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PAIA Manual & Access to Information Notice

  • Effective Date: 22 June 2026
  • Last Updated: 26 Junie 2026

PAIA Manual & Access to Information

Promotion of Access to Information Act (PAIA)

ProPay is committed to transparency, accountability, and responsible information governance.

This page explains how individuals and organisations may request access to records held by ProPay in accordance with the Promotion of Access to Information Act, 2 of 2000 (PAIA).

Transparency

We support lawful access to information in accordance with PAIA.

Information Requests

Eligible individuals may request access to certain company records.

Privacy

Access requests are balanced with our obligations under POPIA.

Need Assistance?

Our Information Officer can assist with PAIA and information access enquiries.

  • About PAIA
  • Information Requests
  • Records Held by ProPay
  • Privacy & Access
  • Request Process
  • Contact Information

About PAIA & ProPay

Commitment to Transparency

ProPay (Pty) Ltd is committed to transparency, accountability, responsible information governance, and compliance with applicable South African legislation.

In accordance with the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), ProPay recognises the right of individuals and organisations to request access to records held by private bodies, subject to the provisions, limitations, and exemptions contained within the Act.

This notice provides information regarding access to information requests and the availability of ProPay’s PAIA Manual.

Company Name: ProPay (Pty) Ltd

Registration Number: 2001/029337/07

Business Activities Include:

  • Trade Union Administration
  • Membership Administration
  • Payroll Deduction Administration
  • Financial Administration Services
  • Member Communication Services
  • Digital Administration Platforms
  • Technology Solutions for Membership Organisations
  • Business Administration Services

ProPay (Pty) Ltd
Registration Number: 2001/029337/07
VAT Number: 4580209478

Number 2, The Palms
25 North Avenue
Riviera
Johannesburg
2193
South Africa

Telephone: 087 088 7729

Email: info@propay.co.za

Website: www.propay.co.za

In terms of the Protection of Personal Information Act, 2013 (“POPIA”), and the Promotion of Access to Information Act, 2000 (“PAIA”), ProPay has appointed an Information Officer responsible for:

  • Information access requests
  • Personal information requests
  • POPIA compliance
  • PAIA compliance
  • Information governance matters

 

Requests relating to information access should be directed to:

Email: info@propay.co.za

Telephone: 087 088 7729

Requesting Access to Information

Access to Information

Individuals and organisations may request access to certain records held by ProPay in accordance with the provisions of PAIA.

Access requests will be considered in accordance with:

  • Applicable legislation
  • Privacy obligations
  • Confidentiality obligations
  • Contractual obligations
  • Commercial sensitivity considerations
  • Legal exemptions provided under PAIA

 

Submission of a request does not automatically entitle a requester to access information.

Each request will be evaluated in accordance with the Act.

Individuals seeking access to records should submit a written request containing:

  • Full name and contact details
  • Sufficient identification information
  • A description of the records requested
  • The reason for the request (where applicable)
  • Preferred method of access

 

Requests should be submitted to:

Email: info@propay.co.za

ProPay may request additional information where necessary to verify identity or clarify the request.

Certain requests may attract fees as prescribed by applicable legislation.

Where fees are payable, ProPay will advise the requester before processing the request.

Requests will be handled within the timeframes prescribed by the Promotion of Access to Information Act.

Where additional time is required, requesters will be informed accordingly.

Records Held by ProPay

Categories of Records Held by ProPay

ProPay may hold records relating to:

Corporate Governance

  • Company registration documents
  • Corporate records
  • Governance records
  • Compliance records
  • Statutory records

Financial Records

  • Accounting records
  • Financial statements
  • Tax records
  • Payment records
  • Supplier records

Human Resources Records

  • Employment records
  • Recruitment records
  • Personnel records
  • Training records

Operational Records

  • Client agreements
  • Service agreements
  • Administration records
  • Membership administration records
  • Payroll administration records

Information Technology Records

  • System records
  • Security records
  • Website records
  • Technology platform records

Communication Records

  • Email correspondence
  • Website enquiries
  • Communication records
  • Marketing communication records

Legal and Compliance Records

  • Contracts
  • Compliance documentation
  • Regulatory records
  • Risk management records

 

Access to these records remains subject to applicable legal requirements and restrictions.

Certain information may already be publicly available through:

  • The ProPay website
  • Published marketing materials
  • Public corporate disclosures
  • Publicly available regulatory information

 

Where information is publicly available, formal PAIA requests may not be necessary.

Privacy & Information Protection

Protection of Personal Information

ProPay processes personal information in accordance with:

  • Protection of Personal Information Act (POPIA)
  • Promotion of Access to Information Act (PAIA)
  • Applicable South African legislation

 

Where requests involve personal information belonging to third parties, ProPay may be required to:

  • Obtain consent;
  • Consider privacy rights;
  • Apply statutory exemptions;
  • Refuse disclosure where legally required.

 

Protection of personal information remains a key consideration when evaluating access requests.

Access to records may be refused where permitted by law, including circumstances involving:

  • Personal privacy protections
  • Confidential information
  • Commercially sensitive information
  • Proprietary information
  • Security considerations
  • Legal privilege
  • Protection of third-party rights
  • Statutory exemptions under PAIA

 

ProPay reserves the right to refuse access where legally justified.

PAIA Manual

PAIA Manual Availability

ProPay maintains a PAIA Manual in accordance with the requirements of the Promotion of Access to Information Act.

The PAIA Manual contains information relating to:

  • Company information
  • Information Officer details
  • Categories of records held
  • Request procedures
  • Applicable forms
  • Fees and charges
  • Access processes

A copy of the PAIA Manual may be requested by contacting ProPay using the details provided on this page.

Related Policies & Contact Information

Related Policies

For additional information regarding privacy, data protection, and website governance, please refer to:

  • Privacy Policy
  • POPIA Privacy Notice
  • Website Terms and Conditions
  • Cookie Policy
  • Website Disclaimer

Number 2, The Palms
25 North Avenue
Riviera
Johannesburg
2193
South Africa

Telephone: 087 088 7729

Email: info@propay.co.za

Website: www.propay.co.za

Need Assistance?

If you require further information regarding PAIA, access to records, privacy, or information governance, our team is available to assist.

Contact ProPay

📞 087 088 7729

✉️ info@propay.co.za

Related Compliance Documents