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: 0722208275

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

  • 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 coffee company engaged in:

  • Sale of roasted coffee products

  • Online retail and e-commerce

  • Coffee-related merchandise

  • Marketing and promotional activities

  • Customer support and fulfilment services

  • Animal welfare support initiatives and fundraising campaigns

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

  • Banking records

  • Invoices and receipts

  • Audit records

7.3 Operational Records

  • Supplier records

  • Inventory records

  • Product information

  • Shipping and logistics records

  • Purchase 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

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

  • Donation 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

11. RECIPIENTS OF PERSONAL INFORMATION

Personal information may be shared with:

  • Payment service providers

  • Courier and logistics providers

  • Website hosting providers

  • Professional advisors

  • Regulatory authorities where legally required

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

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:

  • Protection of personal information of third parties

  • Protection of commercial information

  • Protection of confidential information

  • Protection of legally privileged records

  • Protection of company trade secrets

  • Protection of security-related information

  • Frivolous or vexatious requests

16. REMEDIES AVAILABLE

If a requester is dissatisfied with a decision relating to a PAIA request, they may lodge a complaint with the Information Regulator.

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. APPROVAL

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