qualifying sales in accordance with their individual commercial partnership arrangements with Rescue Roast®.

Customer purchases from Rescue Roast® are commercial transactions and are not charitable donations made by customers.

7. CATEGORIES OF RECORDS HELD

7.1 Corporate Records

Certificate of Incorporation
Company registration documents
Memorandum of Incorporation
Shareholder records
Director records
Statutory registers
Corporate governance records

7.2 Financial Records

Accounting records
Annual financial statements
Tax records
VAT records, where applicable
Banking records
Invoices and receipts
Audit records, where applicable
Rescue partner commission records

7.3 Operational Records

Supplier records
Inventory records
Product information
Shipping and logistics records
Purchase records
Order fulfilment records
Rescue partner administration records

7.4 Customer Records

Customer contact information
Delivery information
Order histories
Customer correspondence
Support records
Marketing consent records

7.5 Human Resource Records

Where applicable:

Employment contracts
Payroll records
Leave records
Training records
Personnel records

7.6 Information Technology Records

Website records
Security records
Access logs
System backups
Electronic communications

7.7 Rescue Partner Records

Rescue partner agreements
Partner contact records
Qualifying sales records
Commission calculation records
Commission payment records
Partner-related correspondence
Marketing and promotional records relating to participating organisations

Access to rescue partner records may be subject to confidentiality, privacy, commercial-information and other protections provided for under PAIA and applicable law.

8. RECORDS AVAILABLE WITHOUT A FORMAL PAIA REQUEST

The following information may be available without submitting a formal PAIA request:

Product information
Website content
Blog articles
Contact information
Terms and Conditions
Privacy Policy
Shipping Policy
Returns Policy
Rescue Partner Programme and Transparency Information
Marketing materials

Availability of these records may change from time to time.

9. PROCESSING OF PERSONAL INFORMATION

Rescue Roast (Pty) Ltd processes personal information in accordance with POPIA.

Personal information may include:

Names
Contact details
Delivery addresses
Billing information
Order histories
Communication records

Personal information is processed for purposes including:

Order fulfilment
Customer support
Delivery services
Marketing communications where consent has been obtained
Legal and regulatory compliance
Business administration

The company implements reasonable technical and organisational safeguards to protect personal information.

Further information is contained in the company's Privacy Policy.

10. PURPOSE OF PROCESSING PERSONAL INFORMATION

Personal information may be processed for:

Providing products and services
Managing customer relationships
Processing payments
Delivering orders
Improving customer experience
Compliance with legal obligations
Marketing and promotional communications where permitted
Maintaining accurate transactional and business records

11. RECIPIENTS OF PERSONAL INFORMATION

Personal information may be shared with:

Payment service providers
Courier and logistics providers
Website hosting and technology providers
Professional advisors
Regulatory authorities where legally required

Information is only shared where reasonably necessary for legitimate business purposes or legal compliance.

For clarity, participating animal welfare or rescue organisations do not receive customer personal information or customer payment information merely because a qualifying sale is associated with that organisation, unless disclosure has been authorised by the customer or is otherwise permitted or required by law.

12. TRANSBORDER INFORMATION FLOWS

Certain service providers utilised by Rescue Roast (Pty) Ltd may process information outside South Africa.

Where personal information is transferred internationally, appropriate safeguards will be implemented in accordance with POPIA.

13. HOW TO REQUEST ACCESS TO RECORDS

Any requester seeking access to records held by Rescue Roast (Pty) Ltd must submit a written request to the Information Officer.

The request should include:

Full name and contact details
Sufficient particulars to identify the requested record
The form of access requested
The purpose of the request where required
Proof of identity where applicable

Requests should be submitted to:

Email: info@rescueroast.co.za

14. FEES

Requesters may be required to pay prescribed fees as determined under PAIA.

Applicable fees will be communicated before processing of the request proceeds.

15. GROUNDS FOR REFUSAL

Access to records may be refused where permitted by PAIA, including where necessary for:

Protection of personal information of third parties
Protection of commercial information of Rescue Roast® or third parties
Protection of confidential information
Protection of legally privileged records
Protection of company trade secrets
Protection of security-related information
Protection of confidential commercial agreements and contractual information
Other grounds recognised under PAIA

Rescue partner agreements, commission rates, margins, supplier pricing and other confidential commercial information are not automatically available to the public merely because a PAIA request has been submitted. Any request for such records will be considered in accordance with PAIA and the applicable grounds for access or refusal.

16. REMEDIES AVAILABLE

If a requester is dissatisfied with a decision relating to a PAIA request, they may exercise any remedies available under PAIA, including where applicable lodging a complaint with the Information Regulator or approaching a competent court.

Information Regulator:

Website: www.inforegulator.org.za

Email: complaints.IR@justice.gov.za

17. AVAILABILITY OF THIS MANUAL

This Manual is available:

On the Rescue Roast® website
Upon request from the Information Officer

18. RESCUE PARTNER PROGRAMME CLARIFICATION

Rescue Roast® operates a commercial rescue partner programme through which participating animal welfare and rescue organisations may earn commission from qualifying Rescue Roast® sales associated with their organisation.

Rescue Roast® does not collect charitable donations from customers through its online store, and amounts paid by customers for Rescue Roast® products are not charitable donations.

Commission payments made to participating organisations arise from individual commercial partnership arrangements and are separate from the customer's purchase transaction.

The commercial terms applicable to individual rescue partners, including commission rates, margins, payment arrangements and contractual provisions, may constitute confidential commercial information and will be treated accordingly, subject to applicable South African law.

19. APPROVAL

This PAIA Manual has been approved and adopted by Rescue Roast (Pty) Ltd.